Designate a single or multiple users to reserve specific workspaces

Account owners and admins can designate and reserve a specific group of workspaces on the floor map for their teams, creating neighborhoods. Neighborhoods allow specific groups or individuals to have access to specific workspaces with custom time rules. When users have been assigned to a specific workspace by an account owner or admin, the users will only be shown the available allowed workspaces. Account owners and admins can use this setting to set restrictions on users who can book specific workspaces. For example, an admin can set Group A to reserve a set group of desks on Monday and Wednesday from 9:00 AM to 5:00 PM, with another group reserving those seats on Tuesday and Thursday.

Account owners and admins can also assign a single or multiple users a permanent desk. Permanent desks are not reservable and will always display the assigned user at that desk. This feature displays users, who come into the office every day, and their permanent desks on the floor map. 

Notes:

• When the user already has a permanent desk, and the administrator continues to assign another permanent desk to a user, the admin will be notified that this user's previously assigned desk will be replaced.
• When an admin assigns a desk—that has already been assigned to a group of workspaces (a "neighborhood")—to be a permanent desk, it will be removed from the neighborhood to become the user's permanent desk.

This article covers:

• Floor map tools
• How to assign a permanent desk
  • Assign a permanent desk
  • Remove users from a permanent desk
• How to create a neighborhood
  • Delete neighborhood

Prerequisites for designating specific users to reserve specific workspaces

• Account owner or admin privileges
• Either a Workspace Reservation subscription, Zoom Rooms subscription, or Zoom Common Area Phone subscription

Floor map tools

In the toolbar on the right side of the screen, use the following tools to designate specific users to reserve specific workspaces:

• Select: Use the Select tool to place the cursor in Select mode so you can click and select workspaces on the floor map.
• Grab : Use Grab mode to move the floor map freely without unintentionally selecting and moving workspaces.
• Zoom in : Enlarge the floor map view.
• Zoom out : Reduce the floor map view.

How to assign a permanent desk

You can use this setting to assign a permanent desk to a user. The user will always have to sit at their permanent desk.

Assign a permanent desk

Assign a permanent desk in Floor Settings

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Workspaces Management then Workspaces.
3. Use location hierarchy to access the floor level you want to enable this setting for.
4. Click Floor Settings for that location.
5. Under Floor Map, click Configure Floor Map.
6. In the left navigation, click Neighborhood.
7. In the left panel, click the Ungrouped dropdown arrow and select a desk from the expanded list.
   After selecting a desk, a panel will appear.
8. In the panel, click Create a Permanent Desk.
9. In the panel, under the Assigned desk, select Single user or Multiple users.
   For Single user: Enter the user whom you want to assign the permanent desk.
   For Multiple users:
   • Time Zone:  Select the time zone for the user.
   • Assign a user: Enter the user to whom you want to assign the permanent desk.
   • Select day (s): Select the day (s) where the user will be working on the desk.
   • + Add another user: Click the option to add users.
     Note: Once a specific day (s) has been assigned to a user, these days will not be available for other users. The days will be greyed out.
10. Click Save.
    After creating a permanent desk, a permanent desk will be created for that user. This desk will become a separate group in the left navigation menu called Permanent Desk.

The assigned user can use the permanent desk all the time without reservation.

Assign a permanent desk in the Workspaces location directory tab

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Workspaces Management, then Workspaces.
3. Click All Locations.
4. Click the Workspaces tab.
5. Under the Assigned user(s) column of the desk you want to manage, click + Assign a user.
   A panel will appear.
6. In the panel, under the Assigned desk, select Single user or Multiple users.
   For Single user: Enter the user whom you want to assign the permanent desk.
   For Multiple users:
   • Time Zone:  Select the time zone for the user.
   • Assign a user: Enter the user to whom you want to assign the permanent desk.
   • Select day (s): Select the day (s) where the user will be working on the desk.
   • + Add another user: Click the option to add users.
     Note: Once a specific day (s) has been assigned to a user, these days will not be available for other users. The days will be greyed out.
7. Click Save.
   The assigned user will appear in the Permanent Desk column.

Assign a permanent desk at the desk level

Create a permanent desk for the user. The user can use this desk all the time without reservation.
Note: After being configured, previous reservations that have not checked in will be canceled.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Workspaces Management then Workspaces.
3. Use location hierarchy to access the floor level you want to enable this setting for.
4. To the right of the desk you want to manage, click Edit.
   You will be directed to the desk settings.
5. Under Basic, locate the Permanent Desk setting.
6. Click + Assign user (s).
7. A pop-up display will appear. Under Assigned Desk, select Single user or Multiple users.
   For Single user: Under Allowed a User, enter the user's name to whom you want to assign the permanent desk.
   For Multiple users: 
   • Assign a user: Enter the user to whom you want to assign the permanent desk.
   • Select day (s): Select the day (s) where the user will be working on the desk.
   • + Add another user: Click the option to add users.
8. Click Save.

Remove users from a permanent desk

Remove users from a permanent desk in Floor Settings 

1. Assign a user to a permanent desk on the floor map.
2. In the left navigation panel, under Permanent Desk, click a permanent desk.
   A panel will appear on the right side of the screen.
3. In the panel, under Assigned Desk:
   For Single user: Click the trash button to delete the user.
   A confirmation window will appear. In the confirmation window, click Unassign. The user will be unassigned from the permanent desk.
   For Multiple users: Click the trash button to delete users one by one or click the reset all option to remove all users from their desks.
   A confirmation window will appear for the Reset all option, click Reset all to permanently unassigned all users from their desks.
   
   

Remove users from a permanent desk in the Workspaces location directory tab

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Workspaces Management then Workspaces.
3. Click All Locations.
4. Click the Workspaces tab.
5. Under the Assigned user(s) column of the desk you want to manage, click the name of the user.
6. Under Assigned Desk.
   For Single users: Click the trash button to delete the user.
   A confirmation window will appear. In the window, click Unassign. The user will be unassigned from the permanent desk.
   For Multiple users: Click the trash button to delete the users one by one or click reset all to remove all users from their desks.
   A confirmation window will appear for the Reset all option, click Reset all to permanently unassigned all users from their desks.

Remove a permanent desk at the desk level

1. Assign a permanent desk at the desk level.
2. On a user's name, click reset all.
   The user will be removed.

How to create a neighborhood

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the navigation menu, click Workspaces Management then Workspaces.
3. Use location hierarchy to access the floor level you want to enable this setting for.
4. Click Floor Settings for that location.
5. Under Floor Map, click Configure Floor Map.
6. In the left navigation, click Neighborhood. 
7. On the floor map, create a neighborhood the following ways:
   Note: After selecting the workspaces you want, a panel will appear.
   
   • Move your cursor and create a square around the workspaces you want to be included in the neighborhood, or
   • Hold Shift and select one or more workspaces to assign users to a neighborhood, or
   • Select a workspace in the left panel
8. In the panel, enter and edit the following information:
   • Neighborhood Name: Add a neighborhood name.
   • Workspaces: View the workspaces that are selected to be grouped in the neighborhood. To remove a workspace, hover your mouse over the workspace you want to remove and click the trash icon .
   • Allowed User Groups: Select the user groups you want to allow access to the neighborhood.
   • Allowed Users: Select the users you want to allow access to the neighborhood.
   • Set Schedule: Click the toggle to enable or disable it.
     • When enabled, select a specific schedule (days and times) when this neighborhood is active. Days and times will follow the set timezone.
       Note: Workspace admins are not restricted.
   • Restrict group members to assigned workspaces: Click the toggle to enable or disable it.
     • When enabled, users assigned to this neighborhood will only be able to reserve workspaces within this neighborhood. They cannot reserve other workspaces on the same floor.
       Note: Workspace admins are not restricted.
9. Click Done.
   A neighborhood will be created for the assigned users and groups. After creating a neighborhood, the neighborhood will appear as a separate group in the left navigation menu.

Delete neighborhood

1. Create a neighborhood.
2. In the left navigation menu, click the neighborhood you want to remove.
   A panel will appear.
3. In the panel, click Delete Group.
   A confirmation window will appear.
4. In the window, click Delete to confirm.