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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 Workspace 

To create a new workspace with its own 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.

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How to add new workspaces

You can create more than one floor plan (workspace) within one company. This is very useful, e.g. when your office has different floors, you can visualize those floors now or you can have a workspace with a floor plan for your office in Barcelona and another one for your office in Madrid.

How to create a new workspace?

  • Click on your current workspace - 📍in the top right corner and a drop-down menu will appear.
  • Choose + New Workspace
  • Fill in the information and start creating your workspace with its own floor plan.

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How to manage workspaces

  • Click on your current workspace - 📍in the top right corner and a drop-down menu will appear.
  • Choose Manage Workspaces > open and edit the one you need.

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

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

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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.

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Bookings

👩🏽‍🏫 Find out how to make a booking here. Both, admins and users, can perform bookings in their profile.

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.

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How to manage Bookings

👤 Admins and users can make bookings. As an admin you can see every booking. You can delete bookings and the user 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.

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Manage Users

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

How to invite new users

  • Send an invite: Add one or more email adresse(s) of the user(s) in the search bar in the tab Users. Klick on invite. The user(s) will receive an e-mail to activate their account. 

👍🏽 We recommend to just copy all the email adresses you need at once, for example from an excel file you already have. This is easier than typing them in one on one. 

How to create a new admin

  •  Head to the Users tab
  • Next to each profile you can select whether it should be an admin or a user

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👉🏽 There is not limit to the number of admins.


Profile Overview

By clicking on your profile icon -📍in the top right corner you have access to different menus:

  • Your bookings: Overview of desks and rooms booked by you
  • Profile: Edit your name and email here
  • Company workspaces: Access all, in one company existing, workspaces here
  • Company settings: Change your company's name here

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Access to different companies

👥 A user can now have access to different companies with one profile, no matter if you are an administrator or a normal user. You just need to be invited to the different companies.

How to switch between companies within one profile:

  • Click on your profile icon - 📍 to right corner
  • Choose the company you want to access 

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👩🏽‍🏫 How to use Desky as a user