Most hot desk bookings on Desana are instant: you book, and the desk is confirmed right away. In some cases, though, a booking needs to be approved before it's confirmed. Here's how to tell which applies to you, and what to expect.
How to tell before you book
The button says it all. If the booking is instant, you'll see Book hot desk and Accept and book. If approval is needed, you'll see Request hot desk and Accept and request booking instead.
When approval is needed
There are three situations where a hot desk booking goes through approval:
Your organization requires internal approval. Some employers ask an approver (such as a manager or team lead) to sign off on bookings. You'll choose your approver as part of the booking flow, and your request goes to them first.
The workspace requires approval. Some workspaces review requests before confirming them, just like request-to-book meeting rooms. Your request goes to the workspace, and they'll confirm or decline based on availability.
The booking would take you over your spend limit. If your organization has set you an individual monthly limit and this booking would exceed what you have remaining, the booking isn't blocked. Instead, it's sent to an approver before it's confirmed. The app will show you your remaining balance and let you know when this applies.
If both your organization and the workspace need to approve, your approver reviews the request first, and then it goes to the workspace.
What happens after you send a request
Your booking appears in the Bookings section with a pending status while it waits for approval, and you'll be notified as soon as it's confirmed or declined. If your plans change while a request is still pending, you can tap Withdraw booking request on the booking, and you'll receive a full refund.
If your request is declined, you won't be charged, and you can book a different desk or time instead.
If you still have questions about hot desk booking approvals, feel free to reach out to our Customer Support team via the in-app support chat or at [email protected].