Book a desk, room and parking space
A desk, a whole office or a parking space, reserved a day in advance, for a half or full day.
Room booking: reserve your own desk, room and parking space.
Room booking organises who gets which desk, room or parking space on which day. In teamspace the company releases the spaces, and staff book them in advance, for a half or full day. Part of the workplace management software, included in the light edition.
Scope of features
What room booking needs to do.
As long as occupancy lives in an Excel list and the team chat, some people drive to the office and find no desk free. Three things take the strain out of this day-by-day coordination.
Free or taken, visible in advance
Anyone booking sees the free spaces for the day and who from the team is already coming, with no need to ask in the chat.
Spaces sorted by need
Categories carry the size, equipment and authorised group, so everyone finds the space that suits them.
From offer to office day
The company releases it, the member of staff books it.
In room booking a space always takes the same route: management releases it and attaches equipment and the authorised group, the member of staff books it for a day, and on the office day it is ready and waiting. Three stages, one resource.
Verwaltung 1/3
Plätze freigeben
Das Unternehmen legt fest, was buchbar ist.
Kategorie Großraum Nord
Ausstattung Monitor · Beamer
Gruppe berechtigt
Mitarbeiter 2/3
Platz buchen
Tag wählen, Schreibtisch und Parkplatz dazu.
Tag Di 03.06.
Platz D-204 + P-12
Dauer ganztags
Bürotag 3/3
Platz steht bereit
Die Übersicht zeigt, wer vom Team da ist.
Status reserviert
Team 3 im Büro
Änderung per Stift
Dieselbe Ressource, ein Weg: das Unternehmen gibt sie frei, der Mitarbeiter bucht sie im Voraus, am Bürotag steht sie bereit.
Rooms
Whole rooms are bookable too.
It is not only individual desks that can be reserved. In room booking, a whole room or office is its own bookable resource, for a half or full day. That is how a team secures the workshop room for their shared day, with capacity and equipment such as a projector or whiteboard recorded against it.
For a quick meeting in between, the right place is not the space booking but the team calendar: that is where the meeting is scheduled as an appointment. Room booking holds the room for the day, the calendar holds the time.
Free spaces
The daily overview shows free spaces.
Before booking, the workspace overview shows for each day which desks are free and which are already taken. No one makes the trip for nothing, and on days with many open spaces it becomes clear that the floor is barely being used.
- Free and taken side by side for each day.
- The coming weeks in advance, not just today.
- Tight days spotted early, before anyone ends up standing at an occupied desk.
Intro call
What do your office days look like?
Tell us briefly how many desks and parking spaces you have and who comes in on which days. We will tell you how that maps onto teamspace.
Team day
The team sees who is in today.
The staff overview lays out side by side who has booked which space on which day. That does away with the morning question in the chat about whether enough colleagues are in to make the trip worthwhile. It is built on the bookings alone, with no floor plan and no sensor in the ceiling.
Anyone arranging an in-person meeting reads off the team's attendance beforehand and puts the shared day where most people are sitting anyway. That saves the email chain an on-site meeting usually starts with.
Default schedule
Fixed office days are set up once.
Some colleagues come in to a fixed pattern: on site on Tuesday and Thursday, the rest from home. For this, a default schedule records per weekday which space is reserved, and enters it automatically every week from a given start date. No one clicks the same desk anew week after week.
Every day still stays open to exceptions. Anyone who needs a different desk for once, or is not coming in at all, changes only that single entry and leaves the rhythm in place.
“Our staff appreciate how simple the system is.”
The comparison
Excel list or booked space?
Occupancy list and word of mouth
- No one reliably knows in advance who is coming when
- Double bookings only come to light on site
- The parking space is not recorded in the list at all
- Fixed office days are entered by hand every week
teamspace room booking
- Everyone books their space in advance, everyone sees it
- Taken spaces are taken, with no double booking
- Desk and parking space in a single step
- The default schedule enters the fixed rhythm by itself
Desk sharing
Desk sharing means: no fixed desk.
With desk sharing, no desk belongs permanently to one person any more. Whoever comes in on a given day grabs a free space in advance, often just for the one or two days they are on site. Where half the workforce works in rotation, the otherwise half-empty rooms fill up to good effect.
In teamspace this is a booking, not a clicked seating plan: the released spaces sit in categories, and the member of staff chooses the day, the desk and, if wanted, a parking space. How office and home office alternate is explored in more depth by desk sharing and hybrid work.
Parking space
The parking space is booked ahead too.
A parking space counts as a resource in its own right, not as an accessory to the desk. Anyone coming by car reserves one for the same day, for a half or full day. At sites with few spaces, that puts an end to the morning loop around a full forecourt.
Parking spaces carry attributes too, such as covered or with a charging point, and sometimes belong to one particular group only. When booking, the member of staff sees which parking spaces are free and what they offer.
In numbers
Four cornerstones of space booking.
What makes the difference between an occupancy list and a booking the whole office can rely on.
- In advance
space booked
desk, room and parking space, half or full day
- Per weekday
default schedule
fixed rhythm, individual days can differ
- Three views
on occupancy
your own schedule, colleagues, free spaces
- 1999
in Darmstadt
5 POINT AG, hosted in Frankfurt
Use cases
More from workplace management.
Room booking is one part of workplace management. These areas sit right next to it and share the same spaces and groups.
Desk sharing
Shared desks with no fixed allocation, for hybrid teams with changing attendance.
Learn moreHybrid work
Office and home office in one logic, from a fixed rhythm to a spontaneous booking.
Learn more
At a glance
Space booking is part of workplace management.
Booking desks, rooms and parking spaces is one part of the bigger picture: flexible office floors for desk sharing and hybrid teams. How teamspace brings it all together is shown in the workplace management overview.
To workplace managementTerms
Terms around flexible offices.
What the feature language means when it points to space booking, categories and the default schedule.
- Room booking
- The releasing and booking of desks, rooms and parking spaces in one system. The company makes them available, the member of staff reserves one for their day.
- Desk sharing
- An office model in which several people share the same desks. Instead of a fixed space, everyone books the desk for the day they come in.
- Flex office
- An umbrella term for offices with no fixed seating order. It means the same basic principle as desk sharing: a space as needed rather than by allocation.
- Hot desking
- The term for taking a free desk at short notice, without it belonging to you permanently.
- Workspace category
- Groups spaces of one kind together, such as an open-plan office or the underground car park. Capacity, availability, equipment and the group authorised to book hang off it.
- Resource
- The individual bookable entry within a category: this one desk, room or parking space, with its own attributes.
- Default schedule
- A recorded weekly rhythm. Per weekday it is set which space is reserved; from the start date it runs by itself, while individual days remain overridable.
- Staff overview
- The view across the whole team: on which day who is sitting at which space. It shows at a glance who is in the office today.
Access
Rights sit with the group, not the person.
Who may book which spaces is decided by the authorised user group on the category. A coworking area is thereby open to all, a specially equipped room only to the team that needs it. Because the right hangs off the group and not the individual name, anyone who leaves the group loses it automatically, with no manual work on individual rights.
The booking and attendance data sits in an ISO 27001-certified data centre in Frankfurt am Main and is processed exclusively within the EU. The contracting party is 5 POINT AG of Darmstadt. Room booking is part of the light edition and shares its login with Teamwork, time tracking and the core HR functions.
Related modules
What connects to room booking.
Those who book spaces usually work with time, team and personnel data in the same system too. Here are the shortest routes to them.
Time tracking online
Whoever is in the office records attendance and project time there. Both run against the same member of staff, in the same login.
- Attendance and project time
- Clock in via browser, app, tablet
- Handover to HR accounts
Teamwork
Calendar, boards, wiki and forum for hybrid collaboration. Whoever plans the office day plans the team meeting at the same time.
- Team calendar for shared days
- Boards for ongoing work
- Microsoft Teams integration optional
HR software
Personnel file, leave and absences on the member of staff. A person's fixed place of work lives in the same personnel records.
- Leave, overtime, sickness
- Personnel file with permissions
- Default places of work per person
Intro call
Does room booking suit your office?
You show us your occupancy today, we show you what a booking makes of it. Then you decide whether the switch is worth it for your team.
Room booking: book desks, rooms and parking spaces in advance
Room booking is an online tool with which a company releases its desks, rooms and parking spaces and staff book them in advance. It suits flexible office concepts such as desk sharing, flex office and hot desking, where no one has a permanently assigned space any more.
Instead of an Excel list and questions in the chat, each member of staff chooses their own day and a free space, for a half or full day. The company decides which spaces are bookable at all, sorts them into categories and sets the equipment and authorised group per space. That keeps occupancy clear, even when half the workforce comes in on a rotating basis.
Frequently asked questions about room booking
What can actually be booked?
Individual desks, whole rooms or offices, and parking spaces, each for a day, for a half or full day. Every space carries its equipment and the group allowed to book it. A reservation is changed later via the pencil icon on the day, rather than created anew.
How does desk sharing work in practice?
The company releases spaces and sorts them into categories. The member of staff opens the day, sees the free desks and grabs one. Anyone who always comes in on the same weekday records this once as a default schedule and only steps in by hand for exceptions.
What exactly does the default schedule do?
It records per weekday which space someone gets and enters it automatically every week from a start date. If a day needs a change, the member of staff overrides only that one, while the rest of the rhythm stays untouched.
Can I see which colleagues are on site?
Yes, via the staff overview. It lists per day who has booked which space, making the usual morning round in the chat unnecessary. That way a shared office day can be set on the day most people are in anyway.
Is the parking space included?
Yes. A parking space is a resource in its own right with its own attributes, such as covered or with a charging point. It can be reserved together with the desk or on its own, for a half or full day.
Can I book a meeting room with a time?
A room or office is bookable as a resource for a day, half or full day, not in hourly slots. You create the actual appointment with a time as an entry in the team calendar. In short: space booking secures the room for the day, the calendar the time.
Is there a clickable seating plan?
No, there is no graphical floor plan. Spaces are listed with their category and equipment, and you book by selecting a day and a space, not by tapping an office map.
Who decides which spaces someone may book?
That is controlled by the authorised user group on the category. An open area is available to all, a special space only to its group. Since the right sits with the group, it adjusts by itself when someone moves department.
Which edition is room booking in?
In the light edition, together with Teamwork and the core HR functions in the same system. Which edition suits your organisation is something we clarify in the intro call; the prices are on the pricing page.
Intro call
Office occupancy reviewed in 15 minutes.
We go through your spaces, parking spaces and booking rules and tell you honestly whether room booking suits your day-to-day.