01
Rooms, desks, and equipment use one booking system.
Rooms come from the location tree, desks come from the floor plan, and equipment can come from the asset registry. Teams book them without maintaining a second list.
Service pillar · Room & desk booking
Room booking software for rooms, desks, and shared resources.
One booking system for rooms, hot desks, and shared equipment. Your existing inventory opens for reservations alongside the records you already manage.
One engine
rooms, desks, assets
One inventory
linked to your records
One audit trail
shared with work orders
Reservable resources · HQ
Rooms 12 Desks 48 Assets 8
Boardroom
HQ · Tower 1 · Floor 4 · Location Tree
Hot Desk D-04
HQ · Tower 1 · Floor 3 · Floor Plan
Projector ProBeam 4K
Equipment Pool · Tower 1 · Asset Registry
Meeting Pod 02
London Campus · Floor 2 · Location Tree
Same policy, approval path, and audit trail across all types.
Plain answers
What does room booking cover in Infodeck?
Infodeck covers rooms, hot desks, and shared equipment on one reservation record. Each resource keeps its location, policy, approval path, kiosk status, and audit trail.
02
Policies decide who can book and when.
A policy can apply to one room, one floor, one equipment pool, or the whole organization. The most specific rule wins, and approvals follow the same inbox used elsewhere.
03
Kiosks and approvals write back to the same record.
Room displays, web bookings, approvals, check-ins, no-shows, and asset returns stay on the reservation record so facilities teams can reconstruct what happened later.
Rooms + hot desks + equipment
One reservation engine across meeting rooms, hot desks, and equipment. Same record, same policies, same audit trail.
Your floor plan is the map
Upload the plan you already have. Mark rooms and desks where they sit. Assets flow in from the registry.
Same approvals as work orders
Booking decisions route through the same approval engine your team uses for work orders, quotations, and permits.
01 · The differentiator
Turn what you already manage into reservable resources.
Rooms come from your location tree. Hot desks come from your floor plan. Equipment comes from the asset registry. Choose which ones people can book. Each resource stays linked to where it already lives.
Reservable resources
Booking across 68 rooms, desks, and assets in 2 sites
Sort: where it comes from
Resource
Comes from
Location
Type
Policy
Reservable
Boardroom
cap 14 · Video · Whiteboard
Location Tree
HQ · Tower 1 · F4
Room
Executive Spaces
Training A
cap 30 · Projector · Breakout
Location Tree
HQ · Tower 1 · F4
Room
Large groups
Hot Desks D-01 to D-24 (cluster A)
24 desks · HDMI · power
Floor Plan
HQ · Tower 1 · F3
Hot desk
Open seating
Hot Desks D-25 to D-48 (cluster B)
24 desks · quiet zone
Floor Plan
HQ · Tower 1 · F3
Hot desk
Open seating
Projector ProBeam 4K
Serial PB-0042 · 4-hour checkout
Asset Registry
HQ · Equipment Pool
Asset
AV checkout
Rolling Whiteboard A
Serial WB-007 · self-service
Asset Registry
HQ · Equipment Pool
Asset
None
Meeting Pod 02
cap 4 · VC ready
Location Tree
London Campus · F2
Room
Org default
One source of truth. Every resource here points back to its record in the location tree, floor plan, or asset registry. Every row here points back to where the resource already lives. The same rules, approvals, and audit trail cover rooms, hot desks, and assets.
02 · Requester experience
Rooms and hot desks on the same floor plan.
Upload the floor plan you already have. Drop rooms, hot desks, and shared equipment where they sit. Employees filter by what they need, see what's free right now, and book in one tap.
HQ · Tower 1 · Floor 3 48 desks · 6 rooms · 12 assets
Rooms Hot desks Assets 10:00 – 12:00
Your floor plan · PNG uploaded
Selected
Hot Desk D-04
Cluster A · Floor 3
Today 10:00 – 12:00
Your slot
Free again 14:00. Next: Diego Costa · ops sync.
Open seating policy. No approval needed. Tap on arrival.
Desk bookings follow the same audit trail as room bookings, whether they start on web, mobile, or the room display.
03 · Admin workspace
One workspace across rooms, desks, and shared assets.
Room utilization, desk activity, pending approvals, uncovered resources, overdue asset returns. All in one view. Status updates live as rooms fill and desks turn over.
Bookings
HQ · Floor 4
Today utilization
67%
Live usage
62 rooms + desks active
2 asset returns overdue
No-show rate · 7d
4%
Auto-release enabled
Uncovered resources
2 no policy match
Review →
Pending approvals 5
See all 
Anna Müller · Boardroom
Tomorrow · 14:00-16:00 · 12 attendees
David Chen · Training A
Thu · 09:00-12:00 · 24 attendees
Priya Sharma · Hot Desks D-38 to D-42
Fri · team block · 5 desks · quiet zone
Liam Walsh · Projector #4
Today · checkout 13:00 · 2 days
Diego Costa · Rolling Whiteboard
Tomorrow · 09:00 checkout · 6 hours
Live status · HQ Floor 4 rooms + Floor 3 desks
Available Occupied Upcoming Blocked
Boardroom
Anna M. · until 10:30
cap 14 · checked in
Training A
Available now
cap 30 · next 13:00
Focus 4B
Starts 10:15 · Marcus K.
cap 4 · approved
Desk cluster A
18 of 24 booked
F3 · 6 desks free
Summit
Available now
cap 8 · next 11:30
Desk cluster B
24 of 24 booked
F3 · fully booked
Phone 2
Available now
cap 1 · drop-in
Training B
Starts 10:45 · Diego C.
cap 20 · approved
04 · Governance
Rules follow the resource.
Policies attach to a specific resource, a location node, or the whole organization. The most specific match wins. Change one rule at the top and it flows down wherever nothing more specific overrides it.
- Scope cascade: RESOURCE → LOCATION NODE → ORG DEFAULT. The most specific rule wins.
- Same cascade for rooms and assets. One mental model.
- Uncovered resources surface on the dashboard so nothing slips through.
Policy · Executive Spaces
Active Scope
Company default HQ · Tower 1
Boardroom
The most specific setting wins. A rule for a single room beats a floor-wide rule, which beats a company default.
Applies to
Rooms + desks Equipment
Requires approval
Yes · single stage
Max duration
4 hours
Advance notice
24 hours
Allowed hours
07:00 to 19:00
Approvers
HQ · Floor 4
live
Boardroom
Occupied
Current
Anna Müller · Operations
Regional ops review · until 10:30
Next
11:00-12:00
Priya Sharma · ops sync
Check-in locked to booker
iPad · any generation
HQ · Floor 4
live
Summit
Available
Free until
11:30
Next: Diego Costa · team sync
No-shows release automatically after 10 min.
Ready when you are
Book from the employee booking flow on the way up.
Galaxy Tab · any Android tablet
05 · Physical + digital
The room checks itself in.
A tablet at every room shows the current booking and the next one. Tap to check in. Skip the tap, and the reservation releases itself as a no-show. Your FM team stops chasing ghost bookings by hand.
- Auto-release after the no-show threshold configured in policy.
- Runs on any existing iPad or Android tablet. No proprietary hardware or dedicated SKU required.
- Cross-channel audit: a kiosk check-in shows up in the same log as a web booking.
06 · Governance integration
Booking approvals live with the rest of your governance.
A booking that needs approval routes through the same engine that handles work orders, quotations, and permits. Approvers see it in their inbox. Decisions carry to the audit trail. One log per record, whether the request started on web, mobile, or at the room display.
R-2847 Pending approval
Submitted from web Boardroom · HQ Floor 4
Tomorrow · 14:00 – 16:00 · 12 attendees
Requester
Anna Müller · Operations
Purpose
Regional ops review
Executive Spaces policy applies to this room. Requires one approval from Mike J., Liam W., or Ana P.
Audit trail · R-2847 one record
Submitted Web request Today 14:02
Anna Müller from the employee portal.
Routed to approval Routed automatically Today 14:02
Executive Spaces rule applies to this room.
Approved Approved on mobile Today 16:47
Mike Johnson approved from the approvals inbox.
Checked in Checked in at room Tomorrow 13:58
Anna Müller tapped in on the Boardroom display.
Completed Routed automatically Tomorrow 16:02
End time reached. Record closed. Asset return not applicable.
See it running
See your rooms, desks, and equipment on one booking record.
Fifteen minutes. Setup, floor plan, admin workspace, live room display.