Desk booking: how to book, settings, privacy
How to book a desk via calendar, floor plan or QR code, plan your week, coordinate with colleagues
How to Book a Desk
Yoffix gives you two main ways to book a desk: directly from the floor plan in My Office, or from the Calendar. Both options let you choose a specific desk, set your hours, and add extras like parking — pick whichever fits your workflow.
Book via My Office
My Office shows you the live floor plan for a given day, so you can see exactly which desks are free and where your colleagues are sitting.
Go to My Office.
At the top of the screen, select your date, office location, and floor (if your office has multiple floors).
Use filters to find the right desk if you need a desk with special equipment or attributes.
Click on an available desk on the floor plan.
In the booking panel, set your start and end time (or keep your standard working hours).
Optionally:
Turn on Recurring to repeat the booking on selected days (e.g. every Tuesday)
Add a parking space for the same time slot
Click Confirm to save your booking.
Tip: Desks shown in grey or marked with a name are already taken or reserved. Hover over any desk to see availability details. You can also check out the legend in the bottom right corner to see which symbols mean what.
Book via the Calendar
The Calendar lets you manage your daily status (Office, Remote, Not available) and book a desk in one step.
Go to Calendar.
Click on the day you want to book.
Select Office as your status.
The booking panel will open. Set your start and end time, or keep your standard working hours.
Optionally turn on Repeat and add a parking space.
Yoffix will suggest your favorite desk by default. To choose a different desk, click the floor plan and select any available seat.
Click Save.
Your calendar will show Office for that day, and your desk will be reserved.
Book via the Calendar - One-Click Booking
You can also create a quick booking without having to set the time and select a desk — for this type of booking, Yoffix will automatically use your favorite desk and your default working hours.
Go to Calendar.
Click on the day you want to book.
Click in the middle of the office status - you will see the booking summary on hover.
Book via QR Code (on-site)
If your office has QR codes on desks, you can book or check in directly at the desk — no app navigation needed.
Go to the desk you want to use.
Open your phone camera and scan the QR code on the desk.
Tap the link that appears to open Yoffix.
Select your time period and confirm the booking or check-in.
QR codes must be enabled by your admin. If you don't see them in your office, ask your admin to set them up.
Recurring Bookings
If you come into the office on the same days each week, set up a recurring booking so you don't have to book manually each time.
How to create a recurring booking
You can set up recurring bookings from both My Office and the Calendar.
From My Office:
Click on an available desk.
In the booking panel, toggle on Repeat.
Select the days of the week you want the booking to repeat on (e.g. Monday, Wednesday).
Set your hours and confirm.
From the Calendar:
Click on a day and select Office as your status.
In the booking panel, toggle on Repeat.
Select which days of the week the booking should recur.
Choose a desk and save.
Your recurring booking will appear on all selected days going forward. You can edit or cancel individual occurrences at any time without affecting the rest of the series.
Note: If your admin has set booking restrictions (e.g. a maximum advance booking window), recurring bookings will only be created within that allowed range.
Planning Your Week in the Calendar
The Calendar is your central view for planning your office presence for the week. You can see your own bookings, set your status for each day, and check when your team is coming in.
Setting your status for the week
For each day, you can set one of three statuses:
Office — you're working from the office (triggers a desk booking)
Remote — you're working from home or another location
Not available — you're off, traveling, or otherwise unavailable. You can add an optional sub-status Vacation, Business Trip, or Sick
Click on any day in the Calendar to set or change your status. If you select Office, you'll be prompted to choose a desk.
Calendar views
The Calendar has three tabs:
My bookings — your own desk, room, parking, and visitor bookings for each day. The date picker shows your daily status across the whole month for a quick overview.
My team — your team's weekly attendance plan. See who's coming in on which days and coordinate your office days accordingly.
All colleagues — a broader view across all employees. Use filters to narrow by team or office location.
Tips for effective weekly planning
Use Repeat when booking to set recurring office days in one go.
Check the My team tab before booking to align your office days with colleagues.
Your status is visible to your team unless you've turned off attendance sharing in your profile settings.
Coordinating Office Days with Your Team
Yoffix makes it easy to see when your colleagues are in the office and plan your schedule around theirs — whether you're a team member or a team lead organizing a shared office day.
See who's coming in
In the Calendar, switch to the My team tab to see your team's planned attendance for the week. You can filter by team or office location to find specific people.
In My Office, use the search bar to find a colleague by name. The floor plan will highlight where they're sitting that day, so you can book a desk nearby. You can search by team or attributes to find specific colleagues.
Book a desk next to a colleague
Go to My Office and select the date.
Use the search bar to find your colleague.
Their desk will be highlighted on the floor plan.
Click on an available desk nearby and confirm your booking.
Favorite Colleagues
If you regularly coordinate office days with specific people — regardless of which team they're in — you can mark them as favorites so their schedule is always easy to find.
To add a favorite colleague:
Go to the Calendar and open the All colleagues tab in the top right corner.
Hover over a colleague and click the star icon next to their name.
Favorite colleagues appear at the top of your attendance calendar, so you can quickly see which days they're planning to be in. When browsing the floor plan in My Office, you can also filter by favorites to find an available desk near them.
To remove a colleague from your favorites, click the star again.
Tip: Favoriting is personal — your colleagues won't be notified when you add them as a favorite.
Invite colleagues to the office (team leads)
If you're a team lead or admin, you can book desks on behalf of your team and invite them to a shared office day.
Open the Calendar or My Office and select the date.
Click on a desk and assign it to a colleague (instead of yourself).
Repeat for additional team members.
Colleagues will receive a notification, and their status will be set to Office automatically.
For organized team office days, use the Team Event option when creating a booking. Select a zone or specific desks, add participants, and save — everyone gets notified at once.
Finding the Right Desk
If you need a desk with specific equipment or characteristics — like a dual monitor, a standing desk, or a specific location — you can use filters in My Office to narrow down your options.
Filter desks in My Office
Go to My Office and select your date and floor.
Click Filters in the top left corner of the floor plan.
Select the tags you're looking for (e.g. dual monitor, standing desk, EV charging).
The floor plan will highlight desks that match your criteria.
Click on a matching desk to book it.
Tags are set by your admin. If a tag or equipment type you need isn't listed, contact your admin to have it added.
Frequently Asked Questions
Why Can't I Book This Desk?
If a desk appears unavailable or you can't select it, there are a few common reasons.
The desk is reserved for a specific person or team
Some desks are set as personal (assigned to one person) or team desks (restricted to a specific team). If you're not that person or not in that team, you won't be able to book it.
To check: hover over the desk on the floor plan. A tooltip will show whether it's a personal desk, a team desk, or open to everyone.
Your team doesn't have access on that day
Admins can configure weekly availability rules that restrict which teams can book certain desks on specific days. For example, Team A may only have access to a zone on Mondays and Tuesdays.
If a desk is greyed out, it may simply not be available to your team on that day.
The desk is already booked
If someone else has already booked the desk for that time slot, it will appear as unavailable on the floor plan. You'll see the booking indicator when you hover over it.
Your admin has restricted booking
Your admin may have set rules that limit who can book, how far in advance, or how many days per week. If none of the above explains why you can't book, reach out to your admin to check your account's booking rules.
Booking Privacy: Who Can See My Bookings?
By default, your colleagues can see your planned office days and bookings. This helps teams coordinate their schedules and know who's coming in on a given day.
What's visible to others
When your attendance sharing is on, colleagues can see:
Which days you're planning to be in the office
Your status (Office, Remote, Not available) in the Calendar
Your desk location on the floor plan
Your personal profile details and contact information are not shown to other users without your consent.
How to limit who sees your bookings
If you'd prefer to keep your attendance private:
Click your avatar in the top right corner to open your profile.
Go to Profile settings.
Find the Share my attendance data dropdown.
Select the option that works for you.
When attendance sharing is off, you will appear as an Anonymous User to other users. Admins will still be able to see your bookings in the admin view.
Why Did My Booking Disappear?
If a desk booking you made is no longer showing up, here are the most likely reasons.
You didn't check in on time
If your admin has enabled the check-in feature, every desk booking must be confirmed within a set time window (e.g. within 30 minutes of your booking start time). If you don't check in within that window, your booking is automatically cancelled to free up the desk for others.
You'll receive a check-in notification (via app, email, or Teams/Slack, depending on your settings) prompting you to confirm or cancel. If you miss it, the booking is released.
What to do: Re-book the desk if it's still available. If the desk is now taken, choose another available one.
An admin or team lead cancelled it
Admins and team leads can cancel bookings on behalf of other users — for example, to reorganize seating for a team event or handle a capacity issue. If this happens, you'll receive an email notification explaining who cancelled the booking and why.
You can't edit past bookings
Only admins and team leads can modify bookings for past dates. If you're looking for a booking that was in the past, it won't be editable from the user view — this is expected behavior.