The short version
- Bulk Team Booking lets a manager or admin organise desk bookings for an entire team in one pass, for a day or a whole week
- Select everyone without a booking, choose a booking type, mark the exceptions remote, and one click books the rest to their preferred desks
- In the walkthrough, a 21-person team is fully organised in about two minutes, narrated slowly
- Desks that need a request are flagged, and the manager can resolve them on the spot by assigning a specific desk
Team days are the point of hybrid working, and they are also the admin nobody wants: chasing twenty people to book desks, spotting who forgot, and hoping the team actually ends up sitting together. Bulk Team Booking exists so one person can do the whole thing in one screen pass.
Here is our founder Chris Burke organising a 21-person team, start to finish, in under three minutes:
How it works
From the main dashboard, where you can already see your own bookings and who on your team is in or out today, the bulk team booking view shows a whole team’s bookings for any date. In the video that is the QA team, looking a week ahead.
The flow is three decisions rather than twenty-one conversations. Select all available users, and anyone without a booking is ticked automatically. Choose a target booking type, in this case a desk, and everyone selected is lined up for their preferred desk. Then handle the exceptions: a few people are marked remote for that day instead. One click on bulk book, and the system makes every booking in a matter of seconds, then shows exactly who got which desk.
The edge cases are the good part
Two people in the walkthrough do not get a clean automatic booking, and this is where the feature earns its keep. Their preferred desks sit behind a request, the kind of thing that usually stalls in someone’s inbox. Instead of waiting, the manager edits each booking on the spot and assigns a specific desk, and both are done in seconds.
The result is a team page where you can see who is sitting where and who is collaborating with whom, before anyone has set foot in the office. Auto-release still applies to bookings nobody uses, so a bulk-booked day does not turn into a floor of ghost occupancy.
Who this is for
Anyone who owns a team’s office rhythm: team managers running anchor days, department admins coordinating several teams, and office managers who want hot desking without the herding. It pairs naturally with the policies most hybrid teams already run, like two or three set team days a week, because the booking work stops scaling with headcount.
Bulk Team Booking is part of HybridHero’s desk booking software, on the same platform as meeting rooms, visitor management and parking. Struggling with the adoption side of team days? Our guide to desk booking adoption covers why booking systems go quiet and how to fix it.
Frequently asked questions
Can I book for a whole week at once?
Yes. The walkthrough shows a single day, and the same flow applies across the week for the dates you choose.
What happens to people who should be remote?
Mark them remote in the same pass. In the video, three of the 21 team members are flagged remote and everyone else is desk-booked.
What if someone’s preferred desk needs approval?
It is flagged as a request in the results, and the manager can edit the booking and assign a specific desk immediately.