Adding a listing

Can a client book a space through Hotdesk or does it only list coworking spaces?

A client can use their hosting account to make a booking at another space, as well as using their account to add a workspace.

What are the benefits of adding my workspace to Hotdesk?

Hotdesk will benefit you as a host in several ways. Some of the benefits are:

• Having more digital exposure for your business
• Providing a digital experience for your customers 
• Earning more opportunities and higher revenues for your business
• Benefiting from our online and offline marketing 

What is the difference between a space and a listing?

A space is a full working space that owns separate listings inside it. Listings can be office rooms, meeting rooms, conference rooms, etc. A working space can be a coworking space or a business center.

How do I add my space and listings?

You can add your listing by filling out this form and one of our host managers will be in touch with you to assist with publishing the space and listings.

What information do I need to include in my listing? 

The information needed are: 

• Workspace name
• Location and address
• Description of the space
• Number of rooms
• Capacity of rooms
• Prices and booking plans
• Amenities offered at the space and in every room
• Operating hours
• Bank account information (for online payments)

How long does it take for my listings to be available for customers on the app?

Once you provide all the information and details, the listings will go through a verification process that could take up to 24 hours. Once all the information is verified, the listing will be immediately published.

Accepting Booking Requests

How do I get notified of booking requests?

You will get notified by receiving an email request on the email connected to your Hotdesk account. If you think that you are not receiving your booking requests due to a technical issue then you can reach out to our support team and they will help you solve the issue.

For how long can I accept requests?

Hosts get a duration of 48 hours to accept a request, after the mentioned duration the booking will expire and the customer will be notified.

What is instant Booking?

An instant booking is a booking that does not require a confirmation from the Host. It is an automatically accepted booking request. 

Rejecting / Canceling Requests

What happens as I reject a booking?

There are no consequences for rejecting a booking, however, it might affect your ranking score on the app and could affect your workspace getting recommended to customers. 

Can I cancel a booking after accepting it?

Yes you can until 24 hours from the time of the booking, otherwise your working space will be liable to covering the customer’s relocation fees.

What happens if I don’t reply to a request?

It might affect your ranking score on the app and affect your workspace getting recommended to customers, and could finally result in your workspace being closed on the app due to lack of communication.

Checking In

How to check-in users?

When the user arrived, they will give you the code

Go to the Upcoming Bookings

Click on "Check-In User"

Add the Code

Click "Start Booking"

The booking is now active and it will move to the "Ongoing" tab.

How does check-in affect booking management flow?

All upcoming bookings will remain in the upcoming tab until the users are checked in or booking ends

What are the new statuses in the check-in process?

Requests: booking is pending confirmation or decline from the host

Upcoming: booking that has been confirmed, but users haven’t checked in yet and booking has not ended then

Ongoing: only the bookings that have been checked-in successfully

History: All bookings that have ended

Statuses / labels

No show: means that user didn’t show up for this booking and the end time has passed

Late: user hasn’t shown up for this booking yet, and the end time hasn’t passed yet

What happens when users show up early/late? Can I check-in them?

Yes, for late users you can check-in them until the booking end time comes. And for early users, you can check-in them  1 hour before booking start time.

What happens when users don't show up?

The booking will be labeled with the “late” flag until end time passes then the booking status will be “no show” 

Hotdesk will not cover Hotdesk promos for these bookings and  no commission will be collected on those bookings

You will no longer need to report no shows

Will the end time be changed for the late/early check-in bookings?

No, the end time will remain the same even if users checked-in late/early. If the user needs to checkout later, they can place another booking.

What if I entered a wrong PIN code?

You have only 3 trials, then you will be blocked to check-in the user for this specific booking and you have to contact support to check-in the user for this booking.

Cost / Fees

Do I pay any fees on adding a workspace to Hotdesk?

No you do not have to pay any fees to publish your listings (no signup cost or membership fee). 

What commission do I pay from bookings made through Hotdesk?

Hotdesk's commission is 10% and only applicable on successful bookings.

Customer Payment

How does the user pay for the booking space?

Users can pay by  card using the Online Payment option or Upon Arrival which can be by cash or card, depending on the Host’s payment offerings. 

Can I accept only payments online?

Yes is it is possible to only accept online payments.

How do I receive payments made online on Hotdesk Platforms?

You will need to provide Hotdesk with your bank account details. Our online payments gateway is Stripe (www.stripe.com). Once a customer books and pays, Stripe holds the money on the user's account and on the day of the transaction they divide the amount of the transaction and transfer 90% to your bank account.

Can I accept only payments on arrival?

Yes, it is possible to only allow payments on arrival. However, we suggest allowing the online payments service for your listings as it provides a more convenient experience for our users, and results in a higher number of bookings. 

If the host pays on arrival, how do I pay Hotdesk the commission?

Hotdesk’s operations team will be collecting commission on a weekly ,or sometimes monthly, basis, depending on the amount of bookings.

Can I charge the customer extras on additional services offered within the space (coffee, printing ..etc)?

Yes, but only if your workspace’s account mentions that there are amenities for extra fees. Please work with your account manager to update your account to mention these services for extra fees.

Promotions

Can I discount the price of my listing on Hotdesk?

Yes, you can. Please send us an email on hosts@hotdesk.com and we will contact you to arrange the campaign.

How can I promote my listing on the platform?

Please send us an email on hosts@hotdesk.com containing all information about the promotions you would like to offer and our marketing team will contact you to arrange the campaign.

Report

How can I report a customer?

To report a customer you can reach out to us on our live chat and the support team representative will be able to help you solve the issue. Alternatively, you can reach out to our support team.

What happens if a customer damages something in the workspace?

You can reach out to us on our live chat and the support team representative will be able to help you solve the issue. Alternatively, you can reach out to our support team.