1. Help Center
  2. Integrations
  3. Getting Started with Integrations

How to use Desky as an Administrator

Desky is an innovative software that turns any office into a flexible work space. In this article you will learn how to set it up and use it.


What is Desky?

Desky is an innovative software that turns any office into a flexible work space. With Desky’s visual editor you can recreate your office with all its desks and meeting rooms online. After that your employees can book desks and meeting rooms at any time from their phones or by scanning a QR-Code. Every booking is done in real-time.

✨ You can sign up and use it for free. Just klick here to start.


Creating a new Floor Plan 

To create a new floor plan you can upload your plan (PDF, JPG or PNG formats allowed).

  • Head to Office Plan - 📍in the middle of the menu bar on top
  • On the left you will find a field to upload your office plan.
  • After that you can safe it as draft, publish it, or you can restore the draft from your last published floor plan.

Screen Shot 2022-07-01 at 10.31.32 AM


Editing Desks and Meeting Rooms  

💡 Desky offers three different types of desks:

  • Hot desks: Employees can book them by day(s).
  • Meeting rooms: Employees can book them by time slots.
  • Fixed desks: There is no booking allowed.

Adapt the scale of your office plan

  • Head to Edit office - 📍in the middle of the menu bar on top
  • Plan overview - 📍 on the left
  • Plan scale

Edit existing desks and meeting rooms

  • Head to Edit office - 📍in the middle of the menu bar on top.
  • Klick on a desk or meeting room > a menu will appear on the right
  •  Change settings of the desk / meeting room, such as:
    • Name and description 
    • Desk type
    • Number of available seats on table

ezgif.com-gif-maker (14)-3

  • You can also rotate, copy or delete a desk. 

Screen Shot 2022-07-01 at 11.02.07 AM

Add new desks and meeting rooms

  • Head to Edit office - 📍in the middle of the menu bar on top
  • Klick on Add desk > a menu will appear on the right
  • Move the desk on the plan to where you want it to be
  • Edit the settings of your desk in the menu bar on the right.

ezgif.com-gif-maker (15)-Jul-01-2022-09-08-53-20-AM


Manage Bookings

Booking Settings

⏱️ Here you can set the time slots that can be booked as well as the start and end time of booking for a day.

☝🏽 In the booking settings you will find two tabs: Meeting Room and Hot Desk. In the Hot Desks tab, there’s nothing to be set yet.

  • Head to Bookings - 📍in the middle of the menu bar on top
  • On the left you will find the booking settings.
  • Choose the tab Meeting Rooms. 
  • Edit the start time, end time, and slot size for booking a room.

Screen Shot 2022-07-01 at 11.29.46 AM

Bookings made by employees

👤 As an admin you can see all the booking made by your employees. You can delete bookings and the employee will be notified.

  • Head to Bookings - 📍in the middle of the menu bar on top
  • On the right you will find Manage all Bookings.
  • To filter the bookings you can choose a date to see all the bookings for that day and by selecting a desk, you can see all booking on that desk.
  • To delete a booking, just select the booking and klick on the trash symbol.

ezgif.com-gif-maker (16)-4


Manage Users

👥 In order to use Desky, users need to have the link to your company's Desky. You can find this link in your profile on the top right corner. From there you can copy it and send it out.

Screen Shot 2022-07-01 at 12.23.13 PM

  • You can find all current users by heading to Users in the menu bar on top.
  • To remove users, klick on the trash symbol on next to their accounts.

How to invite new users

There are different ways to actively add new users

  • Individual Invite: Add the e-mail of the user in the search bar in the tab Users. Klick on invite. The user will receive an e-mail to activate their account. 
  • Upload a CVS file: Within the tab Users, next to the search bar, you will find a purple field where you can upload a CVS file with the users you want to invite. (Factorial clients can download this file from Factorial)

✉️ Users with certain e-mail domains do not need to be invited. Those users just need to get the link of your company's Desky account and sign in there. By heading to your profile in the top right corner and choosing Profile Settings you will find your list of allowed e-mail domains. You can delete and add domains. 


Profile Settings

Screen Shot 2022-07-01 at 12.09.22 PM

  • Klick on your Profile -📍in the top right corner
  • Choose Profile Settings
  • Here you can set your organization's name and allowed e-mail domains. (Users with these domains do not need to be invited to use Desky.)

👩🏽‍🏫 How to use Desky as a user