Desk Booking Policy Template

[Company name] Desk Booking Policy
Version: [1.0] · Owner: [Facilities] · Effective: [date] · Review: [12 months]

1. Purpose

This policy explains how desks are booked and used at [location(s)]. It exists so that everyone can plan their week, find a seat, and sit with their team — while the company uses its office space efficiently.

2. How to book

• All desks are booked through [Reservete / booking system], by mobile app or web.
• Bookings may be made up to [14] days ahead and must be made before arriving.
• Each employee may hold bookings for a maximum of [5] days at any time.
• Bookings are personal and cannot be transferred or made on someone else's behalf.
• Half-day bookings are [permitted / not permitted] where demand is high.

3. Priorities and team zones

• On anchor days ([Tue–Thu]), zone [zone] is reserved for [team] until [10:00].
• Outside anchor days, all desks are available on a first-booked basis.
• Premium desks ([standing desks / dual-monitor / window seats]) require [approval / are released to general availability after 09:30].

4. Check-in and automatic release

• Check in within [30] minutes of your booking start, using the app, desk QR code or badge tap.
• Unclaimed desks are released automatically and become available to others. You will be notified.
• If your plans change, release the desk rather than leaving it held.

5. Cancellations and no-shows

• Cancel by [07:00] on the day if you will not travel in.
• More than [3] no-shows in a rolling 30 days is discussed with your manager. The aim is fairness, not blame.

6. Using a desk

• Use only the desk you booked unless a host reassigns you.
• Leave the desk clear at the end of the day; use lockers for personal items.
• Take calls in booths or rooms, not at open desks.
• Report faults to [facilities] rather than swapping desks.

7. Approvals for special space

• Requests for the following require [approval]: [boardroom], [dining area], [project room], [accessibility-equipped desk].
• Approvals are handled in the booking system so the decision is recorded and visible.

8. Exceptions

• Employees with a documented accessibility or health need may request a fixed desk; requests go to [People team] and are handled confidentially.
• Approved fixed desks are recorded in the system and respected automatically.

9. Support

Booking issues: [IT / helpdesk]. Policy questions: [facilities@company.com].

Decision	Recommended start	Effect
Booking window	14 days	Prevents hoarding while allowing planning
Weekly limit	5 days held	Keeps access fair across the team
Check-in grace	30 minutes	Recovers no-shows without punishing commutes
Premium desk approval	Only for rare assets	Stops unfair grabs of special desks
Half-day booking	Allow when demand is low	Increases effective capacity
Team zones	Yes, reviewed quarterly	Keeps teams sitting together

Size the number of desks for your peak day with the ROI calculator, and use our 2026 benchmark report for target utilization and no-show rates.

1. Pilot on one floor for four weeks and track no-shows and utilization.
2. Publish the policy before enforcing it, with a short all-hands explanation.
3. Configure the same rules in the system so enforcement is automatic, not manual.
4. Review monthly and adjust the window, limits and grace period using real data.

For the wider context, see the template hub, the hot desking policy template and the workspace glossary.