The short version
- Since 1 April 2026, Microsoft Places room finding, desk pools and Places explorer are included in most Microsoft 365 plans
- Individual desk booking, auto-release and occupancy reports moved to a per-space licence: Teams Shared Space for desks, Teams Rooms or Teams Shared Space for rooms
- Each purchased Teams Shared Space licence brings three free single-space licences, so one paid licence can cover four desks or BYOD rooms
- Microsoft says customers with an active Teams Premium subscription keep the premium features until renewal, so the change lands at your renewal date
Microsoft changed how Places is licensed on 1 April 2026. Most of the product became part of the Microsoft 365 plans people already have. Booking a specific desk, releasing an unused one and reporting on real occupancy did not. Those now need a licence on each space.
This guide sets out what is included, what is licensed per space, and how to count the licences for your own floor. Everything below comes from Microsoft’s Places licence requirements page, last updated 21 September 2026. Check it before you buy, because Microsoft may revise it.
What changed on 1 April 2026
Before April, several Places features, including Places finder, Places explorer, individual desk booking, auto-release and Places analytics, needed a Teams Premium licence per user. Now the core features come with Microsoft 365 Business, E, A and F plans and Teams Enterprise, and three features moved to a licence per desk or room.
| Feature | Before 1 April 2026 | From 1 April 2026 |
|---|
| Places finder (book rooms and desk pools) | Teams Premium | Included |
| Places explorer | Teams Premium | Included |
| Work plans and workplace presence | Included | Included |
| Individual desk booking | Teams Premium | Space licence on each desk |
| Auto-release of rooms and desks | Teams Premium | Space licence on each room or desk |
| Occupancy reports in Places analytics | Teams Premium | Space licence on each room or desk |
| Quick book | Teams Premium | Microsoft Copilot licence |
The distinction that catches people out is desk pools versus individual desks. Booking a place in a pool of desks is included. Booking desk 4.12 by name is licensed.
How the space licences work
Microsoft lists three space licences. Which one you need depends on the space.
| Licence | Can be used on | What it unlocks |
|---|
| Microsoft Teams Rooms | Meeting rooms | Auto-release and occupancy reports for that room |
| Microsoft Teams Shared Space | BYOD rooms, common area phones and individual desks | Desk booking, auto-release and occupancy reports for that space |
| Teams Shared Space, Single Space | BYOD rooms and individual desks, not phones | The same, for one space. Three come free with each purchased Teams Shared Space licence |
There is one catch in the free allowance. If a purchased Teams Shared Space licence is used on a common area phone, its three free single-space licences cannot be used on rooms or desks.
How to count the licences for your office
Take the number of individual desks you want people to book by name, and the rooms you want released automatically. If every purchased Teams Shared Space licence goes on a desk or a BYOD room, each one covers four spaces: itself plus three free single-space licences.
| Bookable individual desks | Purchased Teams Shared Space licences | Free single-space licences |
|---|
| 40 | 10 | 30 |
| 200 | 50 | 150 |
| 1,000 | 250 | 750 |
This is arithmetic from Microsoft’s stated allowance, not a quote. Multiply the purchased count by the price on your own Microsoft agreement, then add any rooms without a Teams Rooms device that you want to auto-release. If you only need people to pick a floor or neighbourhood rather than a named desk, desk pools are included in the core features, although auto-release still needs a space licence.
If you are on Teams Premium today
Microsoft says customers with an active Teams Premium subscription keep the premium Places features until renewal. So nothing breaks mid-term. The change arrives at the renewal date, when desk booking, auto-release and occupancy reports need space licences instead. Put that date in the diary now, because the licence count above has to be approved before it, not after.
Three limits to check before you commit
| Limit | What Microsoft says | Who it affects |
|---|
| Exchange Online only | In Exchange hybrid environments, users with an on-premises mailbox cannot use the Places app, Places finder or work plans. They keep Room Finder in Outlook | Organisations still migrating mailboxes |
| Copilot for smart booking | Quick book and Copilot room booking need a Microsoft Copilot licence | Anyone expecting room recommendations |
| Occupancy reports | Reports on actual occupancy need a space licence on each room or desk. Other analytics do not | Anyone using Places data for a lease or space decision |
Places is built around rooms and desks. If the same project also covers reception, visitor sign-in or a car park, list those separately and check how each will be handled before you sign off the licence count.
Questions to settle before your renewal
| Question | Why it matters |
|---|
| Do people need a named desk, or is a neighbourhood enough? | Desk pools are included. Named desks are licensed |
| Which rooms need auto-release? | Each one needs a Teams Rooms or Teams Shared Space licence |
| Are any mailboxes still on Exchange on-premises? | Those users cannot use Places |
| Will you use occupancy data for a lease or space decision? | Occupancy reports need a licence on every space you measure |
| Who looks after visitors and parking? | Keep them in the same plan, so the whole office is costed at once |
Frequently asked questions
Is Microsoft Places free?
The core of Microsoft Places is included with most Microsoft 365 Business, Enterprise, Education and Frontline plans and with Teams Enterprise, Essentials and standalone. Individual desk booking, auto-release and occupancy reports need a space licence on each desk or room since 1 April 2026.
Do I need Teams Premium for Microsoft Places?
No, not since 1 April 2026. Features that used to need Teams Premium are now included, licensed per space, or, for Quick book, need a Microsoft Copilot licence. Existing Teams Premium customers keep the premium features until their renewal.
What licence do I need to book a desk in Microsoft Places?
Booking an individual desk by name needs a Microsoft Teams Shared Space licence or a Teams Shared Space, Single Space licence on that desk. Booking a place in a desk pool is included in the core features.
How many desks does one Teams Shared Space licence cover?
Microsoft gives three free Single Space licences for each purchased Teams Shared Space licence. If the purchased licence is used on a desk or BYOD room, that covers four spaces in total. If it is used on a common area phone, the free licences cannot be used on rooms or desks.
Does Microsoft Places work with Exchange on-premises?
No. In Exchange hybrid environments only users with an Exchange Online mailbox can use Places. Users with on-premises mailboxes keep Room Finder in Outlook.
Where this fits
If you are comparing Places with a dedicated platform, the Microsoft Places alternative page sets the two side by side, and the IT approval pack lists the questions your security review will ask.
HybridHero’s Team, Professional and Enterprise plans include individual desk booking, auto-release, meeting rooms, visitors and parking. Microsoft Teams and Outlook integration is also available. Pricing is confirmed in writing on a 30-minute call rather than counted per desk.