The implementation of desk.ly is generally a quick and streamlined process, primarily relying on a self-service approach that can be completed rapidly. The duration varies significantly, ranging from a few days for basic self-service setups in small organizations to several weeks for large enterprises requiring complex integrations and custom configuration.
Overview The typical implementation is divided into four main phases: setting up the company framework, integrating user data, configuring the physical office maps, and launching the service with new user training. The self-service nature of the tool means many steps can be completed by the administrator quickly.
Phase 1: Setup and Framework
Registering the company account and specifying locations, time zones, and working hours.
Adapting the software to the company's Corporate Identity (CI).
Phase 2: User Integration
Connecting with identity providers for Single Sign-On (SSO) (e.g., Microsoft Entra ID or Google Workspace).
Automating user provisioning and license assignment via SCIM or HRIS integrations (e.g., Personio, Workday).
Phase 3: Space Configuration
Creating floors, uploading seating plan layouts, and mapping bookable seats.
Defining Zones and adding custom features to spaces (e.g., parking, monitor).
Phase 4: Testing and Launch
Testing bespoke booking rules and user permissions.
Final rollout, training, and communication to employees.
Customisation
Yes, desk.ly is designed with extensive customization and flexibility features that allow it to be tailored to specific business requirements, unique office policies, and corporate branding.
Overview Customization spans booking rules, user management, the visual interface, and deep system integration. This ensures the software can accommodate a wide range of desk-sharing strategies, from hot desking to complex team-based priority booking.
Booking and Feature Customization
Setting up bespoke booking rules such as priority booking for specific groups or time-based restrictions.
Enabling or disabling features like Home Office booking, parallel bookings, and a Kiosk Mode for on-site check-in.
Customizing seating by adding specific custom features (e.g., equipment) to individual desks or rooms.
Corporate Identity and Interface
Administrators can adapt desk.ly to the corporate identity (CI).
Customizing the display, such as managing whether employees' names are shown on the seating plan.
System Integration
Using the RESTful API (available in the Enterprise plan) for advanced, custom connections to business intelligence or proprietary systems.
Configuring intelligent rights management and advanced user management to map complex organizational structures.
Additional Costs
The costs for desk.ly are primarily covered by the recurring per-user, per-month license fee. Maintenance and standard support are included in this subscription cost, while specific setup fees are not explicitly listed for self-service deployment.
Overview The pricing is tiered, meaning the license cost determines the included features, level of support, and bundled services. Standard setup is self-directed and typically cost-free, while premium support and complex implementation may incur additional costs.
Setup Fees
No general setup fee is listed for self-service implementation.
A professional services fee for complex, custom integrations or a dedicated setup manager may be required, particularly for the Enterprise Plus plan.
Maintenance Charges
Maintenance, which includes fixing defects and providing all essential updates and upgrades, is included in the per-user license fee.
Support Charges
Standard support services (responding to requests, problem identification) are provided subject to payment of the license fees and are therefore included.
The Enterprise Plus tier, for organizations with 300+ licenses, includes a dedicated Customer support manager as a premium support feature.
Training
New users are typically onboarded through a self-service help center, while administrators and IT teams receive dedicated technical assistance. Support focuses on technical guidance and problem resolution rather than formal classroom training.
Self-Service and Training Resources
A comprehensive Help Centre and FAQ for administrators provide detailed, step-by-step guidance on all aspects of setup, configuration, and feature usage.
Intuitive design allows employees to use features like the digital booking overview and anonymization self-service easily.
Technical and Non-Technical Support
Support is defined as a service that involves documenting issues, assisting in problem identification, and providing necessary technical or non-technical assistance to resolve issues.
Dedicated Professional Support
Customers on the higher-tier Enterprise Plus plan typically receive a dedicated Customer support manager for personalized, ongoing assistance.
During an initial Trial Use, the provider is not obligated to provide maintenance or support.
Security Measures
Key security practices include adherence to the ISO 27001 standard, utilizing a highly secure German cloud environment, and enforcing strict internal protocols for employee access and data handling.
Certifications and Compliance
ISO 27001 Certified: The platform is independently certified to this international standard for managing information security risks.
DORA (Digital Operational Resilience Act): The underlying IT infrastructure is stable and resilient, supporting compliance with this high-security standard, particularly relevant for financial service providers.
Secure Hosting and Infrastructure
The software is Hosted in Germany on AWS in Frankfurt.
The AWS data centers used are themselves ISO/IEC 27001 certified, ensuring high physical security.
Access Control and Internal Security
All employees are required to use Two-Factor Authentication (2FA) and strong passwords.
Access to customer data is strictly limited to a small, required group of employees on a "need to know" basis.
Access is further restricted to a small whitelist of IP addresses via VPN, requiring public key authentication.
Automated access logs and security protocols are maintained at multiple locations.
Updates
As a modern SaaS solution, desk.ly manages updates and upgrades as an integral, ongoing part of its service, delivering them continuously rather than on fixed, infrequent schedules.
Overview Updates are handled automatically by the provider's maintenance service, ensuring all users benefit immediately from the latest security, stability, and feature improvements without requiring any action from the customer.
Release Frequency
Updates and upgrades are provided as part of ongoing maintenance and are typically released continuously or frequently (e.g., weekly or bi-weekly).
This includes immediate fixes for defects ("bugs") and the introduction of new features.
Management Process
Updates are managed entirely by the desk.ly technical team.
They are automatically deployed to the service environment, ensuring that all customers are always running the most current and secure version of the software.
Data Ownership and Portability
As a modern SaaS solution, desk.ly manages updates and upgrades as an integral, ongoing part of its service, delivering them continuously rather than on fixed, infrequent schedules.
Overview Updates are handled automatically by the provider's maintenance service, ensuring all users benefit immediately from the latest security, stability, and feature improvements without requiring any action from the customer.
Release Frequency
Updates and upgrades are provided as part of ongoing maintenance and are typically released continuously or frequently (e.g., weekly or bi-weekly).
This includes immediate fixes for defects ("bugs") and the introduction of new features.
Management Process
Updates are managed entirely by the desk.ly technical team.
They are automatically deployed to the service environment, ensuring that all customers are always running the most current and secure version of the software.
Scaling Up / Down
The customer has the right to request deletion of all identifiable data. The provider manages this deletion strictly, while also ensuring data is handled securely during decommissioning and can be exported via existing system features.
Data Ownership and Deletion
The customer retains ownership of their data.
The provider will manually remove all identifiable accounting data and user accounts upon the customer's request.
Derived anonymized data (e.g., platform usage statistics) is retained as it cannot be linked to the source data.
Deletion Standards and Retention
Customer data is stored on AWS services that adhere to a strict decommissioning policy, using techniques detailed in standards like DoD 5220.22-M or NIST 800-88 to destroy data.
System backups are kept for 30 days, after which the data is permanently unavailable.
Data Portability
Portability is supported through the ability for administrators to export an overview of bookings.
The RESTful API (available in Enterprise plans) offers a structured method for customers to programmatically access and extract their data for use in other systems.
The terms & conditions for contract renewal and cancellation
Scaling up or down is managed through the flexible, per-user, per-month licensing model, allowing organizations to adjust their license count and plan tier based on their evolving user base and feature requirements.
Overview The system is designed for elasticity, enabling easy self-service management of license quantities and model changes through the administrator's account, ensuring the software adapts quickly to growth or reduction in workforce size.
Scaling Up
New licenses can be bought and assigned through the administrative dashboard.
The system supports automated license assignment, often upon a new user’s first login or via HRIS synchronization.
Scaling Down
Administrators can easily change the license model or unassign/delete user accounts when organizational needs decrease.
The "Licenses 'light'" option is available in higher tiers, which provides full core feature access but only charges for licenses that are actively used.
Changing Plans
Administrators can change the overall license model (e.g., upgrading from Corporate to Enterprise) to gain access to more features and support.
Compliance
Terms for contract renewal and cancellation are not fully public and are detailed in the specific Service Agreement or Order signed by the customer. However, general SaaS contract principles apply.
Overview Contracts are typically set for a fixed term, often with an automatic renewal clause. Cancellation requires the customer to provide timely written notice before the renewal date, as defined in their specific agreement.
Contract Renewal
Contracts typically auto-renew for a specified period unless the customer provides timely notice of non-renewal.
The specific renewal term and the required notice period are explicitly outlined in the individual customer's Service Agreement.
Cancellation (Termination)
Termination conditions and any financial implications (e.g., non-refundable fees) are governed by the full Terms and Conditions and the Service Agreement.
To prevent renewal, a customer must submit a formal, written notice of termination by the deadline stipulated in the contract.
Trial Period Termination
During a Trial Use period, the provider reserves the right to terminate access with immediate effect and without prior notice.
