Hot Desk Reservation

An employee picks a floor, a time slot, and a desk type in about two minutes. You get a clean record of who plans to sit where before anyone walks in to find their desk taken. That trade is the whole point of this template: less friction for the person booking, fewer surprises for the person running the space.

The template is built to eliminate double-bookings, and it ships ready to use on Uplup's free plan. Two pages, six fields, and an estimated completion time of 2 to 3 minutes mean nobody has an excuse to skip it and just grab a chair.

From a pile of bookings to tomorrow's floor plan

Every submission lands in your Uplup dashboard the moment it comes in. Per-question breakdowns show you demand at a glance: how many people picked Floor 2 versus Building B, how Full Day bookings compare to Morning (8-12) and Afternoon (12-5) slots, and whether the Quiet Zone is oversubscribed again.

When you need to allocate actual desks, export responses to CSV and match them against your seat count. If you'd rather automate the handoff, webhooks and Zapier can push each booking into whatever tool your facilities team already lives in.

Six fields that cover the whole booking

The first two fields, full name and Work Email, tell you exactly who is coming in, so follow-up questions go to the right inbox. Office Location is a dropdown with four options out of the box: Floor 1, Floor 2, Floor 3, and Building B.

The Date field is the one optional entry, which keeps same-day bookings quick. Time Slot forces a choice between Full Day, Morning (8-12), and Afternoon (12-5), so half-day desks don't get blocked for eight hours. Desk Preference rounds it out with Quiet Zone, Collaborative Area, Standing Desk, or No Preference, giving your office manager enough signal to seat people sensibly. A short ending page confirms the booking was recorded.

Swap Building B for your real floor plan

Every option list is editable, so rename the floors, add a Floor 4, or split Building B into wings in a couple of clicks. You can also add fields of your own: parking spot requests, monitor requirements, or a checkbox for booking on behalf of a visitor.

The template's recommended conversational mode presents one field at a time, which feels closer to chatting with a receptionist than filling in paperwork. Keep the progress bar and back navigation on so people can fix a wrong floor without starting over. Apply your logo and brand colors, then share it however your office actually works: a direct link in Slack, a QR code taped by the lifts, an embed on the intranet, or a WordPress shortcode if your internal site runs on WordPress.

Who books desks this way

Hybrid companies with anchor days get the most out of it. When everyone tries to come in on Tuesday, the booking record tells you by Monday afternoon whether Floor 2 is full. Coworking and flex spaces use the same structure for day passes, since name, email, date, and desk type is exactly what a front desk needs.

Office and facilities managers are the third group. For them the form is less about reservations and more about data: a few weeks of responses shows which zones sit empty and whether the standing desk order was worth it.