For Executive Assistants

HybridHero for Executive Assistants

Rooms in three cities, booked on behalf from one screen. Close matches when the room you wanted is taken, approvals where you can see them, and everything synced to Outlook.

Book a demo See the EA dashboard guide

Book on behalf, any office Close matches, not dead ends Outlook and Teams sync Real human support, 24/7

Executive assistant coordinating meetings across offices

3 rooms heldNYC, SF, MEL

Rooms across cities, booked on behalf.

See it in action

A three-city board meeting, booked from one screen

Our founder books New York, San Francisco and Melbourne in three minutes.

The HybridHero way

Booking for an exec is a relay race. Make it one screen

A room in London, a room in Sydney, a slot that works for both, and an exec who changes the date twice. Today that is reply-all threads, a timezone spreadsheet, and hoping the local office admin is at their desk.

The old way

Emailing each office to ask what rooms exist and who to ask
Reply-all threads to find out if the boardroom is actually free
A booking made, then bumped, with no visibility into why
Calendar invites maintained by hand across every change

The HybridHero way

Every office's rooms, live availability, on one dashboard
Close-match suggestions when the room you wanted is taken
Pending approvals visible in one view, chased by the platform
Bookings sync to Outlook, and stay synced through every change

Booking on behalf

Every office's rooms, one dashboard

HybridHero lets you book on behalf of your exec, or a whole visiting party, in any office, from one screen. Live availability across sites, capacity and equipment visible up front, and desks for the travelling team booked on the same floor plan in the same pass. Meeting room management covers the room detail.

Book rooms and desks on behalf, in any office
Live availability with capacity and equipment shown up front
A visiting exec gets a room, a desk, and parking in one pass
Visitors pre-registered so reception expects your guests

Floor map booking, from the product

Real HybridHero booking view: rooms and desks on the live plan

HybridHero floor map booking view showing rooms and desks with live status

A three-city board meeting

One screen, three offices, one pass

1Pick the cities and the slotLive availability in each office, timezones handled for you.

2Book the rooms on behalfThe right size and kit in London, Sydney, and New York at once.

3Close match saves the dayThe Sydney boardroom is taken; a same-floor room the right size is suggested.

4Outlook does the restInvites sync to every calendar, and stay synced when the date moves.

Close matches and approvals

When the room is taken, you get options

The worst answer a booking tool can give is "unavailable". HybridHero answers with close matches: the right size, the right kit, nearest to the room you wanted. And where rooms need sign-off, pending approvals sit in one view instead of in somebody's inbox, so you always know where a request stands.

Close-match suggestions by size, equipment, and location
Pending approvals in one view, with status you can see
Changes rebook cleanly instead of starting the thread again
Outlook invites stay in step through every reschedule

How it works

Live in days, not quarters

1Get set upYour offices, rooms, and floor plans are already mapped for the wider team; EAs get booking-on-behalf permissions, with onboarding support included rather than a documentation link.

2Book from one screenRooms, desks, parking, and visitor pre-registration across every office, on behalf of whoever you support.

3Let the sync do the adminBookings land in Outlook and Teams calendars and stay in step through every change, so the invite maintenance disappears.

The toolkit

The products EAs lean on daily

Meeting roomsLive availability, close matches, and booking on behalf across offices.Explore rooms › Desk bookingA desk for the visiting exec, next to the right people.Explore desk booking › Visitor managementGuests pre-registered, badges ready, hosts pinged on arrival.Explore visitors › ParkingA bay reserved before the exec asks whether there is one.Explore parking ›

Plays well with your stack

Fits the calendar your exec lives in

Bookings sync to Outlook and the calendars people actually use, and sign-in comes from your identity provider, so there is no second password to forget.

Microsoft 365

Outlook

Microsoft Teams

Google Calendar

Entra ID SSO

Okta SSO iOS & Android apps

Enterprise controls, SSO and SCIM detail ›

A day, handled

What board week looks like without the relay race

EA tools promise integrations. What EAs actually need is to stop being the human middleware between offices, calendars, and approvals. HybridHero puts the rooms, the options, and the status on one screen and lets the sync carry the admin.

It is the same platform each office already books desks in, so nobody at the other end has to learn anything new for your booking to work.

9:00Three cities, bookedBoardrooms in London, Sydney, and New York for the same slot, from one screen.
9:10Sydney bumped, recoveredThe boardroom was taken; a close match the right size, same floor, booked instead.
11:30Guests pre-registeredBadges ready, hosts pinged on arrival, reception expecting everyone by name.
15:00Date moves, nothing breaksThe exec shifts the meeting; rooms rebook and Outlook invites follow.

Client Success

Organisations that improved visibility, reduced waste, and planned with confidence

Client proof grounded in measurable outcomes, from recognised organisations.

Media investment analysis

Ebiquity reduced desk demand and supported team neighbourhoods

Challenge: A new office across three floors created concern around team proximity and desk allocation.

Outcome: HybridHero supported agile working and reduced office costs by cutting the number of desks required.

"Reduced costs by reducing the number of desks we required."

Customer onboarding platform

HooYu improved desk visibility after downsizing office capacity

Challenge: The business moved from 50 desks to 20 and needed employees to plan office visits with confidence.

Outcome: HybridHero gave staff clearer desk visibility and a simpler experience for both admins and employees.

"Easy to use as an administrator which makes everyone's job a lot easier."

Specialty insurance and reinsurance

Hamilton Group made office return simpler and more efficient

Challenge: The team needed a simple, user-friendly system to support an organised return without heavy training.

Outcome: HybridHero helped manage hybrid arrangements and identify workspace savings through better visibility.

"HybridHero helps us manage hybrid office arrangement and optimize our workspace."

Credit insurance and risk management

Coface used HybridHero to support hybrid working and improve real estate decisions

Challenge: As office utilisation fell across multiple countries, Coface needed to support employee wellbeing while redesigning workplace strategy.

Outcome: HybridHero gave leadership better utilisation visibility while helping employees return with greater confidence.

"The data from the HybridHero reporting module gives us a good overview of the utilization of our office space."

Who this page is for

Built for the people who run the diary

Executive assistantsRooms across cities from one dashboard, with approvals where they belong.

Personal assistantsBooking on behalf without knowing each office's quirks and gatekeepers.

Team assistantsDesks, rooms, and visitors for a whole visiting team in one pass.

Office coordinatorsThe same platform covers team days, visitors, and the front desk.

Verified reviews

Trusted by teams at organisations
of every size

44 verified reviews from enterprise, mid-market, and scaling businesses across construction, banking, healthcare, consulting, and beyond.

4.3

Average rating on Capterra

Capterra

G2 4.5 Independently verified

Banking · 1,000+ employees

A modern solution that meets the demands of hybrid work without overcomplicating things. Real-time desk availability and Outlook integration keeps everything in sync across our teams.

Joan C

Banking, 1,001-5,000 employees

Capterra

Construction · 10,000+ employees

The ability to clone the previous week's bookings and block book desks saves real time at scale. You can instantly identify who is in the office and exactly where they are sitting across the building.

Matt L

Construction, 10,000+ employees

Capterra

Architecture · Multi-office

A smart system with Outlook and Teams integration that lets us coordinate remote and in-office staff efficiently across our Glasgow office. Workspace planning is now much less manual.

Oleksii L

Architecture and planning, multi-office

Capterra

Consulting · 10,000+ employees

I can view the office floor plan and choose exactly where I want to sit. Knowing who is around me and being able to identify colleagues by desk location has changed how I use the office.

Aidan H

Management consulting, 10,000+ employees

Capterra

Energy · 10,000+ employees

Booking desks in advance now takes fewer steps. Push notifications for upcoming bookings and one-tap check-in have made our daily office routine significantly smoother for the whole team.

Heidi H

Oil and energy, 10,000+ employees

Capterra

Healthcare · 1,000+ employees

The support team were outstanding during our transition to the upgraded system. They were always willing to help, and if we unlocked more features they would integrate well with what we already have.

Benjamin L

Hospital and health care, 1,001-5,000 employees

Capterra

Education · 500+ employees

We started with desk booking years ago and recently added the HR module. Both are great. Customer support is responsive and the team are always willing to help when we need it.

Grace R

Education management, 501-1,000 employees

Capterra

Construction · Growing team

Our experience with HybridHero has been great and we look forward to working with them for many years. A professionally built product backed by a genuinely helpful support team.

Andrew B

Construction, growing business

Capterra

Read all 44 reviews on Capterra

Frequently asked questions

Questions EAs ask us

The practical questions, answered straight.

Can I book rooms on behalf of my exec in other offices?

Yes. Booking on behalf works across every office on the platform, with live availability, capacity, and equipment visible up front. A three-city meeting is booked from one screen rather than three email threads.

What happens when the room I want is taken?

You get close-match suggestions instead of a dead end: rooms of the right size with the right equipment, nearest to the one you wanted. In the walkthrough video, a taken boardroom is replaced by a same-floor close match in seconds.

How do room approvals work?

Where rooms need sign-off, requests sit in a pending approvals view with visible status, so you know where a booking stands without chasing anyone by email.

Does it sync with Outlook?

Yes. Bookings sync to Outlook, Microsoft 365, Teams, and Google Calendar, and stay in step through reschedules, so the invite maintenance disappears.

Can I sort desks, parking, and visitors for a visiting exec too?

Yes. A room, a desk on the right floor, a parking bay, and visitor pre-registration for guests are all booked on the same platform in the same pass.

What does it cost?

Pricing is by custom quote based on your headcount and the modules you need. Request a quote and we will price your actual setup.

See all HybridHero FAQs

Ready to get started

Retire the reply-all room hunt.

Bring your worst multi-city meeting, and we will book it live from one screen: rooms, desks, visitors, and parking.

Book a demo Read the EA dashboard guide

Pricing by custom quote, based on headcount and modules. ISO 27001 certified. GDPR compliant.

From the blog

Run the diary, not the chase

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