Desk Sharing Software Price Comparison 2026: What Does It Cost for Your Microsoft 365 Company?

Context and short answer for decision makers

In 2026, the price of desk sharing software cannot be read from a single list price. Vendors charge per user, per active user, per resource or through individual packages. Costs only become comparable once you calculate the annual cost for your own number of users and the functionality you actually need.

There is usually a concrete reason for this comparison: a lease is expiring, office space is to be consolidated, Real Estate needs reliable figures for the business case or IT has to justify budget approval for a Microsoft 365 based desk sharing solution. Pricing models vary between user based and resource based, and the total cost over the contract term should be part of the price comparison. Implementation costs and onboarding should be included in the calculation.

The best way to approach the price comparison is in three steps: first, clarify the unit in which the vendor charges. Second, project the annual cost onto your number of users. Third, check which additional costs arise for modules, integrations and setup.

For a detailed look at how Seatti compares with individual vendors, see our overview Seatti compared.

This article is aimed at IT, Real Estate, Facility Management, executive management and works councils in Microsoft 365 companies. The goal is a reliable price and cost comparison for 2026 that helps you bring offers onto a common basis.

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How desk sharing vendors charge and how to calculate the annual cost

Anyone comparing offers for desk sharing software faces a structural problem: billing units differ so much that a direct comparison of list prices is misleading. Yet Real Estate, IT and executive management need a clear annual figure for the business case. Desk sharing software optimises the use of office space, but only a transparent cost comparison shows which system fits your own situation.

In the desk sharing market in 2026, four billing units are common:

• Per user per month: the vendor charges a fixed amount for every authorised person, regardless of how often they actually use the office. User based pricing suits smaller teams with a stable number of users. What matters is whether all authorised users or only active accounts are licensed.
• Per active user per month: only accounts that were active within a defined period are charged. The definition of “active” varies by vendor and can mean login, booking or actual attendance. Ask how the vendor measures “active”.
• Per resource or space per month: resource based pricing charges per resource used, that is, per bookable desk, room or parking space. The number of users plays no role. This pricing model suits a high desk sharing ratio with limited resources.
• Package or licence models: the vendor makes an individual offer based on the number of users, locations and integration needs. Billing is usually annual, and scope and prices are fixed in the contract.

For the comparison, convert every offer to a single formula:

Annual licence cost = number (users or resources) × list price per unit × 12 months + one off costs (setup, implementation, floor plans, onboarding) + costs for add-on modules (e.g. visitor management, HRIS connection, Office Intelligence features)

Many vendors offer monthly subscription models, but the billing period affects the effective price: annual billing is often cheaper than monthly. Also check whether prices are shown net or gross and in which currency (euro or US dollar) the offer is made.

Before comparing internally, bring every offer onto a common basis: a 12 month term, a clear billing unit, documented assumptions on the number of users or resources and a complete list of all additional costs.

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Desk sharing software price overview 2026 by billing unit

The following table gives an overview of relevant vendors for desk sharing and workspace management in the Microsoft environment, grouped by billing unit. The entry prices come from the vendors' publicly available pricing pages. Prices per user, per active user and per resource are not directly comparable and are deliberately shown separately here.

Most vendors license either per user or per resource. Desk sharing software comes in three types: simple booking tools, desk booking software with extended features and systems that combine Workspace Management and Office Intelligence. From 250 employees upwards, higher plans with SSO, HRIS and advanced analytics often become more important.

Microsoft Places is listed as part of Microsoft 365 without its own price point. Since 1 April 2026, Microsoft has provided for space based licensing: rooms, desk pools and check-in without an additional licence, and individual desks, automatic release and occupancy analytics with a Space licence. Ask Microsoft directly for the price of the Space licence.

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Plan limits and additional costs according to pricing pages 2026

Entry prices only reflect part of the total cost. With many vendors, features such as SSO, SCIM, HRIS connection, visitor management, API access and advanced analytics are only available in higher plans or as paid add-ons. For Microsoft 365 companies with enterprise structures, these integrations are usually indispensable.

The information comes from the vendors' pricing pages, as of 21 October 2026.

For companies using Microsoft 365, integrations such as Microsoft Entra ID, single sign on, Outlook calendar integration and HRIS connection are in many cases not optional extras but a prerequisite for operation. Integration into existing IT systems improves acceptance of the software and reduces internal administrative effort. If these features are only included in higher plans, the effective price can rise above the advertised entry price.

Recommendation: in every request for proposal, clarify explicitly which integrations, role models and analytics features are actually included in which plan.

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How current the prices are

Vendors adjust prices and plans regularly. A direct enquiry with the respective vendor remains necessary for binding terms. The information is based on publicly available data at the time of writing and may change.

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Sample calculation: Seatti list prices for 250 users in 2026

The following sample calculation shows the annual cost based on list prices. It is not a binding offer. Seatti licenses per user per month with annual billing. Prices and plans are taken from the Seatti pricing page.

The formula: 250 users × list price per user per month × 12 months = annual licence cost per module.

• Workspace Essentials: 250 × €1.90 × 12 = €5,700 per year
• Workspace Pro: 250 × €2.90 × 12 = €8,700 per year
• Intelligence Essentials: 250 × €1.00 × 12 = €3,000 per year
• Intelligence Pro: 250 × €2.00 × 12 = €6,000 per year
• Workspace Pro plus Intelligence Essentials: €11,700 per year (list prices without bundle advantage)

Intelligence Essentials already includes IP-based attendance detection, which recognises attendance automatically via the existing network infrastructure. Intelligence Pro adds Seatti Signals for usage per area and desk. Intelligence Enterprise offers full usage analysis and the connection of your own data sources. Seatti also offers bundles on request, tailored to your specific requirements and number of users.

For other vendors, apply the same formula: number of active users × price per active user × 12, or number of resources × price per resource × 12. Note that the different billing units do not allow a direct comparison of figures without converting them to your own situation.

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Total cost instead of list price: what to price into offers in 2026

The list price is the starting point, not the result. Real Estate, IT and executive management need to look at the total cost to assess desk sharing software properly. Scalability is an important criterion for desk sharing software, and the cheapest entry price can quickly lose its appeal as the number of users grows or locations are added.

Check with every vendor:

• Definition of “active user”: how does the vendor measure activity and how often is it checked whether a user is active? Login, booking or presence?
• Minimum term and cancellation: is there a minimum term of 12 months or longer? Which notice periods apply?
• One off costs: what costs arise for setup, data import, floor plans, admin training, professional services or hardware?
• Add-ons: which modules (visitor management, HRIS, SCIM, API, advanced analytics) are chargeable, and in which tier are they included?
• Single sign on: how is SSO charged? Can Microsoft Entra ID be used without additional fees?
• Net/gross and currency: are prices net or gross? In euros or US dollars? How are currency fluctuations handled?

What is included in the Seatti price

With Seatti, there are no additional implementation costs. The time required is also manageable: the rollout usually takes less than two weeks. On day one we start with the kick-off and technical installation, in the first week we train your administrators and configure the offices, and in the second week we onboard users and go live.

With Workspace Management, your employees reserve and coordinate desks, meeting rooms, parking spaces and services where they already work, in Microsoft Teams and Outlook. Desk sharing software enables flexible desk bookings, and employees book desks directly in Microsoft Teams. Office Intelligence brings together bookings, IP-based presence and existing infrastructure and shows how offices are actually used. Both modules can be combined and complement each other to form a data basis that goes beyond pure booking data.

In everyday office life, decisions about space and operating costs are made constantly, often without reliable usage data. Companies can identify unused desks, and space usage analyses help to identify unused resources. Anyone who only manages bookings answers only the operational question of how the office runs day to day. Seatti brings Workspace Management and Office Intelligence together in one system that runs natively in Microsoft 365 and thus shows how much space your company actually needs. The decisive question is therefore not whether an office needs usage data, but how much longer space decisions will be made without it.

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Which desk sharing solution fits which company size

Choosing the right desk sharing software depends less on the cheapest list price than on the size, structure and requirements of the company. High user acceptance is encouraged by intuitive interfaces, but beyond a certain level of complexity, integrations, role models and the data basis determine the actual value. Desk sharing software increases employee satisfaction when it fits the existing infrastructure.

Companies with fewer than 250 employees

For single locations with few zones, simple entry plans are often enough, and several vendors list free entry plans or trials on their pricing pages. Pure booking software offers simple reservation functions for desks and meeting rooms without the need for a complex role model or HRIS connection. Vendors such as desk.ly (free for up to 15 users according to the pricing page, as of 21 October 2026), deskbird (Starter limited to 15 users, according to the pricing page, as of 21 October 2026) or Pult (Starter free, according to the pricing page, as of 21 October 2026) list entry offers for this. Interactive floor plans provide a visual view of free desks and make getting started easier.

Companies with 250 or more employees using Microsoft 365

At this size, Microsoft 365 integration, Entra sync, single sign on, multi-tenancy and granular permissions become decisive. Desk sharing software integrates deeply into Microsoft Teams, and calendar and chat integrations are decisive for usability. User administration can be simplified through single sign on.

Seatti is built as a platform for Workspace Management and Office Intelligence, natively in Microsoft Teams and Outlook, for enterprise structures with several locations, entities and rule sets. Seatti enables automated user management via Microsoft Entra ID and manages enterprise structures centrally with granular control of roles and permissions. Access rights should be manageable flexibly, and Seatti covers this through Entra sync and role based access.

Companies with a high need for reliable usage data

For Real Estate teams that need to justify leases, space reduction or location strategies with data, the depth of the data basis is decisive. Usage data supports the planning of meeting zones and provides the basis for space decisions. Desk sharing software also includes rule sets and analyses that go beyond pure booking.

The Office Intelligence modules tier the data basis according to need:

• Intelligence Essentials: IP-based attendance detection via the existing network infrastructure.
• Intelligence Pro: Seatti Signals for usage per area and desk.
• Intelligence Enterprise: full usage analysis and connection of your own data sources.

This tiering lets Real Estate teams match the depth of the data basis to the space case, whether a pilot area or a portfolio decision.

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Buying committee: what IT, the works council and Real Estate check in the price comparison

Desk sharing software is rarely decided by a single department. The requirements of those involved influence which plan is chosen and which costs actually arise.

IT: Microsoft Entra, security and integrations

IT mainly assesses the depth of the Microsoft 365 integration, Microsoft Entra Sync, single sign on and security. Seatti uses Microsoft Entra Sync to synchronise users, groups and access automatically and avoid duplicate data maintenance. Integration into Microsoft 365 simplifies office administration and reduces administrative effort. Seatti is ISO 27001 certified and relies on TLS and AES encryption, with hosting and data processing in the EU. Check whether integrations such as HRIS, access control systems or other office systems can be connected via an open API and whether this incurs additional costs.

Works council: data protection and co-determination

The works council focuses on data protection, transparency and how usage analyses are designed. GDPR compliance is important for data protection in modern office environments. Seatti works in compliance with the GDPR, processes data in the EU, uses pseudonymised and aggregated usage data and provides no live monitoring, geolocation or working time recording. Anonymous booking is possible and stating the work location can remain optional, which makes discussions on co-determination easier. Works agreements should be reviewed by a lawyer; this article does not provide legal advice.

Real Estate: data basis and costs for space decisions

The central question for Real Estate is: is the data quality good enough to justify leases, space reduction or location strategies? Office Intelligence brings together bookings, IP-based presence and existing infrastructure and thus gives a realistic view of occupancy, peaks and vacancy. Depending on the decision horizon, the Intelligence plans (Essentials, Pro, Enterprise) offer a tiered data basis. Alongside licence costs, Real Estate should also consider savings potential in rent, operating costs and capital expenditure: occupancy data provides the basis for reliable savings scenarios.

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Conclusion: how to compare desk sharing software prices properly in 2026

A reliable price comparison for desk sharing software requires three steps: clarify the billing unit, calculate the annual cost for your own number of users and fully capture plan limits and add-on costs. The list price alone is not a decision criterion, because the total cost including setup, integrations and data basis determines the actual value.

For Microsoft 365 companies with 250 or more employees, integration depth, enterprise readiness and the quality of Office Intelligence above all determine the effect on space and operating costs.

Our recommendation: calculate offers for your number of users and space targets

• Normalise all offers to 12 months and a uniform number of users or resources.
• Record additional costs for SSO, integrations, visitor management, floor plans and analytics separately.
• Define space targets (e.g. space reduction, densification, a new hybrid policy) and include them in the assessment of the Office Intelligence modules.
• Seek early alignment with the works council and IT on data protection, Entra integration and the operating model.

With these steps, you have brought the offers onto a common numerical basis. What the calculation alone does not show is everyday use: how a solution feels in your own Microsoft 365 environment and which data it gives you for your space decision.

Would you like to see how Seatti runs in your Microsoft 365 environment?

In a 30 minute walkthrough, we show how Seatti simplifies your office processes and puts your space decisions on a solid data basis.

Book a demo now

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Author and sources

Author: Saskia Neuner, Chief of Staff at Seatti. As of 22 October 2026.

Sources:

• Workspace Management
• Office Intelligence
• Seatti ISO 27001 certificate
• Seatti data protection
• Seatti customers
• Seatti IP-based presence
• Seatti pricing
• Seatti integration

Pricing and product pages of the vendors mentioned, each as of 21 October 2026

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