For Hosts
Host resources
Practical checklists you can use the first time you host — and every time after. Keep what's useful; skip what isn't.
Pricing, commission and VAT
How to set your prices, what DeskMatch commission covers, and where your VAT responsibilities begin and end.
Read the pricing & VAT guide →Insurance FAQs for Hosts
What should I check?
Check that your insurance is suitable for welcoming Desk Heroes and the uses you allow. Ask your insurer whether visitors, workspace access, and relevant activities are covered.
Does DeskMatch provide insurance?
No. DeskMatch currently does not provide, certify, verify, or guarantee insurance for Hosts, Desk Heroes, workspaces, equipment, or activities.
What if I allow specialist use?
Specialist use means activity beyond ordinary desk-based office work, such as treatment, beauty, fitness, clinical, workshop, or equipment-heavy work. Describe what you permit, agree the activity and equipment before access, and check your cover.
Is the Desk Hero's equipment covered?
Desk Heroes are responsible for their own equipment, personal property, and activities, including arranging suitable cover where appropriate. Do not assume their cover changes yours.
1. How to host well
A good host makes the experience feel obvious. The guest knows where to go, what to expect, and how to behave.
- Send clear arrival instructions ahead of time
- Greet the Desk Hero in person on the first visit
- Show them the basics: desk, toilet, kitchen, exits, WiFi
- Be friendly but not intrusive — they came to work
- Check in once during the day; ask once at the end
2. Preparing your desks
Set the desk up like you'd want yours set up if you arrived to work somewhere new.
- Clear, clean surface with a monitor or riser if possible
- Power socket within easy reach
- Spare chair you'd actually want to sit in
- A glass of water or a note about where the kitchen is
- No personal items belonging to colleagues left out
3. Access checklist
Clear access prevents awkward arrivals. Walk through the journey from street to desk.
- Is the door locked at arrival time? Who lets them in?
- Is there a reception or buzzer? Who's on it?
- What floor, what room, what desk?
- Where can they leave a coat or bag?
- What time do they need to leave by?
4. Guest WiFi guidance
Guest WiFi is strongly recommended. Avoid giving Desk Heroes access to internal company networks.
- Set up a separate guest network if you don't already have one
- Share the password on a small card on the desk
- Note expected speed honestly — slow WiFi is the #1 complaint
- Mention if VPN, video calls, or large uploads will be fine
5. Privacy and confidentiality tips
Only offer desks in areas where screens, documents, calls, and client information are reasonably protected.
- Position the desk so its screen isn't visible to others
- Move sensitive paperwork off the surrounding desks
- Brief your team that a guest will be around today
- Set expectations: meeting rooms for calls, headphones at the desk
6. Tour checklist
A 10-minute tour answers 90% of the questions a Desk Hero will have before booking.
- Confirm the date and time the day before
- Show the actual desk, not just the building
- Walk through arrival, exit, lunch, and bathroom
- Answer pricing and availability clearly
- End with: 'shall we lock something in?'
7. Photos and video guide
Listings with honest photos perform far better than listings with stock images.
- Take photos in daylight, with the lights on
- Show the actual desk, the wider room, and the building entrance
- Avoid wide-angle lenses that distort the size
- If you can, record a 30–60 second walkthrough video
- Skip stock images — Heroes can tell instantly
8. What to do if something goes wrong
Most issues are resolvable in 5 minutes if you flag them early.
- Tell us before you tell the Desk Hero — we'll help
- Use the 'Report an issue' button on the booking page
- If safety is involved, ask the Hero to leave first, sort it after
- If they breach the Code of Conduct, you can decline future requests
- Email hello@deskmatch.io for anything serious