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Real time desk booking

Desk booking software for next-generation desk sharing 

With Gingco Share, you track desk occupancy in real time. This helps you make better use of your office capacity and increases employee satisfaction. Make desks available based on employees' roles or needs, and manage desks across all your locations according to clear rules.  

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A global solution

Desk booking across locations and sites 

Define at which locations your employees can book desks and enable collaboration across sites. Whether on a regular basis or during a business trip, employees can view buildings and floor plans, book suitable desks and see which relevant colleagues are on site.  

Defined zones for better collaboration

Home zones: team areas for better collaboration 

Flexible booking or fixed areas for a team? You decide whether employees book within a team zone, on a specific floor or anywhere in the building, tailored to how your teams and your organization actually work.  
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Workplace satisfaction

Social desk sharing: find favorite colleagues 

With social desk sharing, employees mark team members or individual colleagues as favorites. This way, they quickly find the desk where they feel most comfortable. The result is higher productivity and greater workplace satisfaction.  
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Fully integrated with your groupware

Bidirectional Exchange synchronization

Our Add-In connects Gingco Share seamlessly to Microsoft Exchange, with support for private appointments, automatic Teams meetings, and bidirectional synchronization via the Microsoft Graph API. Gingco Share also integrates with Google Workspace, Open-Xchange, and other standards-based groupware, so you always have the full picture – across platforms, in real time.
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Extended map view

Safety and orientation: First aiders and escape routes on the floor plan 

With fully digital floor plans and building plans, employees can see at any time where first aiders or fire safety officers sit nearby. Escape routes can also be displayed, giving employees safety and orientation in an emergency. You can customize this view to your requirements. 


Quiet zones, coworking areas and dedicated desk zones

Define areas in your buildings and specify how the desks there are used. Create quiet zones for focused, uninterrupted work, and designate coworking areas for employees who plan a day of exchange and collaboration. With areas for parents with children, people with allergies or dog owners, everyone finds a desk in an environment that suits them.  

Accessible and ergonomic desks with clear booking rules

Today, a desk has to meet a wide range of requirements. For some employees, the right desk is essential to take part fully in their working day. Desks that meet special needs can be reserved for defined user groups, with permissions controlled directly from your HRIS. You can also set clear rules for ergonomic desks or desks with equipment such as walking pads, so all employees can book them in rotation or for defined time slots.

Book desks on behalf of colleagues and managers

 Your roles and permissions define which employees can book desks for others, and for whom. A team lead books desks in the home zone for the team's office day, an assistant plans a stay at another branch, or you simply want to sit with your favorite colleagues: you set the rules. The preconfigured roles and permissions of each employee are always respected.

Keep desk bookings up to date with HRIS integration

A stay abroad, sick leave or a vacation that interrupts a longer recurring booking: there are many reasons why booked desks go unused. Especially when something unexpected happens, people forget to update or cancel their booking. With an HRIS integration, employees can release booked desks or rooms quickly and without additional input. This increases your actual desk utilization and makes the workday more convenient.  

Desk sharing rollout: from strategy to company-wide deployment 

The biggest challenge in desk sharing isn't the technology, it's a successful rollout. We support you from strategy and pilot to company-wide deployment.  

FAQ

Frequently asked questions

 

What is the difference between hot desking, office hoteling and desk booking?

Hot desking means employees use any free desk without booking it in advance. Office hoteling, also called desk hoteling, means employees reserve a desk before they come to the office. Desk booking software such as Gingco Share organizes desk sharing with rules, zones and permissions. 

What are the advantages of desk booking over assigned desks?

Desk booking lets employees book exactly the desk they need for that day's tasks. Many companies now follow a hybrid work policy. Desk booking helps them avoid unused office space and make better use of the space they have. 

Can every employee book a desk?

Booking is intuitive and works from tools employees already use, such as Microsoft Outlook or Google Workspace. Roles and user groups define who can book which desks. 

How can I introduce desk booking or switch from another system?

We support you from implementation to rollout and remain available for your questions. When you switch to Gingco Share, you can import existing roles, permissions and recurring bookings. 

Can a desk be double-booked?

No. Thanks to Exchange synchronization, double bookings don't occur, and you always see the actual occupancy. 

What can I use desk zones for?

Gingco Share lets you define areas and dedicate them to a specific purpose, for example desks for parents with children, deep work or coworking. 

Does desk booking integrate with my existing IT landscape?

Gingco Share connects with all common providers, especially for collaboration, HRIS, calendar and email, and identity and access management. 

Can I book desks on a recurring basis?

Yes. You can book desks as a recurring series, for example every Tuesday and Wednesday for the next three months, or for two weeks at another branch. Your desk is booked in a few clicks, and all information is synced to your calendar apps. 

What information can be stored for a desk?

For each desk, you can store its equipment, such as a height-adjustable desk, two monitors or a desktop PC. You can also configure a check-in to confirm the booking and set a minimum or maximum booking duration, for example to meet occupational health and safety requirements. 

How does cancellation work?

Employees can cancel a desk booking manually. In addition, bookings can be released automatically from your HRIS based on fixed rules, for example during vacation or after offboarding. 

How can I see the actual utilization data?

Gingco Share shows booking data in anonymized statistics per desk or location and in real-time dashboards. Utilization can also be analyzed by department or company affiliation. 

Are anonymous desk bookings possible?

Yes. Bookings can be anonymized, and employees decide for themselves whether their booking is visible to others. 

Is desk booking with Gingco Share compliant with works council requirements?

Gingco Share provides the functions needed for a works-council-friendly setup, including anonymous bookings, role-based permissions and anonymized statistics.