Desk and hot-desk use
Allocate shared desks fairly from reservation through arrival and reset while keeping accessibility, capacity, and human exceptions visible.
Primary roles: operations-manager, community-manager, member-end-user
Stages
1. Publish usable desk inventory
Staff define bookable desks, hours, equipment, accessibility notes, and local policies based on the actual floor setup.
Manual tasks
- Inspect desk condition and accessibility information
- Approve booking windows, quotas, and exception rules
Automation opportunities
- Display approved desk inventory and availability
- Flag overlapping reservations for staff review
Suggested tools
Risks
- An inaccurate floor inventory can strand members or double-book desks
2. Reserve and arrive
Members reserve an appropriate desk and staff remain available to resolve accessibility, occupancy, or booking conflicts.
Manual tasks
- Resolve disputes and accommodation requests
- Help members when the assigned desk is unavailable or unsuitable
Automation opportunities
- Confirm reservations and provide arrival instructions
- Release unused reservations under a locally approved policy
Suggested tools
Risks
- Automatic release can remove a valid reservation after a delayed arrival
- Location data can reveal sensitive attendance patterns
3. Check out and reset
The member checks out and staff confirm that the desk is ready before it returns to shared inventory.
Manual tasks
- Inspect and physically reset desks that need attention
- Handle lost property and report damage
Automation opportunities
- Prompt checkout near the reservation end
- Queue a reset task when a problem is reported
Suggested tools
Risks
- Treating a digital checkout as proof of physical readiness can hide issues
Success metrics
- Percentage of reservations fulfilled without reassignment
- Desk no-show rate under the approved local definition
- Median time to resolve desk condition reports
Last reviewed: 2026-07-18