Once logged in to Desk as a Manager (login page), go to the “My products” tab, then click the “Add a space” button.
You will be asked to enter your space's features and upload images that showcase it. You can add several rooms (coworking space, meeting room, private office…).
Once your space is saved, it is reviewed by our moderation team, who will get back to you within 48 hours to publish it.
Once logged in as a Manager (login page), go to the “My products” tab and click “Edit” under the space of your choice.
You will reach your listing's edit page, similar to the creation page, where you can update your information and images, then confirm by clicking “Update” at the bottom of the page.
You receive an email notification for each booking request, at the address linked to your Manager account.
If access to your space is paid, the coworker will already have prepaid. The payment is secured by our provider Stripe until you confirm the space is available. The booking request is canceled if you have not responded by the expiration date. You can also choose to accept bookings automatically, for all or some of your rooms.
If the booking is made by a coworker who has booking credits for your spaces (through a subscription or a pack), it is accepted instantly and the corresponding credits are deducted from their balance.
You can decline or cancel a booking request from the “My bookings” page.
For a paid booking (in money or credits), you can refund the coworker by checking the corresponding box.
To ensure an optimal user experience, bookings can only be made for available time slots, that is, when maximum capacity has not been reached and you have not marked the slot as unavailable.
Absolutely. Once logged in as a Manager (login page), go to the “Bookings” page, then click “Schedule”.
Select “A blocked slot”. You can then select one of your space's rooms, or all rooms, and block one or more time slots by selecting them and clicking “Save”.
If the room becomes available later, you can always remove the block from the “Calendar” tab.
Once logged in to Desk as a Manager (login page), you can enter your bank and billing details from the “My profile” page. First fill in all the information in the Billing settings section and save. Once that's done, go to the Payment collection methods section and click Stripe > Activate.
You will then be asked to enter your details (to be completed by an officer of the legal entity that manages your space), and you will be redirected to the website of our secure payment provider Stripe to complete the form. Note that if you pause the process, you can resume it later from the “My profile” page on Desk by clicking “Complete setup” in the “Payment collection methods” section.
After completing the form, click “Accept and submit”.
Congratulations! You are redirected to Desk and your information is saved so you can receive your future payments, within ten days at most after the service date.
At any time, you can access your Stripe dashboard from the “My profile” page by clicking “Stripe Dashboard”.
Once logged in to Desk as a Manager, you can find all your invoices on the Documents page. You can filter by period using the calendar icon, or search by client, amount or service using the search bar.
You can also find invoices directly in the details of the related services, for example a booking, a subscription, a pack, an event registration ticket, or even on one of your clients' profiles.
If you have subscribed to one of our Pro or Connect plans, you can add your business address offers from the “Products” page, in the “Plans” tab, by clicking “Add” and then selecting “Subscription”. You can then specify the benefits included in this offer and its price, check “Business address” in the Advanced options, select the business address space and save.
Your business address offer will appear on your space's page, and coworkers will be able to contact you or subscribe directly online, with automatic direct debit through Stripe (SEPA or credit card).
If you have subscribed to one of our Pro or Connect plans, you can add your subscription offers from the “Products” page, in the “Plans” tab, by clicking “Add” and then selecting “Subscription”. You can then specify what is included in this offer (space access credits and discounts) and its price, then save.
Your subscription offer will appear on your space's page, and coworkers will be able to contact you or subscribe directly online, with automatic direct debit through Stripe (SEPA or credit card).
Coworkers with one of your subscriptions can use the credits included in their plan to book your spaces, and these credits are renewed at the frequency you set.
If you have subscribed to one of our Pro or Connect plans, you can create packs from the “Products” page, in the “Plans” tab, by clicking “Add” and then selecting “Pack”. You can then specify what is included in the pack, its price and its duration, then save.
Your pack offer will appear on your space's page, and coworkers will be able to buy it online to instantly get the associated booking credits.
To offer a plan that lets clients book either full days or half-days, simply configure the benefit based on half-days only.
When adding a benefit to your plan, select only the “Half-day pack” or “Limited number of half-days” option.
Enter the total number of half-days for the plan (for example, enter 20 half-days to equal 10 days).
Desk converts the value automatically: when your clients book a full day, 2 half-days are deducted from their balance.
Note: Benefits add up. If you add both a day pack and a half-day pack to the same plan, your clients will get both combined (the number of days + the number of half-days).
Once logged in to Desk as a Manager (login page), go to the “Community” page, in the “Members” tab, then click “Add”. Enter the email addresses of the people you want to add, separated by a space or a comma, then click “Add”.
To avoid spam, no invitation is sent automatically. You can track members' sign-ups on Desk with the icons. You can invite a member to create their Desk account by clicking “Invite” in your member list.
In a member's “Activity” tab, you can assign them tags to identify them (for example Resident, Nomad, etc.) by clicking an existing tag or adding a new one.
These tags can be used, among other things, to restrict access to certain rooms to certain client groups. Set this up in your rooms' advanced options, from your listing's edit page.
If a user subscribes online to one of your plans (subscription, pack), they get it automatically.
However, you can also assign a plan to a coworker manually. If they are not already in your community, first add the user to it (see previous question). Then, from the “Products” page, in the “Plans” tab, click the “...” button and then “Assign”. Select the coworker, check the plan you want to assign, then click “Next”. You will then be asked to complete the coworker's details. Finally, click “Save”.
The coworker will then get this plan as soon as they create their account, or at their next login if their account already exists.
On the Products page, click the “Events” tab.
Then click “Add”. A window opens asking you to enter your event details. You can invite all or part of your community as guests, and they will be invited by email. You can also add tickets, free or paid, and set an available quantity for each.
Add a cover photo (landscape format) for your event and save. Your event will then appear in your event list, where you can track registrations, change its visibility and export the attendee list.
To get the registration link and share it, simply click the event title and copy the page URL from the address bar.
Once logged in as a Manager (login page), go to the Documents page and open the “Quotes” tab.
Click the “Create” button. A window opens where you can import a member of your community or manually enter the client's details.
In the “Services” section, you can enter all the products and services included in the quote and their prices. You can also edit the additional information shown at the bottom of the quote.
Once saved, the quote appears in your list. You can download the document by clicking the quote title, send it, edit it or delete it, and approve it when the time comes by clicking “To approve”. A matching invoice is then created, and any bookings included in the quote are confirmed.
On the Documents page, in the “Invoices” tab, click the calendar icon and select the period of your choice. Then check the box to the left of “Title”. All invoices dated within the selected period will be checked.
Click “Export” and Desk will download a folder (.zip) containing a summary table of all invoices (.csv format) and the original document of each invoice (.pdf format) for the selected period.
On the Documents page, in the “Invoices” tab, the color of each invoice's “Amount incl. VAT” shows its payment status. An amount shown in green has already been paid.
For an amount shown in gray (unpaid) or orange (partially paid), simply click the amount and a “Payment tracking” window will open.
In this window, you can record a payment received (bank transfer, check, cash...), its amount and its date. You can also generate a payment link (Stripe or PayFiP, depending on the payment method linked to your account) for all or part of the remaining balance.
You can then send this link to your client to make payment easier. As soon as the payment is made, you will receive an email confirmation and the payment will be recorded automatically for this invoice.
If you have subscribed to one of our Pro or Connect plans, you can sync your Desk account with your Google or Outlook calendar from the “My profile” page, in the Integrations section.
Under the Google Calendar or Outlook Calendar icon, click “Activate”, then select the Google or Outlook account you want to sync with Desk and confirm. Your upcoming Desk bookings will then appear in the selected account's calendar, using the color you assigned to each of your rooms.
With a Connect plan, Desk can be synced with your compatible access control system (see the list of our partners) to automate your clients' access to your spaces.
To enable this sync, please contact us by email at contact@desk.community.
To block an office or a desk for a long period, first create a subscription plan from the “Products” page, in the “Plans” tab, by clicking “Add” and then selecting “Subscription”. Enter the details of your rental offer and add a “Dedicated desk” benefit (to book a desk) or a “Private booking” benefit (to book an entire room), checking the relevant room, then save.
Once the offer is created, you can assign it to a client. To do so, on the plan's row, click the “...” button and then “Assign”. Enter the client's details, select an activation date and an (optional) expiration date, then choose whether to enable invoicing through Desk.
You can also send your client an online subscription link by clicking the “...” button and then “Share”. The client can then electronically sign a direct debit mandate (SEPA or credit card) for this offer.
As long as the plan is active for this client, Desk automatically adjusts the room's availability for other clients.
When creating or editing your listing, in the Advanced options section, you can set the cancellation policy of your choice: strict (no cancellation), flexible (cancellation allowed up to a deadline, with a refund percentage you set) or lenient (cancellation allowed until the booking starts, with a 100% refund).
These policies apply to bookings made by your clients, who can cancel their bookings on their own from their Coworker account. As the space Manager, you can always offer more favorable cancellation terms as a goodwill gesture to a client, by canceling the booking from your own Calendar and specifying a refund percentage.
You can set your plan's visibility in its advanced options.
In addition, to appear on your listing, your plan must include at least one benefit related to your listing's rooms: for example hour credits, a discount percentage, a business address at the space, etc.
A plan without any benefit will not appear on your Desk listing.
So make sure to check the relevant room(s) when adding a benefit to your plan.
On Desk, you can automatically block a room's availability when another room is booked, for example for meeting rooms that can be combined or offered in different layouts.
To do so, in your listing's creation or edit page, open the details of room X, then room X's advanced options, and select one or more linked rooms. These rooms' availability will be blocked automatically for the time slots when room X is booked.
This lets you easily set up dependencies between the availability of your different rooms.
Yes! If you have a Connect Plan, this feature is included in your subscription. If you have a Pro Plan, this feature is available as an add-on.
First, set up your contract templates (business address, service agreement, lease, etc.) from the Documents page, in the Templates tab. You can add dynamic fields, such as the client's name, which will be prefilled automatically when the contract is assigned to a client. Use the list on the left of the screen to help you.
Once your template is created, go to the Products page, in the Plans tab, to edit the subscription plan the contract applies to. In its advanced options, you can link the contract template to this plan.
Later, when the plan is purchased by or assigned to a client, Desk will automatically offer you the contract prefilled with the details of the client and their company. You can still edit it freely to fit the client's specific needs, then send it for e-signature to the client and all relevant parties. You will be notified by email at each signing step and will find the contract in the client's subscription details. The e-signature module built into Desk complies with the European eIDAS regulation.
Absolutely. Desk, your coworking space and business center management software, is a Compatible Solution for the e-invoicing reform coming into force in September 2026, in partnership with Pennylane, an Approved Platform.
To enable it, go to the “My profile” page, in the Integrations > Pennylane section. In addition, if you use Pennylane for your accounting, this integration automatically makes all invoices generated by Desk available there.
You will find more information about the e-invoicing reform in this article.
You can create promo codes for your services sold on Desk! To do so, go to the Products > Plans tab, click “Add a plan” and select “Promo code”.
You can then enter the code name (for example WELCOME20), the associated discount percentage, and the services the code applies to (rooms, plans or events). Save, and the code is valid instantly.
Your clients can enter the code on future purchases in the “Discount code” section.
Yes. If you have a Connect Plan, or a Pro Plan with the Business address add-on, you can store your clients' supporting documents on Desk (Kbis, insurance certificates...) and set their expiration dates.
A reminder is sent automatically to your clients as the expiration date approaches, so they can send you an up-to-date document.
To do so, go to the settings of a subscription plan on the Products > Plans page.
In this subscription plan's advanced options, you can specify the supporting documents required for the plan in the “Supporting documents” section.
Later, when the plan is assigned to or purchased by a client, you will find a “Supporting documents” section in that client's subscription details. You can upload the various documents there and set their respective expiration dates. You can add, update or remove supporting documents for each client using the dedicated buttons.
From the Products > Plans page or the Community page, open the details of this client's subscription.
At the bottom right, click the “Cancel” button. You can end the plan immediately or schedule a later expiration date. The plan will be deactivated on the chosen date, which automatically ends the client's benefits, the plan's invoicing and any automatic direct debit set up through Desk.
In a subscription plan, you can add a “Credit line” benefit. It lets the plan's holders book without paying online, and then be invoiced for these bookings on the next subscription invoice.
You can set a maximum credit line amount and select the rooms in which the client can use it.
Their bookings on credit are carried over automatically to the next subscription invoice. If the client has set up automatic direct debit through Desk, the debit amount is adjusted automatically each month or year based on their credit line usage.
In the client's subscription plan details, an “Update payment method” button is available on both the Manager and Coworker sides. It lets them change the bank account used for the direct debit, or the card charged automatically.
Note: If a debit fails, a notification and a link to update the payment method are automatically emailed to the Manager.
If you have a Connect Plan and Desk is synced with your access control system, you can find the access code in your client's booking details by hovering over the “key” icon next to the relevant date.
Your client receives the access code automatically by email and can also find it on Desk, in their booking details, in the same way.
Great idea! Go to My profile, in the “Referral” section.
Copy and paste your ready-to-use invitation with the “Invite a peer” button. All you have to do is send it: everything is included!
You and the person you refer will receive your rewards based on the plan they subscribe to. You will find all the details of the referral program in the terms and conditions, available in the same place.
Go to the Community page, in the Organizations tab. Click “+ New organization”, enter the organization's details, along with the email addresses of its team members and any administrators. These clients are automatically added to your Community if they are not already in it.
When they log in to their Coworker Account, these clients can view their organization's details according to their role (administrator or team member) and purchase services on behalf of their organization. An organization's administrators can add or remove members, find the organization's orders and invoices, change its settings and share plans among its team members.
The Manager, as well as any administrators of the client organization, can add beneficiaries to a plan (pack, subscription, etc.) assigned to or purchased by a team member.
To do so, open the details of this client's plan, click “Add a beneficiary”, select the relevant beneficiary or beneficiaries, and save.
Each person will be notified by email that the plan has been shared with them, and can log in to use the credits included in the plan.
You can choose to show or hide one-off bookings, blocked time slots and permanent access (dedicated desks and private bookings) in your Manager Calendar view.
To do so, go to the Bookings page, in the Calendar tab, and right-click inside the calendar. You can then check or uncheck the categories of your choice with a single click.
Yes! When creating or editing a plan, click “Advanced options”. A drop-down menu appears where you can set a “Confirmation message”. It is sent to clients only after their purchase is confirmed.
You can include all the information they need to use the plan, as well as any documents they should send you by replying to the email (insurance certificate, proof of identity, etc.).
The client simply clicks “Reply” to this confirmation email, and the reply is sent directly to you.
To change a client's subscription price, go to the Community page and open the member's (or organization's) activity. In the window that opens, go to the “Plans” tab and open the details of the relevant subscription.
Click “Edit”, enter the new price and save. This amount will be used for upcoming invoices. If an automatic direct debit is linked to this subscription through Desk, its amount is updated as well.
Changing the price of the plan itself (from the Products page, in the Plans tab) does not retroactively change the prices of plans already assigned to or purchased by clients.
Adjusting or extending a pack's duration is very simple:
- Go to the Community menu, then select the relevant member (or organization).
- Select this member's Plans tab.
- Click the pack to modify, then choose Cancel.
- Then select On a custom date.
All that's left is to enter the new date (earlier or later than the original end date).
You can track the history and change the remaining credit balance of a pack or subscription in a few clicks:
- Go to Community and choose the relevant member (or organization).
- Go to this member's Plans tab and click the relevant plan.
- In the Details section, view the remaining credit balance.
- Click the clock icon next to the balance to view the transaction history.
- Click Adjust credits to increase or decrease the quantity, then save.
To download your accounting summary, go to the Invoices section and run the export for the period of your choice (see the question “How do I export my invoices for accounting on Desk?”). A compressed folder (.zip) will then be downloaded to your computer. Once it is extracted, you can open the DESK-summary file (.csv format) in Excel by following this video tutorial or in Google Sheets by following this video tutorial. All your data is there!
Go to the Products section, then Spaces, and start editing your listing. In the flow, just before the rooms section, click Advanced options and scroll down to Terms and rules. Then simply click “Add a PDF”, select the PDF file containing your terms of sale and house rules, and publish your listing to apply the changes! You can also add your terms of sale when creating or editing a plan or an event, again in that offer's Advanced options section.
Go to the Bookings section, then Calendar. Simply right-click directly on the calendar, click “Default view” and select the view that suits you best (Day, Week or Month). Your preference will be saved for your future sessions!
To set a buffer between two bookings, go to the Products section, then Spaces, and start editing your listing. Open the details of the relevant rooms, then click their Advanced options to adjust each room's buffer in the booking settings. This buffer is applied automatically before and after your clients' hourly bookings, for example for setup, cleaning and tidying the room, and cannot be booked online by other clients.
Go to the Community section and click the member's name. You can edit their information directly from their profile, then save. The email address change applies automatically to all of the client's services at your space (plans, bookings, events, invoices, quotes and contracts). Remember to let them know they will need to use this new email address to log in again and find all their documents! Note: if you change the client's billing address, the new billing address will not be applied to subscriptions already assigned to this client. You can change the billing address directly from their subscription details if needed.