Hotdesk OS (for Hosts)

Your go-to guide for listing spaces, managing bookings, and growing your workspace. Get set up and start welcoming guests in no time.

• 4 articles

How Can I List My Workspace Or Business Centre On Hotdesk?

We’re always excited to welcome new spaces to the Hotdesk community. Onboarding is quick and straightforward—and we’re here to guide you every step of the way. 💻 Recommended Setup We recommend completing the onboarding process using a PC or laptop for the best experience. 📺 Video Guide Watch our step-by-step tutorial covering signup, listing setup, and amenities configuration: Hotdesk Host Portal Tutorial 🚀 Getting Started 1. Create your host account Go to our Host Portal: https://host.hotdesk.com/signup 2. Sign up with your email—this will be used to receive and manage booking requests. (You can add more emails later if needed.) 3. Log in Use your new credentials to access the Host Portal. 4. Workspace Name & Contact Add the workspace name and a phone number where our team can reach you (this number won’t be visible to users). 5. Category, Description & Address Choose the right category for your space and use clear, inviting language to describe it. Make sure your location is accurate and pinned correctly. Pro tip: It’s best if your space is listed on Google Maps. 6. Add Landmarks (if needed) If your space isn’t easy to find, include nearby landmarks to help guide users. 7. Amenities List the amenities available across your entire workspace (Wi-Fi, Reception, etc.). These apply to all listings by default. ⚠️ Pro tip: You can add listing-specific amenities later (LED screens, projector, white board, etc.) 8. Reception Hours Set your workspace’s reception hours. Pro tip: Setting the hours on the first row will auto-fill the rest—just toggle days on or off as needed. 9. Click Finish once this is complete. You’re now ready to start listing your spaces—whether it's desks, private offices, or meeting rooms. Add all your listings 👉 Check out our detailed guide 📩 Need a hand? Just reach out—we’re always happy to help with onboarding. We are available via chat or via email [email protected]

Last updated on Aug 12, 2025

🧩 How To Add Listings And Rooms To My Workspace?

Once your workspace profile is set up, it’s time to start adding your listings—desks, private offices, meeting rooms, or any space you want to make bookable. Here’s how to do it step by step. 1. Choose Listing Type Pick from Desk, Office, or Meeting Room. 2. Name or Number Each Room Give every listing a clear, unique name—this helps guests quickly recognise what they’re booking. 3. Add Quantity (if applicable) If you have multiple identical listing (aka. desks), just input the quantity under the listing. 4. Set Capacity Define how many people or desks each room can accommodate. Pro tip: Use quantity for desks and capacity for offices or meeting rooms. 5. Choose Payment Method Select between Pay at Host, Pay Online, or offer both. Note: Hotdesk settles card payments on a monthly basis. 6. Enable Instant Booking (optional) Allow guests to book instantly without approval if you want a smoother check-in experience. 7. Set Room Hours These can differ from your general workspace reception hours. Pro tip: Ideal if some rooms operate outside of normal front-desk times. 8. Add Photos & Instructions Upload images that showcase the space and add any special instructions for users. 9. List Room Amenities Tick the relevant amenities available in each listing. Pro tip: These can include extras like whiteboards, monitors, or water stations. 10. Set Availability & Pricing Choose your currency and define how the space can be booked—hourly, daily, monthly, or yearly—with corresponding pricing. 11. 🔁 Repeat for All Listings 🎥 Need a walkthrough? Check out our Hotdesk Tutorials ✅ Reach Out to The Team and Go Live ! Once everything is set up, contact us at [email protected]. Someone from the Hotdesk team will carry out a quick quality check with you. After that, your workspace and listings will be activated and visible in the Hotdesk App 🎉

Last updated on Aug 01, 2025

❌ What Happens In The Software When A User Doesn’t Show Up?

No-shows happen—and when they do, Hotdesk OS has your back. The system tracks it all, so you don’t have to lift a finger. 🚦Here’s how it works: - If a guest doesn’t check in, the booking is flagged as “Late” once the start time passes. - When the end time hits and they still haven’t checked in, the booking status switches to “No Show.” - It’s automatically logged in your booking history—no action needed from your side. ✅ That’s it. No need to follow up or report anything. We’ve made it easy and hands-off, just like it should be.

Last updated on Aug 01, 2025

💸 How Commissions & Promos Work For No-Show Bookings

Wondering what happens with payouts or promo codes when a guest doesn’t show? Hotdesk follows a clear and fair policy to ensure transparency for all parties involved. 🧾 Here’s the lowdown: - Bookings marked as “No Show” are treated as unused—they won’t be billed or paid out. - If a user applied a Hotdesk promo (like a 100% discount), it won’t be covered if the booking wasn’t used. - That means no commission collected, and no payout owed for no-show bookings. It’s simple: if no one shows up, you don’t get charged, and we don’t pay out.

Last updated on Aug 01, 2025