Creating calendar events for workspace reservations

Users can create calendar events for their workspace reservations. You can make a desk or room reservation, and the reservation will automatically be added to the calendar attached to your account.

When enabled by an account owner or admin, you can also control how calendar events (created by Workspace Reservation) appear by setting your calendar status as free or busy. You set the default configuration when you book a room or desk or during the booking process. This default setting (free or busy) for desks and rooms is configurable by users as well as the option to change an event during the booking process.

After enabling calendar events for workspace reservations, you can view calendar notifications. In the calendar notifications, you can view the desk name in the calendar event location, see an informative message about your workspace reservation in the calendar event body, and check in to/check out of your workspace reservation from the calendar event (if remote check-in is enabled). You can click the link in the calendar event that will direct you to the Zoom app or Zoom web, allowing you to view, edit, delete, or create a workspace reservation.

Notes:

• This article is about settings at the user level. If you have account owner or admin privileges, you have access to user-level settings, in addition to settings at the account and workspace management level.
• If the option is grayed out, it has been locked at the account level. You need to contact your Zoom admin.
• When you enable calendar notifications for workspace reservations, your calendar will display a calendar event that corresponds to your reservation. The calendar event uses the same time zone of the device that you used to create or edit the workspace reservation.

Requirements for creating calendar events for workspace reservations

• Basic, Pro, Business, Enterprise, or Education account
• Either a Zoom Workspace Reservation subscription, Zoom Rooms subscription, or Zoom Common Area Phone subscription
• Workspace Reservation setting Allow users to reserve workspaces through their Zoom account enabled for the account.

How to create calendar events for room reservations

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Settings.
3. Click the Workspaces tab.
   Your Workspaces settings will be displayed.
4. Under Workspaces, click the Create Calendar events for room reservations toggle to enable or disable it.
5. If a verification dialog displays, click Enable or Disable to verify the change.
   Note: If the option is grayed out, it has been locked at either the group or account level. You need to contact your Zoom admin.
6. (Optional) Select the Receive calendar event as an attendee checkbox.
   When selected, the user can join the calendar event as an attendee. Joining a calendar event as an attendee allows the user and the room to be on the same calendar invitation when on the same calendar service. The status of this event depends on your calendar type and settings. When unchecked, or when on different calendar services, a separate event will be placed on the user's calendar.
7. Under The reservation should be displayed on the user's calendar by default as, select Free or Busy.
   This will control the default free/busy setting of calendar events created by Workspace Reservation or during the booking process.

How to create calendar events for desk reservations

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Settings.
3. Click the Workspaces tab.
   Your Workspaces settings will be displayed.
4. Under Workspaces, click the Create Calendar events for desk reservations toggle to enable or disable it.
5. If a verification dialog displays, click Enable or Disable to verify the change.
   Note: If the option is grayed out, it has been locked at either the group or account level. You need to contact your Zoom admin.
6. Under The reservation should be displayed on the user's calendar by default as, select Free or Busy.
   This will control the default free/busy setting of calendar events created by Workspace Reservation or during the booking process.