Reserving a workstation

1. Go to https://universiteitleiden.nl/shareddesk and click on Login.
2. Log in using your UCLN credentials.
3. If you need to give permission, click on Yes.
4. Choose the date and time you wish to reserve a workstation.

5. Click on a green desk of your choice and confirm your reservation.

You can switch between the floorplan and a list view using the button on the left. On the right, you can select a different zone or floor. Use the filters to search for a specific type of workstation.

Reserve a workstation

Checking in

When you arrive at the location, don’t forget to check in. The system will then know that you are there to use your reserved workstation. You can leave a workstation unoccupied for a maximum of two hours.

1. Use your smartphone to scan the QR code at your department and tap Login.  
2. Log in using your UCLN credentials.  
3. Tap My Reservations and then Check in. 

Checking out

You will automatically be checked out at the end of the reserved time slot. 

When can you reserve a workstation?

It is recommended to reserve a spot in advance, but you can also do it there and then. You can reserve a workstation in the office up to one week in advance. If you reserve a workstation, you are then expected to use it. If you wish to cancel your reservation, you should do so at least 24 hours before the start of your reserved time slot. You can use non-reserved workstations (or rooms) until they are reserved by someone else.

Managing and cancelling reservations

You can view or cancel your reservations by clicking on My Reservations. Here you will also find your reservation confirmations.

If you want to work in the office on the same days for an extended period, your department’s SharedDesk administrator can repeat your reservation for several weeks.

Flexible working 

Employees participating in the pilot no longer have their own workstation. A clean desk policy also applies, which means:

• After using a workstation (regardless of its type), you must leave it clean and tidy for the next user. When you leave, you must remove personal belongings and take any rubbish with you.
• You must be considerate of your colleagues: turn off or turn down the volume for notifications on your phone; make phone calls in areas where no other people are sitting; listen to music via headphones, and if you want to consult a colleague, find a suitable room.
• It is advisable to leave the door open to rooms where flexible workstations have been set up, so that everyone can come in and out easily.
• You can leave a workstation unoccupied for a maximum of two hours.