Frequently Asked Questions

Hot desk booking software lets employees reserve a desk in advance instead of being assigned a fixed seat. HybridHero hot desk booking software gives staff an interactive floor plan to see which desks are free and book the one they want from a phone or laptop. It is built for hybrid offices where people only come in on certain days, so the same desks are shared efficiently across the week.

Employees open the floor plan, pick a day, and reserve a desk near their team or in a preferred zone. Bookings can be made ahead of time or on arrival, and managers can set rules such as how far in advance people can book or which neighbourhoods belong to which teams. Because everything is in one place, your office never ends up oversubscribed and people always know where they are sitting.

Hot desking means desks are first come, first served with no advance booking, while desk hoteling means employees reserve a specific desk ahead of time for a set period. HybridHero supports both models, so you can run pure hot desking, structured hoteling, or a mix where some zones are bookable and others are walk up. This flexibility helps you optimise space without forcing one rigid policy on every team.

Yes. Employees can see which colleagues have booked a desk on a given day and choose a seat near the people they need to work with. This visibility is one of the main reasons hybrid teams come in on the right days together rather than turning up to an empty floor. Privacy controls let your organisation decide how much colleague presence is shown.

When someone books a desk they are prompted to check in on arrival, usually via the app or a QR code at the desk. If they do not check in within a set window, the desk is automatically released back into the pool for others to use. This auto-release stops ghost bookings from locking up desks that nobody turns up to, so your real estate is never wasted on no-shows.

Meeting room booking software lets people find and reserve the right meeting space based on size, location and the equipment they need. HybridHero meeting room management shows live room availability on a floor plan and lets staff book in seconds from their phone, laptop or calendar. It removes the double bookings and corridor disputes that come with managing rooms by spreadsheet.

HybridHero uses check-in and auto-release to keep rooms honest. If no one confirms the meeting within a set time, the room is released automatically so other teams can grab it. This stops recurring bookings and abandoned meetings from blocking your most popular rooms, which is one of the biggest causes of perceived room shortages.

Yes. HybridHero syncs two-way with Outlook, Teams and Microsoft 365, so a room booked in your calendar appears in HybridHero and a room booked in HybridHero appears in your calendar. You keep working the way you already do while still getting accurate, real time room availability. It works with your existing tools rather than replacing them.

Room display panels are useful but not essential. HybridHero works fully from the web and mobile app, so teams can book and check in without any hardware. If you do want panels outside each room to show status and allow on the spot booking, they slot into the same system. You can start software only and add displays later as your needs grow.

A visitor management system replaces the paper sign in book with a digital process for registering, checking in and tracking guests. HybridHero visitor management lets hosts pre-register visitors, sends them arrival details in advance, and gives reception a clear live list of who is on site. It makes your front desk look professional while keeping an accurate record for security and compliance.

When a visitor arrives they check in at a reception screen or via a QR code, confirm their details and acknowledge any documents you require. Their host is then notified automatically that their guest has arrived, so no one is left waiting in the lobby. The whole process takes seconds and captures a clean, time stamped record of every arrival and departure.

Yes. HybridHero can print visitor badges on check in, showing the guest name, host, date and other details you choose. Badges make it easy for staff to identify authorised visitors at a glance and support your site security policy. Badge printing fits alongside pre-registration and notifications as part of the same visitor flow.

Yes. Because every visitor is checked in and out digitally, you always have an accurate live list of who is in the building, which is essential during a fire drill or real evacuation. Reception or fire wardens can pull up the roll call instantly rather than relying on a paper book. The same records support your health, safety and compliance obligations with a reliable audit trail.

You manage them by making bays bookable rather than first come, first served. HybridHero parking management lets employees reserve a parking bay for the days they are coming in, so a limited car park is shared fairly across a hybrid workforce. Facilities teams get a clear view of demand instead of guessing how full the car park will be.

Yes. Employees book a parking bay in the same app they use to book a desk, often as part of the same trip into the office. They can see which bays are available on a given day and reserve one in advance, which removes the morning scramble for spaces. Booking parking alongside desks means people only travel in when they have somewhere to park.

Yes. You can designate specific bays as EV charging spaces, accessible bays or visitor parking, and apply different rules to each. This means electric vehicle drivers can reserve a charging bay and guests can be allocated parking ahead of their visit. Managing these bay types in one system keeps your whole car park organised and used to its full potential.

Workplace management software brings desks, meeting rooms, visitors, parking and analytics together so you can run a hybrid office from one place. The HybridHero platform connects all of these modules and adds reporting on top, giving facilities and people teams a single view of how the office is used. Instead of separate tools and spreadsheets, everything sits in one connected system.

You can see desk and room utilisation, peak days, popular zones, no-show rates and how parking demand changes through the week. Because the data comes from real bookings and check-ins, it reflects how your office is actually used rather than relying on guesswork. These insights help you right size space, adjust policies and plan the office around genuine demand.

Occupancy is measured from bookings and check-in data, showing how many desks, rooms and bays are genuinely in use on any given day. HybridHero turns this into clear trends so you can compare days, teams and floors over time. Measuring occupancy this way lets you spot underused areas and busy hotspots without installing extra sensors.

When you can see how much of your office is actually used, you can make confident decisions about consolidating floors, releasing surplus space or redesigning underused areas. Utilisation and occupancy data give you the evidence to optimise your property portfolio rather than paying for space that sits empty. Over time this is one of the clearest ways hybrid working can reduce real estate cost. To compare what is included on each plan, see pricing at pricing.

HybridHero is a strong alternative if you want desk booking, meeting rooms, visitor management, parking and shared analytics in one platform rather than as separate add-ons. Condeco is well established for meeting room and desk booking, and now sits within the wider Eptura suite. If your priority is a single, focused workplace platform that syncs two-way with Outlook, Teams and Microsoft 365, is ISO 27001 certified and GDPR aligned, it is worth comparing the two side by side. See the full comparison page or book a demo.

Robin is strong at desk and room booking with workplace maps. If you also need visitor management and parking handled in the same place, HybridHero covers all four (desks, meeting rooms, visitors and parking) on one platform with shared analytics, plus two-way sync with Outlook, Teams and Microsoft 365. The right choice depends on whether you want point tools or one connected system.

Skedda is a flexible space and desk booking tool. If you need to extend beyond booking into visitor sign-in, parking allocation and workplace analytics without stitching several products together, HybridHero brings those together in one platform that integrates with Outlook, Teams and Microsoft 365.

deskbird focuses on desk booking and hybrid scheduling with a clean employee experience. HybridHero is a fair alternative when you want that same ease of booking but also need meeting rooms, visitors and parking managed in a single platform, with ISO 27001 certification and GDPR aligned data handling.

Envoy is well known for visitor management and has expanded into desks and rooms. If you want one platform built around desks, meeting rooms, visitors and parking together, with shared analytics and two-way Outlook, Teams and Microsoft 365 sync, HybridHero is worth comparing. The best fit depends on which workflow is your priority.

OfficeSpace is strong at space management, moves and floor plans. If your main need is everyday workplace operations (booking desks and rooms, signing in visitors and allocating parking) in one connected platform, HybridHero offers that with analytics across all four areas and Microsoft 365 integration.

Kadence focuses on coordinating who is in the office and booking desks and rooms. HybridHero is a comparable alternative that adds visitor management and parking to desk and room booking in one platform, so you can see usage across the whole workplace rather than booking alone.

YAROOMS covers desk and room booking with workplace scheduling. If you also want visitor sign-in and parking in the same system, with shared analytics and two-way sync to Outlook, Teams and Microsoft 365, HybridHero brings those together as one platform.

Running separate point tools means duplicate logins, fragmented data and extra admin. HybridHero is designed as a single platform for desks, meeting rooms, visitors and parking, so bookings, sign-ins and usage all live in one place with shared analytics. It syncs two-way with Outlook, Teams and Microsoft 365 and is ISO 27001 certified and GDPR aligned.

Desk-only or room-only tools solve one slice of the workplace. HybridHero covers desks, meeting rooms, visitors and parking together, which means one set of data and analytics across the whole office rather than several disconnected reports. It also syncs two-way with Outlook, Teams and Microsoft 365 so bookings stay consistent with your calendars.

Yes. HybridHero is built to replace separate desk booking, room booking, visitor and parking systems with one platform and shared analytics. Consolidating reduces admin overhead, gives employees a single place to book and gives facilities and people teams one view of how the workplace is used.

Migrating is more straightforward than most teams expect. Because HybridHero syncs two-way with Outlook, Teams and Microsoft 365, much of your existing structure (people, calendars and meeting data) flows in through those integrations rather than manual rebuilding. Our team helps map your spaces, desks, rooms and parking during onboarding. Book a demo to talk through your current setup.

Timelines depend on the size of your estate and how many sites and features you roll out at once. Many organisations start with one location or one module (such as desk booking) and expand from there. Our onboarding team scopes a realistic plan with you so go-live fits your pace rather than a fixed deadline.

Switching does not mean starting from scratch. Your people and calendar data stay connected through the two-way sync with Outlook, Teams and Microsoft 365, and we help bring across your floor plans, spaces and configuration during setup. HybridHero is ISO 27001 certified and GDPR aligned, so your data is handled to recognised security and privacy standards throughout.

You can reduce risk by phasing the rollout: start with one site or one module, validate it with real users, then expand. HybridHero supports this staged approach, and the two-way Microsoft 365 integration means employees keep booking through familiar tools while you transition. Guided onboarding and a single platform for desks, rooms, visitors and parking also cut the number of moving parts.

Yes, a phased switch is common. Many teams pilot HybridHero on one location or one feature while their existing tool stays live elsewhere, then retire the old system once people are comfortable. Because HybridHero syncs with Outlook, Teams and Microsoft 365, calendars stay consistent during the overlap.

HybridHero is built for financial services firms that run secure, hybrid offices and need clear control over who is on site. It brings desk booking, meeting rooms, visitor management, parking and attendance analytics into one platform, with single sign-on and audit-ready records. Because it syncs with Outlook, Teams and Microsoft 365, your people keep working in the tools they already use while the workplace data stays centralised.

Law firms choose HybridHero because it pairs desk booking with a professional visitor management system that signs guests in, notifies hosts and keeps a complete on-site record for confidentiality and security. Partners, associates and support teams can reserve the right space across floors and offices, while reception gets a clean arrivals experience. You can explore the full range of fits across our industries pages.

HybridHero suits consulting firms whose people split time between client sites, home and the office. Consultants can book a desk or meeting room only on the days they are in, and team leads can see real attendance patterns to plan space and collaboration. The result is fewer empty desks, easier coordination across project teams and reliable data on how the office is actually used.

For government and education organisations, HybridHero provides controlled desk and room booking, visitor sign-in and attendance reporting that supports accountability and clear space planning. Single sign-on and structured records make it straightforward to manage access across departments, campuses and sites. It helps public sector and education teams use space efficiently while keeping a transparent picture of who is on site and when.

HybridHero is designed for regulated, compliance-heavy sectors that need to evidence who was on site, which visitors attended and how space was used. It keeps structured attendance and visitor records, supports single sign-on and follows strong security practices, which you can review on our data security page. This gives facilities, security and risk teams the audit-ready trail they need without slowing day-to-day work.

Professional services firms use HybridHero to combine meeting room booking with visitor management so client meetings run smoothly from invitation to arrival. Rooms can be reserved directly from calendars because the platform syncs with Outlook, Teams and Microsoft 365, and guests are signed in and routed to their host on arrival. You can see how this fits different sectors across our industries pages.

HybridHero is well suited to multi-site and multi-office organisations that need one consistent way to manage desks, rooms, visitors and parking across every location. Administrators can configure each office while reporting rolls up into a single view of attendance and utilisation. This makes it easier to compare sites, balance space and apply the same booking experience for everyone, wherever they work. See the full platform for details.

For enterprise offices, HybridHero brings desk booking, meeting rooms, visitors, parking and analytics together with the controls larger organisations expect, including single sign-on and centralised administration. It syncs with Outlook, Teams and Microsoft 365 so adoption is straightforward across thousands of employees. Leaders get reliable attendance and utilisation data to inform space, cost and real estate decisions at scale.

Facilities and workplace managers use HybridHero to run desks, meeting rooms, visitors and parking from one place, with live data on how each space is used. They can set booking rules, manage neighbourhoods and floors, and quickly see which areas are busy or underused. The full platform gives them the control to plan space confidently and reduce wasted capacity.

Day to day, an office manager uses HybridHero to oversee desk and room bookings, welcome visitors, manage parking and keep the office running smoothly. They can spot the busiest days, make sure teams have space to sit together and handle arrivals without manual paperwork. Because it syncs with Outlook, Teams and Microsoft 365, much of the coordination happens in tools the team already uses.

A COO uses HybridHero attendance analytics to answer the practical questions behind return-to-office policy, such as how many people are coming in and on which days. The data shows real on-site patterns by team and location, so policy decisions are based on evidence rather than guesswork. This helps leadership balance flexibility, collaboration and cost while keeping a clear view of how the office is being used.

A CFO needs reliable utilisation and attendance data to judge whether the current footprint matches actual demand, and to understand cost per seat. HybridHero shows how desks, rooms and sites are really used over time, which supports decisions about lease renewals, consolidation and real estate spend. With evidence on occupancy by location, finance can challenge assumptions and plan space around how people actually work.

IT teams evaluate HybridHero on security, identity and integration, looking for single sign-on, SCIM provisioning, Active Directory support and recognised standards such as ISO 27001. You can review how these are handled on our data security page. The platform also syncs with Outlook, Teams and Microsoft 365, so it fits into the existing Microsoft estate without adding heavy administrative overhead.

HR uses HybridHero desk booking and attendance data to support hybrid working policies, understand on-site patterns and encourage the right balance of office and remote days. The insights help with planning team days, supporting employee experience and monitoring whether working arrangements are landing as intended. Because bookings and attendance are captured automatically, HR gets a clear picture without chasing manual updates.

HybridHero is built for organisations running hybrid offices that want to manage desks, meeting rooms, visitors, parking and attendance in one platform. It serves facilities and workplace managers, office managers, IT, HR and senior leaders such as COOs and CFOs who need reliable workplace data. You can explore the fit for your sector across our industries pages.

Yes. A Head of Real Estate or Head of Workplace uses HybridHero to see how every desk, room and site is used and to align the property portfolio with real demand. The analytics support decisions on space planning, consolidation and investment, backed by evidence of occupancy and attendance across locations. The full platform gives workplace leaders the data to shape strategy with confidence.

Pricing depends on the modules you need (desks, meeting rooms, visitors, parking and analytics) and the size of your workplace. You can see how plans are structured on our pricing and plans page, and our team can tailor a package to the way your offices run.

HybridHero is designed to scale with your workplace rather than penalise growing teams, so we put together a plan that reflects the resources you actually manage. The clearest way to understand which approach suits you is to talk it through with us. Visit the pricing and plans page to get started.

Yes, you can explore HybridHero before rolling it out across your organisation. The easiest way to begin is to book a demo, where we can set you up and show you how the platform fits your offices. From there you can trial it with your own team.

Request a tailored quote through our quote page and tell us which modules and how many sites you need to cover. We will come back to you with pricing built around your requirements rather than a one-size-fits-all figure.

Yes, HybridHero is ISO 27001 certified, which means our information security management is independently audited against a recognised international standard. You can read more about how we protect your data on our data security page.

HybridHero is aligned with the GDPR, and we handle personal data such as bookings and visitor details in line with its requirements. Our data security page explains how we manage and safeguard the information you hold in the platform.

Your data is held on secure, access-controlled infrastructure with encryption applied in transit and at rest. As an ISO 27001 certified provider, we follow strict controls covering how data is stored, accessed and protected. See our data security page for further detail.

Yes, HybridHero supports single sign-on (SSO) so your people can log in securely using your existing identity provider. This keeps access consistent with your wider security policies and removes the need for separate passwords. Our team can confirm the setup that fits your environment.

Yes, HybridHero supports automated user provisioning so accounts can be created, updated and removed in step with your directory. This keeps your user list accurate as people join, move or leave without manual admin. Speak to our team to confirm how this works with your directory.

Yes, HybridHero syncs with Microsoft 365 and Outlook using two-way calendar sync, so desk and meeting room bookings stay consistent across both systems. You can see the full list of connections on our integrations page.

HybridHero integrates with Microsoft Teams so your people can manage bookings as part of their everyday workflow. Bookings sync between HybridHero and Teams, keeping availability accurate for everyone. Visit our integrations page for more.

Yes, HybridHero syncs with Google Workspace and Google Calendar through two-way calendar sync, so reservations made in either place stay up to date. This means your teams can keep working in the tools they already use. See our integrations page for details.

HybridHero integrates with Slack so your people can stay informed about bookings and workplace activity without leaving their chat. It is a convenient way to keep teams connected to the office. Check our integrations page to see what is supported.

Yes, HybridHero offers an API so you can connect the platform to your own systems and build custom workflows. This gives larger organisations the flexibility to fit HybridHero into a wider technology stack. Our team can walk you through what is available.

Most workplaces are up and running quickly because HybridHero is straightforward to configure for desks, rooms, visitors and parking. Timelines depend on the number of sites and the modules you adopt, and our team supports you through onboarding. The best first step is to book a demo.

Yes, HybridHero works on mobile with apps for both iOS and Android, so your people can book desks, rooms and parking on the move. This makes it easy to manage the working day from anywhere. You can see it in action when you book a demo.

You can book a demo directly through our website and choose a time that suits you. We will give you a guided tour of the platform and answer any questions about how it would work for your offices.

Yes, many organisations start with a single site or a small team before rolling HybridHero out more widely. This lets you see the benefits in practice and refine your setup first. Book a demo and we will help you plan a sensible first phase.