An office hoteling policy template covers: eligibility, booking windows, check-in requirements, no-show handling, desk etiquette, and fixed-desk exceptions. The 2026 best practice is to keep the policy to one page of intent and etiquette, and encode every mechanical rule - windows, check-in, auto-release - in the booking platform so enforcement is automatic and fair.
1. Purpose: flexible seating so hybrid teams share space efficiently while guaranteeing employees a seat when they come in.
2. Booking: desks bookable 1 week ahead; bookings release 2 hours before start; minimum booking 1 hour.
3. Check-in: required within 15 minutes of arrival; unclaimed desks auto-release after the grace period.
4. No-shows: repeated no-shows (3+ in 30 days) suspend advance booking for 2 weeks.
5. Etiquette: clean desks daily, no overnight items, calls in call rooms, zones respected.
6. Exceptions: fixed desks for accessibility, sensitive data, and executive functions, approved by HR.
7. Review: quarterly, using utilization and no-show reports.
The set of rules governing shared, pre-booked desks: who can book, how far ahead, check-in requirements, no-show handling, etiquette, and exceptions.
With the booking platform: booking windows, check-in enforcement, and auto-release run automatically, leaving the document to explain intent and etiquette.
Typically accessibility needs, sensitive-data roles, and executives - with published criteria and an HR approval process so exceptions feel fair.
Adopt a policy that enforces itself.
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