Workplace operations insights

Organising desk sharing: key takeaways

• Measure real utilisation: Track actual office attendance and workstation use for two to four weeks, for example with automated data from PULT Presence.
• Determine the desk sharing ratio: Use the measurement data to calculate how many workstations you truly need, including peak days and special cases.
• Structure the office: Set up standardised workstations and divide the space into areas for focused work, team work, meetings and phone calls.
• Define rules: Establish guidelines for booking, clean desk expectations, behaviour in each zone and data protection.
• Organise booking: Use a central booking system to reserve desks, rooms and zones reliably and to detect no shows automatically.

Step 1: needs analysis and planning

To make desk sharing work well in your organisation, you need a simple but reliable set of data. The goal is to determine how many people are actually in the office at the same time and how intensively your workstations are used. Only with these numbers can you decide how many desks you will need in the future.

Measuring actual office attendance

With PULT Presence you can capture office attendance and see how many employees are on site at the same time. Your team does not need to do anything, because detection happens passively. There is no extra effort involved:

• Automatic check in through the company Wi Fi
• No manual action required from employees
• Compliant with data protection rules, because only aggregated attendance values are used
• Detection of actual attendance rather than bookings, so no shows are excluded

This gives you precise office attendance data over a period of two to four weeks without needing to introduce a booking system beforehand.

Measuring the actual use of your workstations

Alongside attendance tracking, you should record how many desks and areas are actually being used. With PULT Office Insights you receive:

• Utilisation reports for desks, rooms and zones
• Visualisations of how each area is used on the floor plan
• No show rates
• Office utilisation by day and time

This lets you see immediately which areas are overused and which are underused.

Calculating the desk sharing ratio

The desk sharing ratio shows the relationship between the number of available workstations and the total number of employees.

Example: you have one hundred employees and seventy workstations. Your desk sharing ratio is zero point seven.

When you use this metric, take into account employees who still require a permanently assigned workstation. This may be necessary due to physical needs or because they rely on specialised hardware, for example a high performance video editing setup.

Define your target setup

Based on your attendance data, usage data and the desk sharing ratio, you decide:

• How many workstations you will need in the future
• Which areas need to be adjusted and whether, for example, more space for team meetings is required
• Whether any parts of the office should be redesigned or repurposed

2. Set up the office for desk sharing

For desk sharing to work well for everyone, the office needs the right structure and an environment that supports the new concept. This includes standardised workstation equipment, new storage options and redesigned areas and zones.

Standardised and ergonomic workstations

The daily switch between different workstations is most comfortable for your employees when every desk has the same equipment. Make sure you provide:

• height adjustable desks
• identical monitor setups
• universal docking stations or monitor adapters
• ergonomic chairs that can be adjusted quickly
• reliable Wi Fi throughout the entire office

Sufficient storage space

In a desk sharing setup, everyone needs a place for personal work items and clothing, for a backpack or bag, for bike helmets or a favourite mug. The following solutions have proven effective:

• lockers
• sufficiently large storage cupboards
• mobile pedestals for work items such as a keyboard, mouse or headset

Here is the natural English translation:

Divide the office into zones

Zoning helps prevent disruptions and makes the space more usable. Typical areas include:

• quiet zones with single workstations for focused work
• areas for phone calls and video calls
• zones for team work and collaboration
• break areas
• rooms or zones for exercise, balance and recovery

3. Introduce desk sharing rules

Few but well considered desk sharing rules create fairness and maintain hygiene at all workstations.

• Booking rules: define how far in advance workstations can be reserved. In PULT you can specify for each employee, team and department which resources they are allowed to book.
• Clean desk policy: it requires that sensitive data, storage devices and documents are not left on desks. Computers must be locked even during short absences.
• Behaviour in different zones: set expectations for how people should behave in each area, for example consideration and silence in quiet zones.
• Cleanliness: workstations should be left clean and tidy, and no personal items may remain. Provide stations with wipes and cleaning supplies to support this.

4. Introduce the booking process and booking software

A desk booking system makes daily work easier for your team. In PULT, individual workstations, meeting rooms, zones and parking spaces can be reserved reliably in advance.

These resources can be booked in PULT

With PULT your team can reserve the available spaces in your office in advance.

• workstations and desks
• zones you have defined, such as quiet areas, team zones and recreation areas
• meeting rooms
• parking spaces
• visitor workstations
• catering or additional services for meetings

How desk booking works in PULT

Your employees can make reservations in PULT in several ways:

• on a smartphone, tablet, laptop, desktop or terminal
• through interactive floor plans that show available spaces in real time
• through integrations in Slack, Microsoft Teams, Outlook or Google Calendar
• with filters that allow them to select a workstation based on available equipment or the type of zone

‍

If a team member does not show up for their reservation, PULT can release the booking automatically and make the resource available again. You can define how long the reservation should remain active after the scheduled start time.

Automatic attendance detection

Check in happens automatically through the company Wi Fi with a zero click process. As soon as one of the employee’s devices connects to the network, PULT recognises their presence.

• no manual confirmation or check in required
• reliable detection of actual attendance
• accurate identification of no shows

{{onpage-cta}}

Tipp: Here you will find desk sharing insights and practical tips on how desk sharing works in public sector organisations.

Future of work: key takeaways

• The future of work through 2050 will be shaped by digitalisation and AI, demographic change, hybrid work models and a shift in values toward more autonomy and meaningful work.
• AI and automation take over repeatable tasks and reshape job profiles. Human work moves further toward analysis, problem solving and interpersonal responsibilities.
• Work takes place in more locations. Offices, home offices and third spaces form a flexible ecosystem. The office becomes the place for collaboration, workshops and alignment.
• Desk sharing and activity based working replace assigned desks in favour of bookable work zones.
• Working hours shift toward results rather than presence. Flexitime, trust based working and flexible time accounts continue to gain ground.
• Employees gain new opportunities through new models and career paths but also face risks such as information overload or blurred boundaries.
• Companies need to adapt their structures, leadership, workspaces and skill development to remain productive and competitive.

What are the most important developments shaping the future of work?

The most important developments shaping the future of work are digitalisation and AI, demographic change, climate change and ecological transformation, new ways of working and a shift in values toward flexibility and meaningful work.

These five trends determine how companies will be organised between 2030 and 2050, which tasks become automated, which skills grow in importance and how workplaces and work models evolve.

Digitalisation, automation and artificial intelligence

Artificial intelligence and the new systems emerging from it are among the strongest forces shaping the coming decades.

Key developments:

• Generative AI automates analysis, research and writing tasks.
• Process automation through RPA and machine learning replaces repetitive work and speeds up administrative workflows.
• Robotics becomes more affordable and usable in smaller production environments.
• Platform technologies standardise many work processes and enable distributed collaboration.

Impact:

• A large share of tasks in administration, customer service, finance, production and logistics can be automated or heavily supported by AI by 2035.
• Knowledge work shifts toward roles that supervise, guide and interpret.
• New job profiles emerge at the intersection of technology, data and organisational development.

Demographic change and the shortage of skilled workers

Germany and Europe are facing a profound demographic shift.

‍Key developments:

• The share of older workers rises significantly while the number of younger workers declines.
• Many qualified professions, including IT, healthcare, engineering and education, are already severely understaffed.
• From 2030 onward the retirement of the large baby boom cohorts reaches its peak.

Impact:

• The shortage of skilled workers remains a structural issue and intensifies in several fields.
• Companies need to focus more on employee retention, continuous training, reskilling, automation and international recruitment.
• Older employees gain a more important role in organisations through knowledge transfer and more flexible work models.

Climate change, decarbonisation and green jobs

The ecological transformation is a long term trend that is reshaping economies and labour markets.

Key developments:

• National and European climate targets create new demands for companies, especially in industry, energy, mobility and construction.
• Sustainability reporting through ESG frameworks becomes more binding and more complex.
• Renewable energy, circular economy models and resource efficiency gain importance.

Impact:

• The demand for green skills rises steadily.
• New fields emerge in energy production, decarbonisation technologies, environmental management and sustainable product design.
• Companies need to realign their processes, products and supply chains.

New ways of working: hybrid, remote and platform based work

Work location and working hours become more flexible and more digital.

Key developments:

• Hybrid work models that blend home office and office days have become standard in many companies and public institutions.
• Remote work remains at a high level, especially in knowledge intensive roles.
• International contractors can be integrated more easily.

Impact:

• Organisations need to rethink collaboration, communication and meeting structures.
• The demand for digital infrastructure, including collaboration software and desk booking tools, continues to grow.
• Employment models become more diverse. Permanent roles, freelancing and project based work coexist.

Shift in values: purpose, autonomy and work life integration

Changing expectations around work and working hours shape how recruitment, retention and company culture are organised.

Key developments:

• Younger generations expect more autonomy, opportunities for development and a workplace that makes a meaningful contribution to society.
• The desire to balance work, family and personal projects grows stronger.
• Mental health and managing workload become increasingly important.

Impact:

• Employer attractiveness depends more heavily on culture, autonomy and development opportunities.
• Leadership shifts toward trust and results.

How will jobs and skills change in the future of work?

Jobs and the skills required for them change in the future of work mainly through automation, AI support, new professional fields and a growing need for digital, social and analytical capabilities.

Routine tasks decline while tasks that rely on creativity, problem solving and human interaction gain importance.

Which types of work are most affected by automation?

Straightforward tasks with a high degree of repetition are the easiest to automate. These include:

• administrative processes such as data entry and scheduling
• standardised analysis and reporting tasks
• parts of customer communication such as first contact or frequently asked questions
• simple production, warehouse and inspection routines
• documentation and form processing

In many fields these tasks are not fully replaced but partially automated by AI systems. Employees then take on roles that supervise, guide or interpret.

Which competencies will become especially important?

The future of work requires a blend of digital, analytical and interpersonal skills. The most important include:

• digital fundamentals: working with AI, data literacy and digital communication
• social and communication skills: collaboration, conflict resolution and empathy
• analytical capabilities: problem solving and interpreting complex information
• adaptability: continuous learning, openness to change and strong self management
• creativity: developing new ideas, concepts and solutions

These competencies become more important across almost every profession, regardless of qualification level.

How can employees prepare for the future of work?

Employees should take an active approach to developing their skills. Key steps include:

• assessing your current skills and comparing them with future requirements
• building AI and data literacy regardless of your industry
• upskilling or reskilling through microlearning, certificates or part time training
• actively maintaining your professional network both inside and outside your company
• strengthening self management and resilience to navigate change

How will the future of work affect companies, public institutions and leadership?

The future of work affects companies primarily through changes in technology, the shortage of skilled workers, ecological requirements and new ways of working.

How are organisational structures changing?

Organisational structures in companies and public institutions become more flexible and more cross functional overall. Typical developments include:

• fewer or flatter hierarchies with more responsibility placed in teams
• project oriented ways of working gain importance
• networked collaboration replaces siloed structures
• role models that are based on tasks rather than rigid job descriptions

How is collaboration changing?

Work processes become more digital, easier to understand and more standardised. Key changes include:

• digitised workflows replace manual processes
• shared work platforms form the basis for collaboration in distributed teams
• standardising repeatable processes through automation
• linking office and remote work through unified software

What requirements arise for the infrastructure?

Companies need modern office concepts and a reliable infrastructure:

• stable digital systems for communication, coordination and documentation
• booking and workplace systems designed for hybrid office models
• well equipped meeting rooms that support participation from any location
• data security and access controls, especially for AI applications
• a workspace that supports both focused individual work and collaboration on team days

How will work location and the workplace change in the future of work?

Work location and the workplace change fundamentally because work is no longer tied to a fixed desk or a rigid timetable. Tasks are carried out where they can be done most effectively and at times that fit both operational needs and personal schedules.

Companies combine the office, home office and additional work locations into a single system where attendance, equipment and collaboration are aligned with how employees actually work.

Shift from assigned desks to flexible concepts

The traditional personal desk becomes less important. Instead, companies adopt models that reflect actual attendance and employee needs more accurately:

• multiple work locations complement the office such as home office, coworking spaces and mobile work setups
• not all employees are on site every day and attendance depends on tasks, meetings and the need for coordination

Office space is planned with fewer individual desks and more zones for focused work, collaboration or relaxation and exercise.

• quiet zones for focused individual work
• project and team areas for shared tasks
• private spaces for calls or confidential conversations
• meeting rooms for coordination
• recreation and break areas for recovery

The driver behind this shift is the rise of hybrid work. According to ifo Institut, by early 2025 around twenty five percent of employed people in Germany were working from home at least part of the time. Companies are adjusting their office space because on average about a quarter of all desks remain unused on a regular basis.

Under these conditions, desk sharing makes the office suitable for what is known as activity based working. Employees choose the place, room or zone that best fits the task at hand.

{{onpage-cta}}

Hybrid working trends: key takeaways

• Hybrid work is one of the most common working models in Germany and across the EU. Employees work from home an average of two days per week and use office days for coordination and collaboration.
• Two to three regular in office days have become standard. Teams set shared office days so colleagues can meet and projects can move forward.
• Fully remote work is becoming less common. Hybrid work remains the preferred model because home office and office days support different types of tasks.
• Companies use meeting windows and protected focus time to structure the day.
• Office space is being redesigned. Individual desks are reduced and new zones are added for focused work, collaboration, video calls and breaks.
• Desk sharing continues to grow because it creates space for these new zones and matches the irregular office attendance patterns of hybrid work.

Starting point: hybrid working trends 2025 and 2026

The use of hybrid work is far higher than before the pandemic and, after a short peak during the crisis years, has settled at a stable long term level.

The clear focus is on hybrid models that combine home office and office work with regular in office days. Fully remote work remains the exception.

Hybrid work in Germany

• According to Statistisches Bundesamt, twenty four percent of employed people in Germany worked from home at least occasionally in 2024, almost identical to 2023.
• Among those who used home office, twenty four percent worked exclusively from home, down from twenty six percent the year before. The sharp drop compared with 2021, when the figure was forty percent, shows that hybrid work rather than full remote work now dominates.
• Findings from the ifo Institut confirm this stability. In February 2025, twenty four point five percent of employees in Germany worked from home at least part of the time. This share has remained consistently around twenty five percent for more than two years.

Context:

• Germany is slightly above the EU average but below leading countries such as the Netherlands and the Nordic states.
• Hybrid work has become standard in medium sized and large companies, while the share remains much lower in small and medium sized enterprises and in sectors where remote work is not feasible..

Trends in hybrid work

Hybrid work in Germany and across the EU will be shaped mainly by set in office days, coordinated team routines and well established workflows. Office days are used deliberately for tasks that require personal interaction.

Companies are adapting their office space to hybrid work, introducing clear guidelines and investing in technology that supports working from different locations.

Set in office requirements

Many companies are introducing two to three required office days per week. These guidelines are meant to create reliability and ensure that teams do not only meet by chance. The teams themselves decide which days make the most sense, for example for project coordination or planning sessions.

For example, a team might decide that Monday and Wednesday are their shared office days. Monday is used to align on tasks and Wednesday is dedicated to collaborative project work. The remaining days can be chosen freely.

Office days as collaboration days

Going to the office increasingly serves specific purposes:

• project work
• onboarding
• in person meetings
• joint planning
• social connection

Employees come to the office because the team has scheduled workshops for that day or because a new colleague is being onboarded.

Guidelines for collaboration

Hybrid work makes it harder to sit together spontaneously and discuss plans, concepts or ideas. For many people a video call is not an adequate substitute.

• set periods with no meetings
• a clear requirement to document decisions
• a structured approach to meetings to keep them short
• guidelines for response times in chats and emails

A company might introduce daily focus hours from nine to twelve. During this time no meetings are allowed and no immediate chat responses are expected.

Changes to office space

Companies are redesigning their office space fundamentally under hybrid work conditions. Since many employees now come to the office only two or three days per week, fixed desks often remain unused.

This creates space for areas that match the type of work being done and give the office a clear advantage over the home office. The layout follows the activity based working principle.

Employees choose their work location based on the task at hand and may switch locations several times throughout the day. The main changes can be grouped into four areas.

Areas for focused work

Open plan offices often offer too little quiet. Companies therefore create zones intentionally designed for tasks that require concentration:

• individual workstations with visual and acoustic shielding
• use of sound absorbing materials such as textile surfaces, acoustic ceilings, partitions or large plants
• phone booths and small soundproof rooms for video calls or confidential conversations

These areas ensure that employees can work without interruptions and that office days become genuinely productive.

Areas for collaboration and exchange

Many employees come to the office to coordinate in person or work together on projects. This makes collaborative spaces much more important.

• open workshop areas with movable or wheeled tables, whiteboards and partition walls
• meeting rooms in various sizes equipped with video technology for hybrid meetings
• flexible team zones that can quickly adapt to different group sizes

Social and break areas

To keep the office an attractive place to work, companies are investing more in the overall quality of the environment.

• lounges, kitchen and café areas for conversations and breaks
• relaxation or movement zones such as fitness areas, quiet rooms or playful elements
• improved catering options including canteens, snacks or drinks

Adapting the technical setup

Hybrid work functions best when the technology supports it. This includes hardware, software and room equipment. Many companies have introduced systems that make switching between home office and the office easier.

• workplace, room, zone and parking space booking systems such as PULT
• storage solutions like lockers, since fixed desks are no longer assigned
• standardised ergonomic equipment at every workstation, for example height adjustable desks, docking stations and monitors
• reliable video conferencing technology
• shared document platforms
• data on office utilisation
• security solutions for working on the go

Example: An employee can book a desk for the next day via an app the evening before and, once in the office, has access to the same documents and tools as at home.

Using the hybrid working trend as an opportunity

Hybrid work almost inevitably leads to unused individual desks and creates an opportunity to redesign office space so it offers employees more than before.

When people are in the office only two or three days per week, many desks remain empty. The number of individual workstations can therefore be reduced, and the team shares a smaller pool of desks.

This frees up space that can be repurposed to add real value to the working day: areas for quiet focus, for collaboration and exchange, for video calls and for relaxation.

For meetings and teamwork, there are open areas with movable tables, whiteboards and video equipment. For breaks and social interaction, companies create lounges, kitchens and café zones. All of this becomes possible because a permanently assigned desk for every employee is no longer necessary.

The foundation for this is desk sharing. Under this concept, all workstations, zones and rooms are available to everyone. A booking system ensures that everything is allocated fairly.

In the PULT booking system, your employees reserve the space they want in advance and it is then assigned to them reliably:

• workstations, rooms and zones can be reserved reliably
• attendance in the office becomes visible automatically
• utilisation data shows how the office space is actually used
• check in happens automatically through PULT Presence

{{onpage-cta}}

How do I choose the best tool for hybrid working?

Which features matter in a hybrid work tool depends on how your organisation works and which processes you want to support. The following criteria will help you choose the right tool and show when each aspect becomes especially important.

• Booking of workstations, rooms and other spaces: useful when desks, meeting rooms, zones or parking spaces need to be reserved reliably.
• Digital floor plans and visual overviews: helpful when employees need to find their way around the office and choose specific areas such as team zones, quiet zones or project spaces.
• Automation, check in and no show handling: important when spaces are often booked but not actually used, because tools with check in can release unused bookings automatically.
• Integrations with calendar and collaboration tools: valuable when your organisation already works with Microsoft 365, Outlook, Google Calendar, Microsoft Teams or Slack.
• Visitor management: relevant when customers, job candidates or other guests visit regularly.
• Parking and resource management: important when parking spaces, charging stations or special resources, for example equipment or specialist workstations, also need to be booked.
• Analytics, utilisation reports and space planning: very important if you want to improve and develop your office space, because dashboards with utilisation rates, booking patterns and no show data reveal which areas are well used and which remain empty.

• Data protection, hosting and compliance with European privacy laws: essential for organisations based in Europe or handling data from European users.

The following information on features, prices and services is based on publicly available sources from the providers (as of November 2025). It is intended for general guidance only. Providers may change their offerings at any time, and no guarantee can be given for completeness or accuracy.

This article includes a presentation of PULT as part of a market overview. It is based on careful research but is not an objective test report. It is an editorial comparison that contains partially promotional elements.

All mentioned brands are the property of their respective owners and are listed for comparison purposes only. PULT has no business relationship with the providers named

The best tools for hybrid work

#1 PULT

PULT is a tool for hybrid work and workplace management. It allows employees to book and organise workstations, meeting rooms and other resources and includes additional features for visitor management, office analytics and attendance and utilisation insights.

The software integrates with Microsoft Outlook, Microsoft 365, Google Calendar, Microsoft Teams and Slack. Rooms and workstations that were booked but not used are released automatically. PULT also provides analytics on actual usage and booking patterns, which makes it easier to plan rooms, zones and workstations.

• Desk booking: booking desks through interactive floor plans with tags, equipment filters, QR check in and automatic Wi Fi based check in.
• Room booking: booking meeting rooms with two way calendar synchronisation for Outlook and Google, resource management, invitations and optional catering.
• Hybrid team planning: a clear overview of who is in the office, remote or unavailable, with options for favourites, recurring days, anonymous bookings and calendar matching.
• Visitor management: digital visitor registration, custom sign in flows, documents and NDAs, an iPad reception mode, host notifications and badge printing.
• Office analytics: utilisation reports, occupancy statistics, heatmaps and export functions to analyse space usage.
• PULT Presence: automatic attendance detection through Wi Fi, configurable rules, logs and reports for return to office and compliance requirements.
• Parking and additional resources: management and booking of parking spaces and other office resources.
• Integrations: connections to Microsoft 365, Google Workspace, Slack, Microsoft Teams, Okta, various HRIS systems and Wi Fi, network and MDM systems.
• Security and hosting: developed and hosted in Germany with GDPR compliant data processing and an ISO 27001 certified infrastructure.

Prices for PULT:

Pricing for PULT starts at 1.90 euros per user per month. Higher tier plans include additional features such as API access, single sign on and white label options. A free demo and product walkthrough are available.

Workspace booking in PULT

#2 Seatti

Seatti is a hybrid work platform focused on desk and space booking. It integrates deeply with Microsoft Teams and Microsoft Entra ID and brings together the booking of workstations, meeting rooms and parking spaces, along with team planning features and analytics on office usage.

• Desk booking: booking workstations through interactive floor plans with minute precise reservations, reuse of previous week’s bookings and booking suggestions inside Microsoft Teams.
• Meeting room booking: conference and meeting rooms can be booked within the same interface.
• Parking and resource booking: parking spaces and other resources can be booked in the same system, and the Teams app supports bookings for desks, rooms and parking spaces.
• Team and location overview: a clear view of where colleagues are working, which locations are used and when shared office days make sense.
• Data analytics and utilisation reports: insights into office and workstation usage supported by data analysis.
• Microsoft 365 integration and Teams app: native integration with Microsoft Teams, installation through the Teams App Store, use of Microsoft single sign on and connection to Microsoft Entra ID.
• Data protection, anonymisation and ISO certification: Seatti is certified under ISO 27001. Bookings can be made with names or anonymously. Usage reports are based on aggregated, anonymised data and, according to the provider, are not intended for employee monitoring.

Prices for Seatti:

Seatti offers three plans starting at 1.90 euros per user per month. Larger plans include additional features. All features are included in the Hybrid Enterprise plan, for which pricing is available on request. Booking conference rooms and ordering catering are paid add on modules.

#3 desk.ly

desk.ly is a workplace management platform designed for hybrid work. It allows organisations to manage workstations, rooms and parking spaces easily and offers additional features for analytics and administration.

• Booking of individual workstations, meeting rooms and parking spaces: users reserve spaces and rooms through digital floor plans or calendar views. Reservations can be made in the browser or through the app.
• Digital office floor plans: interactive maps show which spaces are available.
• Calendar integration: synchronisation with Microsoft Outlook, Google Calendar and Microsoft Teams.
• Team overview: a clear view of who is in the office on which day.
• Kiosk and attendance mode: through a terminal, tablet, laptop or smartphone, employees can register their attendance or book an available space on the spot.
• Parking management: booking and managing parking spaces and charging points.
• Analytics and utilisation reporting: dashboards show how often workstations and rooms are booked. These insights help plan office space more efficiently and avoid bottlenecks.
• Data protection and hosting: hosted exclusively in German data centres (AWS Frankfurt), ISO 27001 certified and fully GDPR compliant. A data processing agreement can be requested directly.

Prices for desk.ly:
The corporate plan starts at 1.65 euros per user per month, and the enterprise plan starts at 2.20 euros per user per month. A free version for small teams with up to fifteen users is also available.

#4 DEIN RAUM

DEIN RAUM is a cloud-based desk sharing and workspace booking platform from Germany. The tool lets companies reserve and manage desks, parking spaces and meeting rooms in one system and is designed for organisations working in hybrid models. Access is available via browser and mobile devices, with integrations for common office environments.

• Desk booking with calendar view, favourites and equipment details, allowing employees to reserve desks flexibly and on specific days.
• Parking space booking with visualised parking spots and indicators for EV charging stations.
• Meeting room booking for reserving conference rooms in the same system used for desks and parking spaces.
• Digital floor plans to display desks, parking spaces and rooms directly on the office layout.
• Check-in functionality to confirm actual usage and automatically release unused bookings.
• Occupancy analytics providing insights into the utilisation of desks, rooms and parking spaces.
• Weekly rules and recurring bookings to support regular office days and repeating booking patterns.
• Room display screens and meeting room add-ons to show availability and reservations directly at the room.
• Equipment management and parking-space rental for booking additional items and managing rented parking spots.
• Integrations such as single sign-on (SSO), Microsoft Teams integration and an Outlook add-in, with use across smartphone, laptop or tablet.
• Data protection: According to the provider, the tool is fully GDPR compliant and hosted on servers in Germany.

Pricing for DEIN RAUM:

DEIN RAUM offers tiered plans with increasing functionality. The Basic plan is priced at €1.30 per user per month, while the Advanced plan costs €1.80 per user per month. All features are included in the Enterprise plan, with pricing available on request.

#5 Flexopus

Flexopus is a workplace management platform for hybrid teams. The software enables booking and managing desks, meeting rooms and parking spaces in one system and visualises office layouts through digital floor plans. The platform is developed and hosted in Germany and meets all relevant data protection and security requirements.

• Desk and room booking: Reservation of desks, meeting rooms and zones via web or mobile app.
• Digital floor plans: Interactive maps showing available and occupied spaces.
• Check-in and check-out: Registration via QR code or workstation display, with automatic release if a booking is not used.
• Room and desk displays: Flexopus provides its own hardware to show booking status and enable on-site check-ins.
• Visitor management: Guests can be pre-registered and receive an email invitation with QR code for check-in at reception.
• Analytics and reporting: Insights into workspace and room utilisation.
• Integrations: Connections with Microsoft Teams, Outlook, Google Calendar and a REST API for custom integrations.
• Data protection and hosting: Hosted on servers in Germany (Hetzner in Nuremberg/Falkenstein), ISO 27001 certified. Flexopus provides a data processing agreement and documentation on subprocessors.

Prices for Flexopus:
Flexopus uses a resource-based pricing model, meaning costs depend on the number of desks, rooms or other bookable resources. The software can be tested free of charge for 30 days. In the Starter plan, each resource starts at €1.59 per month, while the Business plan with additional features starts at €2.99 per resource per month.

#6 raum]für[raum

raum]für[raum is a software platform for booking and managing desks, rooms and additional resources. It supports desk sharing, meeting room booking, video conference planning and resource management, and can be integrated into existing IT environments. In addition to the cloud version, hosting in German data centres is available.

• Desk booking and desk sharing: Booking for shared and assigned desks, including filters for equipment such as monitors or accessible workspaces, plus the option to book desks on behalf of colleagues.
• Room booking: Booking for meeting rooms, training rooms and other spaces, with centralised management of all reservations.
• Booking of additional resources: Booking for parking spaces, vehicles and extra services such as catering or technical equipment that can be added to a reservation.
• Floor and building plans: Visual layouts of desks and rooms that can be configured via drag and drop.
• Check-in functions and smart booking logic: Ensures that reserved spaces are actually used and reduces no-shows.
• Video conferencing and Outlook integration: Enables meeting planning with room and equipment reservations directly from familiar tools.
• Visitor and resource management: Management of visitor bookings and integration with related systems such as digital signage.
• Mobile app: Booking desks, meeting rooms and parking spaces via smartphone.
• Integrations: Outlook, video conferencing systems and digital signage solutions; available as a web app, desktop app and mobile app.
• Data protection and hosting: According to the provider, raum]für[raum is GDPR-compliant and hosted in Germany.

Prices for raum]für[raum:

The offering is modular, allowing features to be combined as needed. Pricing is available on request.

{{logos}}
{{onpage-cta}}