How Does EMS Hot Desk Booking Work?

Otherwise known as “office hoteling,” and “free address,” hot desk booking is a practice that allows employees or student to reserve a desk or an area of unassigned seating. With hot desking, in particular, desks or spaces can also be available on a first come, first serve basis. Here’s how it works:

  1. Your team designates which spaces are “unassigned” and open for hot desking 2. Your employee or student can book a space directly via the web browser or in EMS’ Direct Spaces mobile app
  2. Use the tool to set neighborhoods, find colleagues or even use certain tools – like video – that facilitate collaboration
  3. Utilize big-picture analytics to improve your space utilization and make informed real-estate decisions

EMS Desk Hoteling Benefits

Facilitate a Hybrid Work Environment

Use real-time floor plans and filters to organize spaces based on availability, catering options, equipment, social distancing guidelines, cleaning schedule and more. Easily change your options or desk availability as your office evolves.

Simplify Self-Service Meeting Booking

Need to book a space for an entire day? Or switch spaces mid-day to accommodate a team meeting? EMS makes it easy to make multiple reservations, update them, or assign spaces to regular team members.

Use Comprehensive Reporting and Analytics

Comprehensive, integrated data and analytics help you track key metrics like where employees sit, how much time is spent in each space and how your employees collaborate. This information can inform important decisions about your real estate, space utilization, employee training, departmental structure and more.

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Enable Mobile and On-Site Reservations

Harness the power of touchscreens, mobile devices and digital signage to reserve a space, add spaces to your calendar and choose between lounges, room, desks and more.

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EMS Hot Desk Software Key Features 

EMS is a comprehensive scheduling platform that offers a full range of hot desking and meeting room booking features. These include:

Interactive Floor Plans

Easily orient yourself and find the space you need no matter what.

Permanent Desk Assignments

Is a particular employee staying on-site? You can provide a semi-permanent desk for them.

Useful Analytics

Use analytics and desk usage metrics to understand real-time space usage and lower real estate costs

Direct Spaces Mobile App

With Direct Spaces, your students and employees can update or change reservations on-the-go


Allow teammates to find each other easily to streamline collaboration

Reservation Updates

Change of plans? No problem. Easily update, modify or cancel reservations as necessary with EMS

Hot Desking Software FAQ