Amira van Weegen
Responsable marketing
July 17, 2026
AI Assistant for Desk Sharing: Book desking, meeting rooms, and parking in seconds with anny
approx. 10 minutes
Introduction
Imagine you're on your way to the office and realize you haven't booked a desk yet. Instead of clicking through filters, you just type a quick chat message: "Book my favorite spot for today." Seconds later, it's done. AI assistants make exactly this possible:
An AI assistant enables desk sharing directly from the chat: reserve a desk, meeting room, parking space, or fleet vehicle, with no forms and no filter menus.
Modern AI booking assistants are directly integrated into your existing workspace management and work seamlessly in your browser as well as Microsoft Teams. Bookings are completed in seconds instead of minutes.
The AI assistant automatically takes booking rules, favorite spots, team office days, and equipment into account. This turns your daily booking routine into a simple chat message.
Why Desks and Rooms Often Stay Empty—Even with a Booking System
Since 2020, hybrid work has become the absolute standard. Nearly every major company has introduced a booking system by now. Yet, average desk utilization in many offices still hovers between 20 and 40 percent.
The typical hurdles in the daily work routine:
Employees constantly jump between email, Microsoft Teams, project management software, and HR portals. A booking system that lives in a separate tab is simply forgotten during a busy workday.
Forgotten passwords, unfamiliar interfaces, and long forms with dates, times, buildings, floors, and equipment: it's just too much effort for "quickly booking a desk."
This leads to concrete issues: ad-hoc room grabbing, double bookings, no-shows, and empty reserved desks – despite a software being formally in place.
In a hybrid setup with 2 to 3 days in the office per week, this creates real chaos: colleagues can't find each other, team leads struggle to plan in-person days, and office spaces feel both too large and too small at the same time.
The problem isn't the technology itself. It’s the lack of incentive to consistently use an additional tool in the daily office routine.
What an AI assistant for desk sharing should really be able to do
An AI assistant is designed to bridge the gap between your existing booking system and its actual usage. Not a new tool, but a fresh chat interface that simplifies your current processes.
Specifically, here is what it has to offer:
Natural language instead of forms: Easily handle requests like "Book me a quiet desk on the 3rd floor for tomorrow" and instantly turn them into an actual desk booking—no rigid input fields required.
Real-time availability checks: The assistant works directly with live booking data, checking available desks, rooms, or parking spots down to the exact second.
Automatic compliance with booking rules: Who can book which resource and when? The assistant seamlessly enforces these rules so your users don't have to keep track of them.
Multiple bookings in a single step: Plan your entire physical workweek or book a desk plus a parking space in one single chat message.
Remembering personal preferences: Favorite spots, preferred zones, and typical working hours are recognized and proactively suggested.
Clarifying instead of guessing: For incomplete requests, the AI assistant will ask targeted questions or offer clickable options, making sure every booking is spot on.
anny AI Chat: The personal booking assistant for everyone on your team
Historically, only board members had personal assistants to organize rooms, company cars, and meetings. With anny AI Chat, everyone on your team now gets an AI assistant for internal bookings—a personal booking assistant that handles everything that used to require clicking through forms step-by-step.
What is anny? anny is a German SaaS platform for workplace management that enables companies to make all types of resources bookable: desks, meeting rooms, parking spaces, company fleet cars, equipment, events, and visitor management. Everything is hosted in Germany, and anny is GDPR-compliant and ISO 27001 certified.
What does anny AI Chat do? The AI chatbot is seamlessly embedded into the booking system. It doesn't fetch imaginary data, but works directly with the real-time availability and booking rules defined in anny.
An overview of the features:
Bookings, rescheduling, and cancellations directly via chat
Real-time availability check
Booking rules are automatically taken into account, with no manual verification needed
Favorite desks and preferences are recognized and suggested first
Make multiple bookings at once with a single sentence
Find colleagues in the office and book a spot right next to them
Interactive floor plans and a 3D office map for easy visual navigation
Answer knowledge-based questions: processes, responsibilities—based on your uploaded knowledge base
Unclear search queries are resolved with follow-up questions instead of being ignored
Booking confirmations directly in the chat window
Activation via the admin interface with just a few clicks—no IT project required
You can test anny AI Chat free for 7 days with no credit card required, directly via our website. No sales call needed, just get started right away!
See how easy booking via chat is in practice!
All the following scenarios show how the anny AI chatbot handles desk sharing, room, and vehicle bookings directly within the chat. A single message is all it takes – the rest happens automatically. All bookings land seamlessly in the anny booking system and connected calendars.
Book a desk and workspace
Simply open the anny AI chatbot in Microsoft Teams and type: "Book me a quiet spot tomorrow between 9 AM and 5 PM." The chatbot filters free workspaces, takes your favorite spots into account, and replies: "I've booked desk B-3.14 for you." No filters, no forms, no extra tools needed!
Book meeting rooms with equipment
"Find me a room for 6 people with a video setup at HQ on Tuesday from 10 to 11 AM." The anny AI chat suggests matching options, you make your choice, and the assistant books it while automatically adding the appointment to everyone's calendar.
Reserve parking spots and fleet vehicles
"Book me a parking space and an EV in Hamburg for Friday from 8 AM to 6 PM." The anny AI chat checks availability, asks for mandatory details like the purpose of travel directly in the chat, and confirms the booking instantly.
Find colleagues and book a spot next to them
"Where is Henry sitting today?" – the anny AI chat replies with the desk number, and you can locate him on the 3D map in seconds. Follow-up request: "Book me the nearest free spot next to Henry tomorrow." Done!
Plan your entire week at once
"Book my favorite spot for next week from Monday to Thursday, I'll be working from home on Friday." One sentence, four bookings, instantly confirmed. What used to take multiple clicks per day is now handled by the anny AI chat in a heartbeat.
Seamless integration with your favorite tools
anny AI Chat works right where your team is already working – the booking chatbot is not an extra app, and doesn't require a new login.
Web interface and Microsoft Teams: The chatbot is available directly within the anny web interface and can be used as part of the anny app for Microsoft Teams. A native chat integration in Microsoft Teams as well as a Slack integration are currently being rolled out.
Calendar Sync: anny synchronizes bookings bidirectionally with Microsoft 365 (including Exchange Online) and Google Calendar. Desks, rooms, and parking spaces automatically appear in the right calendar, keeping double bookings at bay.
Knowledge Base: The chatbot can access SharePoint libraries, internal FAQ pages, or your own documents. This allows it to answer questions about workflows, check-in processes, and hybrid work guidelines alongside handling bookings.
No custom AI project needed: If you are already using anny, you can activate the chatbot with just a few clicks in the admin area and get started right away. If you're new to the platform, simply set up your booking page first – resources, rules, locations – and then unlock the power of anny AI Chat directly.
Security and GDPR Compliance
When using AI in the office, legitimate questions about data protection, the EU AI Act, and information security naturally arise. anny addresses these requirements clearly and comprehensively.
As a German SaaS platform, anny stores all data exclusively in the EU and is ISO 27001 certified. anny AI Chat is built on top of this highly secure infrastructure and adheres to the exact same safety standards.
GDPR compliance is fully guaranteed through a data processing agreement, clear purpose limitation of data, and transparent deletion concepts. Booking data is never used for advertising purposes.
Companies can easily control which AI models are utilized – including options that run exclusively on European servers and do not use any data for training purposes.
anny AI Chat operates strictly within the assigned permissions. The chatbot cannot be manipulated into booking unapproved rooms, zones, or resources.
All actions triggered by the chatbot are securely logged and can be reviewed at any time in the admin panel – perfect for your compliance and audit requirements.
Frequently Asked Questions
Can an AI assistant really book desks and rooms on its own?
Yes, as long as it is directly connected to the booking system. The AI chatbot anny AI accesses the live anny booking system, checks real-time availability, and handles bookings, changes, and cancellations completely on its own, without requiring any manual intervention.
What happens if my request in the chat is unclear?
anny AI doesn't just guess; it asks follow-up questions. Ambiguities like "in the afternoon" or "any room" are cleared up with quick questions or clickable suggestions, ensuring your booking is accurate and complete.
Do I need to set up anything for each individual employee?
No, not at all. Once activated, the AI chatbot anny AI is automatically available to all users within your existing anny account. Roles, permissions, and preferences are pulled directly from your current setup, so there's no need to configure individual AI profiles for each person.
Does an AI booking assistant work with complex booking rules?
Absolutely. The chatbot anny AI directly accesses the booking rules defined in your system, such as booking windows, maximum durations, cancellation policies, access rights, and mandatory fields. The chatbot always operates within these parameters, ensuring full compliance at all times.
Is an AI assistant for desk sharing GDPR-compliant?
That depends on the provider. anny AI Chat stores all data exclusively within the EU, runs on an ISO 27001-certified infrastructure, and aligns with the EU AI Act. Businesses retain full control over the models used and data flows, and can easily sign a data processing agreement (DPA).
Wrap-up
An AI assistant for desk sharing doesn't solve a technical problem, but rather a behavioral one: booking systems exist, but they are often neglected because they create too much friction in the daily work routine.
With the AI chatbot anny AI, this hurdle disappears. Desks, meeting rooms, and parking spaces can be booked directly via chat – right where your team is already working. This boosts booking rates, transparency in workplace management, and employee satisfaction, without adding any complexity for IT.
Want to see how this looks in a real office setting? Book your personal demo – we'll show you anny AI live, tailored to your resources and booking logic.
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