How Many Desks Do You Actually Need?
Model your ideal desk-to-employee ratio for hot desking, then plan the week on a live seating grid. Both update instantly as you adjust the numbers.
Every number below updates live as you change these inputs. No button to click.
Recommended desks = employees x attendance% x (1 + buffer%), rounded up.
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Model Your Ratio First
Use real attendance patterns, not guesswork, to size the desk pool. Too few desks frustrates staff, too many wastes rent.
Build Desk Neighborhoods
Group hot desks by team or department so hybrid employees can still sit near their usual collaborators, even without a fixed seat.
Let Employees Book and Check In
Staff reserve a desk ahead of time or check in on arrival from a kiosk or app. Vizitor keeps the schedule and occupancy data in sync automatically.
The right ratio isn't a fixed number. It moves with these six variables.
Average daily attendance
The single biggest driver. A 60% attendance rate needs far fewer desks than a company running near-full occupancy every day.
Utilization buffer
A headroom margin absorbs the days everyone happens to come in at once, so nobody is left without a seat during peak periods.
Team clustering
Desks grouped by department or project keep collaborating teams near each other, even when nobody has a fixed seat.
Anchor days
Most hybrid policies concentrate attendance on two or three anchor days. Your ratio should be sized for those peak days, not the weekly average.
Desk type mix
A pool of identical hot desks books differently than a mix of focus desks, collaboration tables, and quiet zones.
Headcount growth
Re-run the ratio whenever headcount changes materially. A desk pool sized for 150 employees won't fit 220 without adjustment.
- HR reviews attendance data by hand
- Someone rebuilds the ratio each quarter
- Employees email or message to claim a desk
- Conflicts resolved manually, often first come
- No real-time view of who's actually in
- Desk changes require editing the sheet
- Attendance synced automatically from check-ins
- Ratio recalculates as headcount changes
- Employees book from an app or kiosk in seconds
- Double-booking prevented, live availability shown
- Facilities see real-time occupancy dashboards
- Desk pool adjusts instantly as teams grow
The math is the same. Keeping it current by hand is what breaks down at scale.
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Frequently Asked Questions
What is a good desk-to-employee ratio for hot desking?
Most hybrid offices run between 0.6 and 0.8 desks per employee, depending on how many days per week your team is typically in office. The calculator uses your own attendance data to recommend a ratio specific to your workplace.
Is this planner free to use?
Yes, the desk-to-employee ratio calculator and weekly planning grid are completely free.
Can I use this for permanent desk assignments too?
It is built for hot desking and flexible seating, but you can also use the weekly grid to map out permanent assignments if your office uses a mixed seating model.
Does this replace a full desk booking system?
No. This tool helps you plan the right ratio and visualize a week at a glance. For live, day-to-day desk reservations across your whole team, you would need a dedicated desk booking system.