Gaia Workspace
Desk Booking

Make every desk work smarter.

Empower your hybrid workforce with flexible, real-time desk booking. Give employees the freedom to choose where they work—while maintaining complete visibility and control over your office space like recurrent booking times, lead time and restriction policies.

Floor 3 — Engineering Zone
AvailableOccupiedReserved
A1
A2
A3
A4
A5
B1
B2
B3
B4
B5
C1
C2
C3
C4
C5
D1
D2
D3
D4
D5

Maximize space utilization

with real-time occupancy visibility

Enable hybrid work at scale

with seamless desk reservations

Reduce wasted space

through data-driven planning

Enhance employee experience

with simple, intuitive booking

Easy & Flexible Booking

Reserve a desk in seconds

Booking a desk should be as easy as booking a calendar event.

  • Interactive Floor Maps or Visualized Calendar Views: Visually select desks based on location, team zones, or amenities on floor map or visualized calendar view
  • One-Click Reservations: Book desks instantly via web, mobile, or integrated tools
  • Neighborhood-Based Seating: Sit near your team or collaboration group for better productivity

Engineering Team — This Week

4 of 6 in office
AL
Alex LiuIn Office
SK
Sarah KimIn Office
MP
Mike PatelIn Meeting
JC
Jamie ChenRemote
RN
Riley NakamuraIn Office
Hybrid Work Coordination

Bring teams together—intentionally

View teammate schedules and plan in-office days with ease Reserve desks together to encourage collaboration Identify peak days and optimize office attendance patterns

MonTueWedThuFri
AL
Alex L.
In
In
WFH
In
WFH
SK
Sarah K.
WFH
In
In
WFH
In
MP
Mike P.
In
Hybrid
In
In
WFH
JC
Jamie C.
In
In
WFH
Hybrid
In
How It Works

From search to check-in in four steps

Book a desk the way you work — on web, mobile, or right at the floor.

1

Search

Find available desks by floor, team zone, or amenities on an interactive map.

2

Select

Pick your preferred desk — near teammates, by a window, or close to collaboration areas.

3

Confirm

One click to reserve. Syncs automatically with your calendar and team view.

4

Check In

Arrive and check in via mobile, Teams, or the nearest desk sensor.

Workplace Analytics & Insights

Turn usage data into smarter decisions

Track desk usage, occupancy trends, and peak demand Identify underutilized areas and rebalance workspace layouts Align real estate decisions with actual employee behavior

  • Utilization Dashboards: Track desk usage, occupancy trends, and peak demand
  • Space Optimization Insights: Identify underutilized areas and rebalance workspace layouts
  • Data-Driven Planning: Align real estate decisions with actual employee behavior
Utilization Report — This WeekLive
72%
Avg Utilization
Tue
Peak Day
10AM
Peak Hour
Why Gaia Workspace – Desk Booking

Designed for modern workplaces

Built for data-driven workplace operations, from a single floor to global offices.

Easy Implementation
Quick setup with seamless integrations
Employee-First
Intuitive for employees, powerful for admins
Globally Scalable
Multiple floors, buildings, and locations

Create a smarter, more flexible workplace with high efficiency

Give your teams the freedom to choose how they work—while ensuring every desk is used effectively.