What cancellation policy works best for hot desks?

Most spaces use 24 hours for day bookings and 2–4 hours for hourly bookings. Keep it simple and communicate it clearly on the booking page and in confirmation emails.

How do we prevent double bookings?

Use a single booking source of truth. Turn off manual calendar edits and route all reservations through your booking system so availability updates in real time.

How long should buffers be between bookings?

10–15 minutes is usually enough for turnover. For day passes, a 30-minute opening buffer helps stagger check-ins.

Should hourly and day passes both be available?

Yes—offer both with clear value anchors. E.g., 1 hour at $5, day pass at $20. Use off-peak discounts to drive midday occupancy.

How do members get access after booking?

Provide automatic door access for the booking window and include instructions in the confirmation. For first-timers, include a quick-start guide link.

Easy Space

Back to blog

How to Manage Hot Desk Bookings (Step-by-Step)

Published on September 16, 2025•by Easy Space Team

Loading content...