Setting Up Desks
Types of Desks
| Type | What it's for |
|---|---|
| Hot Desk | Available to any member — booked per day or per hour |
| Dedicated Desk | Reserved for one specific member on a subscription |
Creating a Desk
- Go to Inventory → Desks
- Click Create desk
- Fill in:
- Name — e.g., "Hot Desk 4", "Window Desk"
- Location — which site this desk belongs to
- Floor — optional but helpful in larger buildings
- Description — short text shown to members
- Base price — the default rate per booking
- Add photos and amenities
- Save
Desk Groups (Pools of Identical Desks)
If you have several identical desks (e.g., 10 hot desks in an open area), manage them as a group rather than creating 10 individual listings.
When a member books from a group, the system automatically assigns one available desk.
To create a desk group:
- Go to Inventory → Desks
- Click Create desk
- Set the Quantity to the number of desks in the pool
- Save
Members see one listing and the system handles the rest.
Availability and Double-Booking Prevention
Turn on Manage Availability on each desk. This ensures the system tracks bookings and prevents the same desk being booked twice at the same time.
Leave it off only if you want to accept bookings without any capacity checks (not recommended).
Deactivating a Desk
If a desk is temporarily out of service, deactivate it so it disappears from the booking portal. Existing bookings are not affected.
Common Questions
What's the difference between a hot desk and a dedicated desk? A hot desk is available to any member and booked on demand. A dedicated desk is assigned to one member on a subscription — they don't need to book it each day.
Can I set hourly and daily rates for the same desk? Yes — add multiple rates under the Rates tab of the desk. See the Dynamic Pricing guide for how rates work.
Can a member book a specific desk in a group? No — the system assigns any available desk from the group. If you need members to choose a specific desk, create them as individual listings instead.