Setting Up Desks

Desk Types

There is no fixed difference between “hot desks” and “dedicated desks” in the system — all desks are created the same way.

The difference comes from how the desk is used:

Type	What it means
Hot Desk	A desk used for bookings (hourly/daily) or flexible subscriptions — available to multiple members
Dedicated Desk	A desk assigned to a specific member via a subscription

In practice:

• Desks can be used for bookings or subscriptions
• A desk becomes “dedicated” only when it is assigned to a specific member
• Both hot and dedicated setups are managed through plans and subscriptions, not the desk itself

Creating a Desk

1. Go to Inventory → Desks
2. Click Create desk
3. Fill in:
   • Name — e.g., "Desk 4", "Window Desk"
   • Location — which site this desk belongs to
   • Floor — optional but useful in larger spaces
   • Description — shown to members
4. Add photos and amenities
5. Save

Desk Groups (Pools of Identical Desks)

If you have multiple identical desks (e.g., 10 desks in an open area), create them as a group.

When a member books, the system automatically assigns an available desk.

To create a group:

1. Go to Inventory → Desks
2. Click Create desk
3. Set the Quantity
4. Save

Deactivating a Desk

Deactivate a desk to remove it from the booking portal. Existing bookings are not affected.

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Common Questions

What's the difference between a hot desk and a dedicated desk?
There is no structural difference. The behavior depends on usage:

• Shared usage (bookings or flexible subscriptions) → hot desk
• Assigned to a specific member → dedicated desk

Can desks be used with subscriptions?
Yes — any desk can be assigned to a subscription.

Can I set hourly and daily rates for the same desk?
No — pricing is set per unit type:

• Hourly
• Daily / Weekly / Monthly

You can define multiple rates within the same unit group (e.g., different daily or monthly rates), but you cannot mix hourly pricing with daily/weekly/monthly on the same desk.

Can a member book a specific desk in a group?
No — the system assigns an available desk automatically.