# Matrix Booking — Desk Booking & Hybrid Workplace

Matrix Booking by Matrix Booking Ltd holds a panel rating of 3/5 from 6 AI judges (category median 3/5), as of 2026-11-06. Provenance: UK / wider Europe; sovereignty: not determined.

- Vendor: Matrix Booking Ltd (https://www.matrixbooking.com)
- Category: [Desk Booking & Hybrid Workplace](https://whats-best.ai/software/desk-booking.md)
- Provenance (editorial classification): UK / wider Europe
- Canonical page: https://whats-best.ai/software/desk-booking/matrix-booking
- Alternatives: https://whats-best.ai/software/desk-booking/matrix-booking/alternatives ([markdown](https://whats-best.ai/software/desk-booking/matrix-booking/alternatives.md))
- Data as of: 2026-11-06 · evaluated 2026-11-06 · oldest source captured 2026-11-05

**AI-generated.** Every score, rationale and verdict here is written by a panel of AI judges from public evidence — an analysis, not a hands-on test. Every fact quotes the vendor page it was read from. No score can be bought. How scores are made: https://whats-best.ai/methodology

## At a glance

- Vendor: Matrix Booking Ltd
- Headquarters: Not stated on the vendor’s pages as of 5 Nov 2026
- Data hosting: Not stated on the vendor’s pages as of 5 Nov 2026
- Free plan: Not stated on the vendor’s pages as of 5 Nov 2026

## The panel's verdict

Matrix Booking is desk, room and resource booking for large estates, and the bench scores that mechanical core highest: booking and floor plans at 7-8, check-in and rules a uniform 7 across web, mobile, QR, NFC, room screens and badge swipe with automatic release, and integration and administration a uniform 7 on single sign-on via SAML 2.0 and OAuth 2.0, SCIM provisioning from Entra ID or Okta, and a documented API with an in-house team. Occupancy analytics scored 6-7, praised for blending booking, check-in and anonymous sensor data and exporting to Power BI and Tableau. Hybrid coordination is the weak point at 3-4: the pages show colleague visibility and co-worker booking, but no public information on a weekly office/home planner, team days or employee-controlled visibility settings. Sovereignty scored 4-5 — data is stated as stored in the EU only on AWS, yet the contracting entity is the UK company Matrix Booking Ltd and we found no public information naming the sub-processors. Score ranges stay within a point on every criterion except pricing transparency; pricing is quote-only.

**Speaks for it:**
- Desks, rooms, parking, EV chargers, lockers and custom resources are all bookable on interactive floor plans mapped through an estate editor
- Check-in runs by web, mobile, QR, NFC, the room screen or a badge swipe at the access point, with automatic release of unconfirmed bookings
- Occupancy analytics blend booking, check-in and anonymous sensor data, drill from regions down to individual desks, and export to Excel, CSV, Power BI and Tableau
- Single sign-on works over SAML 2.0 and OAuth 2.0, with SCIM provisioning from Entra ID or Okta and automatic joiner-and-leaver handling
- The mobile app is documented as designed and built to WCAG 2.2 level AA, with a screen-reader list view for finding resources

**Held against it:**
- Hybrid coordination scored 3-4, with colleague visibility and co-worker booking shown but no public information on a weekly office/home planner, team days or employee-controlled visibility settings
- The contracting entity is Matrix Booking Ltd, a UK company, and we found no public information naming the sub-processors or an EU representative
- We found no public information on retention or deletion periods for booking records, on minimum group sizes in reports, or on sensor accuracy
- We found no public information on Google Workspace or Slack, on languages beyond English, or on recurring and assigned desk bookings
- No prices are published; every estate receives a tailored quote on an annual subscription priced per resource

**Best for:**
- You run a large, multi-site estate and want desks, rooms, parking, EV chargers, lockers and custom resources booked on one platform with floor plans
- You need occupancy evidence for estate decisions that blends booking, check-in and anonymous sensor data and exports to Power BI or Tableau
- Your organisation is Microsoft-centric, uses Entra ID or Okta, and wants automated provisioning, a documented API and building access-control integration
- You are a UK public sector organisation procuring through the G-Cloud framework

**Avoid if:**
- Your hybrid programme depends on a weekly office/home planner, team days or employees controlling who sees their plans — hybrid coordination scored 3-4
- Your data-protection sign-off requires a published sub-processor list or an EU contracting entity — we found no public information on either, and sovereignty scored 4-5
- Your calendar and collaboration stack is Google Workspace or Slack — the documented integrations are Microsoft 365, Outlook and Teams

## Scores by judge and criterion

Scores out of 5, each judge scoring independently against the published rubric (v1). "n/r" = not rated: the vendor publishes no price, or the judge found no public information on that criterion.

| Criterion | The Workplace Manager | The People Lead | The Microsoft 365 Administrator | The Works Council Member | The Office Manager | The Skeptic |
| --- | --- | --- | --- | --- | --- | --- |
| Desk, room & parking booking | 4/5 | 3.5/5 | 3.5/5 | 4/5 | 3.5/5 | 3.5/5 |
| Check-in, auto-release & booking rules | 3.5/5 | 3.5/5 | 3.5/5 | 3.5/5 | 3.5/5 | 3.5/5 |
| Hybrid work coordination | 2/5 | 2/5 | 2/5 | 1.5/5 | 2/5 | 1.5/5 |
| Occupancy analytics & employee privacy | 3.5/5 | 3.5/5 | 3.5/5 | 3/5 | 3.5/5 | 3.5/5 |
| Integrations, identity & administration | 3.5/5 | 3.5/5 | 3.5/5 | 3.5/5 | 3.5/5 | 3.5/5 |
| European sovereignty | 2/5 | 2.5/5 | 2.5/5 | 2.5/5 | 2/5 | 2/5 |
| Pricing transparency | n/r | n/r | n/r | n/r | n/r | n/r |
| **Weighted verdict** | **3.5/5** | **3/5** | **3/5** | **3/5** | **3/5** | **3/5** |

### The judges

- **The Workplace Manager** (v1.0): Runs workplace and facilities for a 900-person insurer with offices in Cologne, Munich and Vienna and 0.6 desks per employee since the move to hybrid work. Tuesdays are full, Fridays are empty, and the Munich lease is up in eighteen months. Wants desks, rooms and parking on real floor plans, no-shows released automatically, neighbourhoods per team, and occupancy figures built from check-ins rather than bookings, good enough to take to the board.
- **The People Lead** (v1.0): Head of People at a 250-person software company in Hamburg that asks for two office days a week and gets complaints that nobody else is there on them. Wants everyone to see who is coming in before they commute, team and anchor days, desks next to the colleagues they plan with, all of it inside Microsoft Teams where people already are, and nudges rather than a control system the works council would never sign.
- **The Microsoft 365 Administrator** (v1.0): Runs Microsoft 365, Entra ID and Intune for a 1,200-person manufacturer with six sites and forty room mailboxes nobody keeps tidy. Will not create accounts by hand: wants single sign-on and SCIM provisioning from Entra ID, room bookings synced both ways with Exchange, a Teams app and an Outlook add-in deployed centrally, room displays that are not a closed box, an API, audit logs, and a subprocessor list the security team can review.
- **The Works Council Member** (v1.0): Sits on the works council of a 2,000-person utility and chairs its IT committee. Under § 87(1) no. 6 BetrVG a desk booking system is a technical device that can monitor employees, so nothing goes live without a works agreement. Wants to know who sees who sat where, how long booking and check-in records are kept, whether reports stay anonymous below a minimum group size, whether presence can be hidden, and where the data is hosted and by whom.
- **The Office Manager** (v1.0): Office manager at a 70-person design and marketing agency in Leipzig with 40 desks, three meeting rooms and twelve parking spaces, and does it next to reception, purchasing and onboarding. The parking spreadsheet causes an argument every Monday. Wants a floor plan set up in an afternoon, booking from Slack and the phone, a fair rule for the parking spaces, desks released when someone does not show, and a monthly price read off the website.
- **The Skeptic** (v1.0): Has seen "real-time occupancy" that counted bookings and never a person, an auto-release nobody switched on because check-in annoyed the board, and a per-user price that doubled once rooms, parking and SSO were added. Asks how a no-show is detected, what the occupancy figures are built from, which room displays and sensors work without the vendor's own hardware, where the booking history is stored — and how it would leave.

## European sovereignty — proven facts

Built only from facts on the vendor's own pages; a dimension we could not prove is left open, never scored as zero. Headline: not determined.

| Dimension | Finding | Points | Source |
|---|---|---|---|
| Legal entity | Not determined | — | — |
| Hosting location | Not determined | — | — |
| Hosting options | Not determined | — | — |
| Open source | Not determined | — | — |
| Data processing agreement | Not determined | — | — |
| Transfer impact assessment | Not determined | — | — |

## Key facts

Each fact is the vendor's own statement, cited to the source page it was read from ([S*n*] → Sources).

**Compliance**
- Bcorp: yes [S9]
- Certifications: ISO 27001 · Cyber Essentials Plus [S8]
- Consent sharing: no [S16]
- Cyber essentials: yes [S9]
- Cyber essentials plus: yes [S9]
- Cyber essentials plus: yes · Cyber Essentials Plus [S13]
- Data minimisation: personal data captured is minimum required; all modules reviewed [S11]
- Data processor role: data_processor · customer's own organisation (internal DPO / Team) [S16]
- DPA available: Supplier Data Processing Agreement · yes [S11]
- Encryption: available during implementation · yes · yes [S16]
- G cloud: yes [S6]
- Gca g cloud: yes [S6]
- GDPR: yes [S1]
- GDPR: UK and EU resident data · yes [S12]
- GDPR page: yes [S7]
- ISO 27001: yes [S9]
- ISO 27001: UK Accreditation Service-accredited · ISO27001:2022 [S12]
- ISO 27001: yes · yes [S2]
- ISO 27001 commitment: yes · yes [S11]
- ISO 27001: yes [S3]
- ISO 27001: yes · yes [S6]
- Penetration testing: yes [S12]
- Recaptcha: Demo form protected by Google reCAPTCHA [S18]
- Tls encryption: yes · yes [S12]
- Trust centre: yes [S1]
- Trust centre: yes [S8]
- Trust centre: yes · yes [S6]
- Wcag: AA · WCAG 2.2 [S2]
- Wcag: mobile app · WCAG 2.2 level AA [S15]
- Wcag: AA · WCAG 2.2 [S14]

**Data**
- Backup: yes · yes [S12]
- Booking information: information relating to resource bookings or visitors [S16]
- Collected: IP address and browser type [S16]
- Collected types: computer/visit data (IP, location, browser, referral, visit length, page views) · transaction data · registration data · subscription data · user-sent information [S10]
- Marketing use: no [S16]
- Notification unsubscribe: stop using product or ask administrator to remove profile · no [S16]
- Security measures: password and firewall-protected servers · no [S10]
- Sharing consent: yes [S10]
- Telephone optional: telephone number, optional profile field, used for visitor management [S16]
- Third party disclosure: yes [S10]
- Third party sharing: as provided in privacy policy and data processing agreement · no [S16]

**Hosting**
- Data residency: EU only [S12]
- Datacentres: 24x7x365, access cards and biometrics · yes [S12]
- Provider: AWS [S8]
- Resilience: yes · yes [S12]
- Storage question: data storage/transfer location is a listed GDPR Q&A topic; answer not stated on page [S11]

**Integrations**
- Access control: yes [S7]
- Access control: Building access control system integration for occupancy data, automated check-in [S6]
- Access control API: yes · yes [S1]
- Active directory sync: yes · yes [S17]
- Ad security groups permissions: yes [S17]
- Analytics platforms: Integrate with enterprise data warehouses and analytics platforms such as Microsoft Power BI or Tableau [S7]
- API: API for HR systems, reporting tools, other business applications; full API documentation available [S6]
- API reference docs: yes [S7]
- Custom integrations: yes [S7]
- Meeting room display: yes [S3]
- Meeting room display: Touchscreen room displays: live availability, on-the-spot booking, check-in, end bookings early [S6]
- Microsoft365: yes [S3]
- Microsoft 365 teams: yes · yes [S1]
- Microsoft outlook: Meeting room booking from Outlook with room availability [S6]
- Microsoft teams: yes [S3]
- Microsoft teams: yes [S13]
- Microsoft teams: Room booking from Microsoft Teams, syncs with Microsoft 365 calendar [S6]
- Occupancy sensors: Occupancy sensors for bookable or free-seating areas, real-time availability data [S6]
- Outlook: yes [S2]
- Power bi export: Booking and occupancy data exportable to Power BI and other analytics platforms [S6]
- Powerbi tableau API: yes · Power BI · Tableau [S5]
- Report export formats: yes · yes · yes [S4]
- SSO: yes [S17]
- SSO entra id: SSO and automated user provisioning via Entra ID and SCIM [S6]
- SSO protocols: yes · yes · yes [S17]

**Legal**
- Address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S6]
- Company number: 12634713 [S1]
- Company number: 12634713 [S18]
- Company number: 12634713 [S9]
- Company number: 12634713 [S12]
- Company number: 12634713 [S5]
- Company number: 12634713 [S3]
- Company number: 12634713 · 2025 [S10]
- Company number: 12634713 [S4]
- Company number: 12634713 [S17]
- Company number: 12634713 [S11]
- Company number: 12634713 [S7]
- Company number: 12634713 [S2]
- Company number: 12634713 [S13]
- Company number: 12634713 [S15]
- Company number: 12634713 [S6]
- Company number: 12634713 · 2025 [S16]
- Company number: 12634713 [S14]
- DPA email: info@matrixbooking.com · yes [S11]
- Entity: Matrix Booking Limited [S12]
- Entity: 12634713 [S8]
- Entity: Matrix Booking Limited · info@matrixbooking.com [S16]
- Entity name: Matrix Booking Ltd [S11]
- Founded year: 2013 [S9]
- London office: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S10]
- Marketing opt out: email · yes [S10]
- Office address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S1]
- Office address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S9]
- Office address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S5]
- Office address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK · UK [S8]
- Office address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S7]
- Office address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S2]
- Office address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S15]
- Office address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S16]
- Office address: New Broad Street House, 35 New Broad Street, London EC2M 1NH, UK [S14]
- Registered address: 24 Capital Business Centre, 22 Carlton Road, South Croydon, Surrey, CR2 0BS [S1]
- Registered address: 24 Capital Business Centre, 22 Carlton Road, South Croydon, Surrey, CR2 0BS [S18]
- Registered address: 24 Capital Business Centre, 22 Carlton Road, South Croydon, Surrey, CR2 0BS [S9]
- Registered address:  [S12]
- Registered address: 24 Capital Business Centre, 22 Carlton Road, South Croydon, Surrey, CR2 0BS [S5]
- Registered address: 24 Capital Business Centre, 22 Carlton Road, South Croydon, Surrey, CR2 0BS [S3]

**Pricing**
- Billing period: annual [S8]
- Buy outright: yes · yes [S5]
- Free trial: yes [S1]
- Free trial: yes [S3]
- Haas model: yes · fixed monthly cost [S5]
- Model: number of resources · no [S8]
- No advertising: subscription fees · no [S11]
- Quote process: no · yes [S8]
- Volume discount: yes [S8]

**Product**
- Access control integration: Matrix Booking integrates with building access control systems [S18]
- Access control integration: yes [S4]
- Access control integration: yes [S14]
- Accessibility:  [S9]
- Accessibility: accessibility support designed in [S3]
- Accessibility: 2.2 AA (mobile app) [S13]
- Accessibility: Accessibility support for finding and booking workspaces [S14]
- Additional modules: desk booking · visitor management · resource booking · workplace sensors [S13]
- Admin as a service: yes · yes [S14]
- Admin release updates: release updates and service disruption emails sent to registered administrators [S16]
- Analytics: yes · yes [S1]
- Analytics data sources: combines booking data, check-in data, and occupancy sensor data [S4]
- Analytics drilldown levels: regions, buildings, floors, zones, rooms, desks [S4]
- Analytics reports: yes [S14]
- Anonymous capture: yes [S5]
- Approval flows: yes [S14]
- Attendance reporting: Attendance reporting based on access control check-ins [S18]
- Auth required: yes [S12]
- Authorization roles:  [S12]
- Auto release no show: yes [S3]
- Automated checkin: Employees automatically added to building list and checked in by card swipe at access point [S18]
- Automatic user lifecycle: yes [S6]
- Basket booking: basket booking for multiple rooms in one go [S3]
- Benefits: workspace optimisation · cost and environmental impact reduction · real-time desk availability · live informal space occupancy · health and safety compliance · employee productivity [S5]
- Booking access data combination: Access control data is combined with booking data to show whether people with bookings actually attended [S18]
- Booking channels: Outlook · web app · mobile app · booking display · QR codes [S3]
- Booking channels: web · mobile · Outlook [S13]
- Booking channels: Reserve rooms via Outlook, web, mobile and signage [S14]
- Booking extras: yes · yes · yes [S14]
- Booking limits: yes · yes [S14]
- Booking quotas: yes · yes [S17]
- Booking rules engine: yes [S3]
- Bookings: 1M+ [S1]
- Building information: yes [S17]
- Buildings: 2300 [S1]
- Business rules: yes [S5]
- Business rules engine: prioritisation · approval flows · booking advance limits · booking quotas [S17]
- Car park booking: yes [S2]
- Changeover times: yes [S14]
- Check in: Check-in with automatic release of unused rooms [S14]

**Subprocessors**
- List requested: sub-processors list is a listed GDPR Q&A topic; no names on page [S11]

**Support**
- 24hour: 24-hour · yes [S15]
- Admin as a service: yes [S14]
- API included with licence: support portal · yes [S7]
- Hours: 24-hour · UK · optional [S13]
- Inclusions: online support portal · yes · yes [S8]
- Inhouse API team: In-house API team provides ongoing integration support via support requests [S7]
- Live chat: yes · yes · yes [S15]
- Onboarding training: UK · yes [S17]
- Security contact: info@matrixbooking.com [S12]
- UK based: UK [S15]
- UK based: yes · UK [S14]

166 more facts on the canonical page: https://whats-best.ai/software/desk-booking/matrix-booking

## Questions

### Is Matrix Booking European?

Yes, though not from the EU. whats-best.ai classifies Matrix Booking as UK / wider Europe.

### Where does Matrix Booking store data?

Not stated on the vendor’s pages as of 5 Nov 2026.

### Does Matrix Booking have a free plan?

Not stated on the vendor’s pages as of 5 Nov 2026.

### What are the best alternatives to Matrix Booking?

As of 6 Nov 2026, the panel rates [deskbird (3.5/5)](https://whats-best.ai/software/desk-booking/deskbird), [Kadence (3.5/5)](https://whats-best.ai/software/desk-booking/kadence) and [Mapiq (3.5/5)](https://whats-best.ai/software/desk-booking/mapiq) highest among the other 15 Desk Booking & Hybrid Workplace products evaluated. Ratings that look equal are rounded to half stars; the order uses the unrounded rating, then the name. The highest-rated European alternative is [deskbird](https://whats-best.ai/software/desk-booking/deskbird) (UK / wider Europe). Ratings are the AI panel’s opinion, formed from public evidence: [how scores are made](https://whats-best.ai/methodology#ordering). The full list, with European products first: [Matrix Booking alternatives](https://whats-best.ai/software/desk-booking/matrix-booking/alternatives).

## What this page leaves out

- 1 legal fact could not be confirmed on the vendor’s page as captured and was left out of this page and of the panel’s material.
- 3 sovereignty dimensions could not be confirmed on the vendor’s own pages and are shown as unknown.

## Sources

- [S1] Vendor homepage: https://www.matrixbooking.com/ (checked 2026-11-05)
- [S2] Features page (desk booking): https://www.matrixbooking.com/product/desk-booking-software/ (checked 2026-11-05)
- [S3] Features page (room booking): https://www.matrixbooking.com/product/meeting-room-booking-system/ (checked 2026-11-05)
- [S4] Features page (workplace analytics): https://www.matrixbooking.com/product/workplace-analytics/ (checked 2026-11-05)
- [S5] Features page (occupancy sensors): https://www.matrixbooking.com/product/space-management-software/occupancy-sensors/ (checked 2026-11-05)
- [S6] Integrations page: https://www.matrixbooking.com/product/matrix-booking-integrations/ (checked 2026-11-05)
- [S7] API overview: https://www.matrixbooking.com/product/space-management-software/api-services/ (checked 2026-11-05)
- [S8] Pricing page: https://www.matrixbooking.com/pricing/ (checked 2026-11-05)
- [S9] About page (registered address): https://www.matrixbooking.com/about-us/ (checked 2026-11-05)
- [S10] Privacy policy: https://www.matrixbooking.com/website-privacy-policy/ (checked 2026-11-05)
- [S11] GDPR page: https://www.matrixbooking.com/gdpr-and-matrix-booking/ (checked 2026-11-05)
- [S12] Security / trust page: https://www.matrixbooking.com/resources/trust-centre/ (checked 2026-11-05)
- [S13] Desk, room & parking booking — found from sitemap: https://www.matrixbooking.com/meeting-room-booking-system/ (checked 2026-11-05)
- [S14] Desk, room & parking booking — found from sitemap: https://www.matrixbooking.com/product/meeting-room-booking-system/meeting-room-booking-system-features/ (checked 2026-11-05)
- [S15] Check-in, auto-release & booking rules — found from sitemap: https://www.matrixbooking.com/workplace-sensors/ (checked 2026-11-05)
- [S16] Occupancy analytics & employee privacy — found from sitemap: https://www.matrixbooking.com/application-privacy-policy/ (checked 2026-11-05)
- [S17] Integrations, identity & administration — found from sitemap: https://www.matrixbooking.com/why-matrix-booking/administration/ (checked 2026-11-05)
- [S18] Integrations, identity & administration — found from sitemap: https://www.matrixbooking.com/product/space-management-software/access-control-integration/ (checked 2026-11-05)

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Cite as: whats-best.ai, "Matrix Booking — Desk Booking & Hybrid Workplace", AI panel analysis, as of 2026-11-06. https://whats-best.ai/software/desk-booking/matrix-booking

Corrections: https://whats-best.ai/correct/1568?target=page