By Nai Kanell
Vice President of Marketing

Like it’s namesake, office hoteling relies on great concierge service. It doesn’t matter how many desks there are, how many employees use them, where they’re located, or what their differences are. What matters is the order and organization that govern them—and it starts with office hoteling software (read what is hoteling).

Office hoteling software is the contact and control point for reservations. It’s also a system of record, a reference guide, and an insightful tool for recognizing utilization trends.

But like a good front desk manager, not all office hoteling management software offers the same capabilities. To make the hoteling experience seamless and controlled, you’ll need software that offers a few integral features. Here’s how the best office hoteling software streamlines desk booking:

  1. Remote check-in: This is all about autonomy. For example, checking in while on the train allows an employee to get seating instructions and head right to their desk. No more waiting to register with a live person (who may be busy).
  2. Flexible check-in: Running early or late? Configure flexible check-in with a time buffer. If an employee doesn’t check in during the flex period, it’s likely that desk will go unoccupied. Flex time accommodates employee schedules while allowing facilities managers to open the space to others when it goes unclaimed.
  3. Transparent options: Take the guesswork out of hoteling by providing employees with options. Is this a sitting or standing desk? What floor is it on? Natural or overhead lighting? What are desk dimensions? Is there nearby access to amenities? Employees looking for specific types of desks can vet their options and choose the workspace most enticing to them. Not only is this an added convenience, usage data will show which workspaces are most popular based on features and amenities. Read more on using office hoteling for contractors and part-time workers.
  4. Process automation: Hoteling is rife with end-to-end automation opportunities. Automating check-ins and check-outs reduces manual oversight. Top-tier hoteling software automates the entire concierge process: employee booking, confirmation, check-in, check-out, and available space management. The smoother the automation, the fewer errors and less need for human intervention.
  5. Booking confirmation: Good communication is an important part of the hoteling process. It centers on the confirmation email employees get when they book a desk. Immediately after booking a desk, the employee should get an email confirming the reservation, along with pertinent details: desk location, check-in and check-out times, booked hours, directions, phone extension, workstation login, Wi-Fi password, and admin contact information.
  6. Integration: A great feature of many hoteling platforms is robust integration with other workplace apps. These apps connect all employees (in-house and remote) to the company at large. Being able to integrate hoteling through them ensures continued connectedness. For example, a remote worker may book their hotel desk through Slack. Or, the digital company directory may update depending on a hotel desk check-in, for real-time insight into where someone is or how to contact them.

The convenience and benefits of hoteling become more pronounced through proper system management. Office hoteling software that includes the above features ensures a smooth experience for any employee booking a desk. Moreover, it makes offering this convenience easy for companies.

There’s more to hoteling than check-in and check-out. Paying attention to the critical in-between steps and perfecting granular details takes the concept of hoteling to another level. When the process works as quickly and smoothly as your workers expect it to, they’ll be more inclined to use it. Perfecting the process is the first step in gaining support for hoteling and the best way to keep employees using it.

Keep reading: a quick guide to office hoteling best practices.


Photo by Unsplash

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