Using a scheduling display for workspace reservations


When required authentication is enabled, a QR code is displayed to the user (performing the reservation) to scan and authenticate themselves before completing a booking of a room on a scheduling display. By authenticating, the reservation will also be added to the user’s upcoming reservations and calendar. Additionally, when a QR code is used, users can reserve an available desk, extend their reservation, or check out.

This article covers:

Prerequisites for managing workspace reservations using a scheduling display

How to manage workspace reservations using a scheduling display

The tablet that is installed outside of a conference room and set for scheduling display mode shows the workspace reservations that are scheduled for the room. If the room currently has a reservation on its calendar, the bottom of the screen shows that it is Busy.

If no reservations are currently scheduled, the room shows as Available. Additionally, the scheduling display status bar displays Unavailable and Under Construction statuses.

Reserve a workspace from the scheduling display

  1. Tap the Reserve button on the screen, regardless of the status.
    This opens a calendar that displays the times that the room can be reserved.
  2. Tap New Meeting to open a keyboard where you can edit the reservation title.
  3. Press the screen between the two blue lines, and then drag both lines up or down.
  4. Position the lines so that the top blue line indicates the reservation start time.
  5. Press the blue dot to the right of the bottom blue line to control the length of the reservation. Position the bottom blue line to indicate the reservation end time.
  6. If you want to change these settings, tap the Require Meeting Passcode and/or Waiting Room toggles to enable or disable them.
  7. Tap Add Participants to invite attendees by email. 
  8. If authentication is required to reserve a room, authenticate your reservation by scanning a QR code or entering your email address in the Confirmation window.
    Note: If authentication is not required, you can tap the Reserve without authenticating option.
    • Scan a QR code using the Zoom mobile app.
      1. Sign in to the Zoom mobile app.
      2. Tap More more-button__1_.png.
      3. Tap Scan QR Code and scan the QR code on the scheduling display.
    • Scan the QR code with your phone’s camera.
    • Enter your email address.
      1. On the Confirmation window, tap Reserve via email.
      2. Enter your email address.
        Note: The email address must belong to your organization to authenticate your reservation.
      3. Tap Reserve.

The workspace reservation is added to the scheduling display, the room controller, and the online calendar associated with the room.

Note: When you reserve a workspace, a prompt will appear, informing you that you must complete the workspace questionnaire (if enabled by an admin) and check in on time for your reservation. If a questionnaire is not submitted on time or if check-in is not performed on time, then the workspace will be automatically released. This information will also be included in the reservation confirmation email.

How to check in using a scheduling display

Authenticate your check-in

When required authentication is enabled, you must use the displayed QR code to authenticate your workspace check-in on the scheduling display.

  1. On the scheduling display, tap Check In.
    If authorization is required, a confirmation window will appear.
  2. Authenticate your reservation check-in by scanning a QR code or entering your email address.
    • Scan a QR code using the Zoom mobile app.
      1. Sign in to the Zoom mobile app.
      2. Tap More more-button__1_.png.
      3. Tap Scan QR Code and scan the QR code on the scheduling display.
    • Scan the QR code with your phone’s camera.
    • Enter your email address.
      1. On the Confirmation window, tap Reserve via email.
      2. Enter your email address.
        Note: The email address must belong to your organization to authenticate your reservation.
      3. On the Confirmation window, tap Check in.

After you have successfully checked in, a green checkmark will appear on the screen. The device will be signed in to your account.

Check in using a scheduling display 

When authentication is not required, you can check in without a QR code. On the scheduling display, tap Check In. After you have successfully checked in, a green checkmark will appear on the screen. The device will be signed in to your account.

How to use permanent desks on a scheduling display

Users can check into their permanently assigned desk when check-in is enabled on a scheduling display. Users cannot reserve other permanently assigned desks, but they can view user information for the permanent desk. Permanent desks do not appear as available for booking on a floor map on the scheduling display. When a scheduling display is at a permanent desk, its status will show Permanent Desk.

Reserve workspaces on a permanent desk scheduling display

You can reserve another workspace—that is not a permanent desk—from a permanent desk's scheduling display.

  1. On the permanent desk's scheduling display screen, tap Reserve Another Workspace.
    You will be directed to the floor map.
  2. Tap the workspace that you want to reserve.
  3. Reserve the workspace on the scheduling display.

Check in and check out of permanent desks on a scheduling display

Users can check in to their permanent desks by scanning the QR code or tapping Check In on the scheduling display screen. They can check out by tapping Check out on the scheduling display screen.

View other permanent desks on the scheduling display

  1. On the permanent desk's scheduling display screen, tap Reserve Another Workspace.
    You will be directed to the floor map.
  2. On the floor map, tap a permanent desk.
    The desk will display the permanent desk user's name and picture.
    Note: Permanent desks cannot be reserved.

How to extend your workspace reservation on a scheduling display

You can choose the amount of time you want to extend your reservation.

Extend your workspace reservation with a prompt

 You will receive a prompt to extend your reservation 10 minutes before your reservation ends.

  1. On the prompt to extend your reservation on the scheduling display screen, tap the amount of time you want to extend your reservation.
  2. Tap OK.

Extend your workspace reservation without a prompt

You can use the option to extend your workspace reservation without a prompt on the scheduling display. 

  1. On the scheduling display screen, tap Extend Time.
  2. Tap the amount of time you want to extend your reservation.
  3. Tap OK.

How to delete your workspace reservation on a scheduling display

Authenticate your reservation deletion

When a user wants to cancel a reservation on a scheduling display, the user must be authenticated. A QR code will appear for authenticating the user. Only the user who made the reservation, or an assigned delegate of that user, can delete the reservation from the scheduling display. 

Reservations that appear on the scheduling display can also be removed using that scheduling display. To remove a reservation that was added from the scheduling display:

  1. Tap the reservation topic on the scheduling display.
    A pop-up window will appear.
  2. In the pop-up window, tap Delete.
  3. To delete your reservation, use the following authentication methods:
    • Scan a QR code using the Zoom mobile app.
      1. Sign in to the Zoom mobile app.
      2. Tap More more-button__1_.png.
      3. Tap Scan QR Code and scan the QR code on the scheduling display.
    • Scan the QR code with your phone’s camera.

The reservation will be removed from the calendar on the scheduling display, the controller, and the calendar associated with the room.