Anonymous Desk Booking: New Privacy Mode for FLEXIDESK

FLEXIDESK now includes a Privacy Mode that gives admins full control over how booking information is displayed. Making it possible to use desk booking software in environments where data protection is a priority.

What’s new

When Privacy Mode is enabled, employees can see which desks are available or booked. But not who has booked them. No names, no initials, no profile pictures. Just availability.

This is a simple but important distinction: the office floor plan stays fully functional for booking purposes, while personal information remains protected.

Who this is for

Not every organization has the same privacy requirements. But for many - especially those in regulated industries, companies with strict internal data protection policies, or simply teams that prefer not to broadcast everyone’s whereabouts - this kind of control matters.

With Privacy Mode, FLEXIDESK can now fit naturally into environments where:

• Data protection regulations require minimizing the visibility of personal information
• Works councils or HR departments have raised concerns about employee monitoring
• Company culture values discretion over full transparency in office attendance

How to enable it

Enabling Privacy Mode takes seconds and requires no technical knowledge.

As an admin, go to:

Settings → General → Data Protection

There you’ll find the toggle: ☑ Enable privacy mode Desks are shown as booked without displaying personal information (e.g. initials or profile images).

Check the box and Privacy Mode is active immediately across your entire workspace. The setting can be turned off just as easily at any time.

What changes for employees

From an employee’s perspective, the office map looks the same as always. Desks are shown as free or occupied. The only difference: occupied desks no longer reveal who’s sitting there.

Employees can still book, cancel, and manage their own reservations without any limitations. Privacy Mode only affects what others can see.

Why this matters

Desk booking software is, by nature, a tool that makes presence visible. That’s usually a feature. But it can also create tension with privacy expectations.

FLEXIDESK Privacy Mode resolves that tension cleanly. You get all the operational benefits of a shared booking system - better space utilization, fewer wasted desks, clearer office planning - without requiring employees to make their daily presence visible to colleagues.

For organizations that need to demonstrate GDPR compliance or simply want to give employees more control over their personal data, this is a meaningful step forward.