Using Workspace Reservation on the mobile app

Workspace Reservation’s mobile app integration allows users to reserve workspaces from their mobile device and the Zoom mobile app. Workspace Reservation includes the following features for users on mobile devices:

• Reserve workspaces before coming into the office
• Find available seats/rooms based on the specific period users want to reserve
• Select the location the users will visit to display the relevant floor map. Once a map is opened, it will save as a default location, and users will always have the option to switch to another floor/default location.
• View a reservation, its location on the floor map, and where others are sitting.

Users can reserve a space by selecting the date and time to see the workspace availability. They can also use the search functionality to find when and where their coworkers have reserved a space and to select a workspace near them. The Workspace Reservation mobile app allows users to view all their upcoming reservations in one place.

Prerequisites for using the Workspace Reservation mobile app

• Either a Zoom Workspace Reservation subscription, Zoom Rooms subscription, or Zoom Common Area Phone subscription
• Zoom mobile app
  • Android: 5.12.0 or higher
  • iOS: 5.12.0 or higher
• Zoom Apps Quick Launch Button enabled for the account
• Workspace Reservation setting Allow users to reserve workspaces through their Zoom account enabled for the account.

How to access Workspace Reservation on the Zoom mobile app

1. Sign in to the Zoom mobile app.
2. Tap More .
3. Tap Workspaces .

How to navigate the Workspace Reservation mobile app

Reserve a desk on the mobile app

1. Access Workspace Reservation on the Zoom mobile app.
2. At the top of the floor map, tap the top location box and select the location/floor where you want to make your reservation. You can also use the search bar to search for the location that you want.
3. On the floor map, tap the available desk that you want to reserve.
4. In the Reserve a Workspace section, view and update the following information:
   • Tap the current date or time, then select a date and/or time to see availability on the floor.
   • (Optional) Tap Custom Recurrence
5. Tap Reserve to confirm your updated settings.

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.

Replace an existing reservation with a new reservation

When you begin to reserve a new workspace, you will receive a message that indicates that you have another existing reservation during this timeframe.

1. In the pop-up message, view your previous reservation details.
2. Tap Replace to confirm that you want to replace it with a new reservation.

If you continue to reserve a new workspace, the system will automatically delete and replace the previous reservation. The new reservation will appear in the My Reservations panel.

Use Smart Suggestions

When enabled, Workspace Reservation automatically recommends dates and desks for users to reserve a workspace. Zoom will display labels on the map to point out recommended desks. Recommended desks are generally based on the workspaces that the user frequently reserves and workspaces that are near others in the user's same department. Users can accept the recommendation or select a different date or workspace when they reserve a workspace on the mobile app.

1. Above the Reserve a Workspace window, tap the Smart Suggestions button , then tap one of the following options:
   • Suggest Dates: View the recommended dates and timeframe to come into the office based on your schedule and who is coming into the office.
   • Suggest a Desk: View recommended desks that you frequently use or are close to users in the same department.
2. Tap Reserve to reserve the recommended workspace.

View and select Smart Suggestions

The workspace Smart Suggestions recommends days to come into the office when your frequent collaborators will be in the office, and it bases desk recommendations on starred contacts, frequent collaborators, departments, and entered teams.

Smart Suggestions also prioritizes days for you to come into the office based on your meetings. It recommends a date when you have meetings with other people who will be in the office.

Note: You can accept the recommended suggestion, tap See more suggestions, or ignore the recommended suggestion and start a new search.

Filter workspace search

1. Access Workspace Reservation on the mobile app.
2. In the Reserve a Workspace window, tap the filter icon to filter by Workspace Options.
3. Select your filters:
   • Under Contacts, tap My Starred Contacts or My Collaborators to filter your contacts.
   • Under Workspaces, tap Rooms or Desks to filter by workspace type.
     • Under Rooms, you can also filter by Capacity by entering a capacity range.
   • Under Assets, tap the assets you want to filter.
4. (Optional) At the top of the Reserve a Workspace window, tap Clear All to remove all filters.

After applying filters to your search, your search results, according to your criteria, will appear on the floor map.

Add contacts to your list of collaborators

1. Filter a search for a workspace.
2. Under Contacts, to the right of My Collaborators, tap the forward arrow .
   A My Collaborators window will appear.
3. In the window, tap Add Collaborators, then enter and select the names of colleagues you work with regularly.
4. Tap Save.
   The added colleagues will appear in the My Collaborators list.
5. (Optional) Repeat steps 1-4 to add more collaborators.
6. (Optional) In the My Collaborators list, to the right of a collaborator you want to remove, tap Remove.

Search for a user or workspace

At the top of the screen, use the search bar to search for a user or workspace.

1. Access Workspace Reservation on the mobile app.
2. Tap the search bar.
3. Under the search bar, tap the User or Workspace tab.
4. Enter the user or workspace name.
5. In the search results, tap the user or workspace that you want.
   The user or workspace will be displayed on the floor map.

Adjust the floor map view

On the right side of the screen, you can use the zoom or fullscreen tools to adjust your floor map view.

• Zoom: Tap + to zoom in or – to zoom out of the floor map.
• Fullscreen: Tap the fullscreen icon to return to the preset view.

How to reserve a desk

You can reserve an available or busy desk. An available desk is marked green. A busy desk displays the picture of the user who reserved the desk during their reservation time.

1. Access Workspace Reservation on the Zoom mobile app.
2. On the floor map, find and tap an available desk.
3. Edit the following reservation details:
   • To the right of Reserve for, tap the dropdown arrow to select who you want to make the reservation for.
   • To the right of Reserve Date & Time, tap the forward arrow to choose the date and/or time range of your reservation.
4. Tap Reserve to confirm your time.
   If the workspace has a questionnaire, complete the questionnaire, then tap Submit and Reserve.

Note: If a desk you want to book is busy, tap the desk and select View Availability to continue to view and select an available date and time. The desk’s details will appear, showing who reserved the desk and its location. Reserved times are blocked off on the reservation schedule.

How to reserve a room

You can reserve an available or busy room. An available room is marked green. A busy room is marked red.

1. Access Workspace Reservation on the Zoom mobile app.
2. On the floor map, find and tap an available room.
3. Tap Reserve.
4. Edit the following reservation details:
   • To the right of Reserve for, tap the dropdown arrow to select who you want to make the reservation for.
   • To the right of Reserve Date & Time, tap the forward arrow to choose the date and/or time range of your reservation.
   • Under Meeting, tap the forward arrow to select the following options for your room reservation:
     • New Meeting: Create a new meeting for your room reservation by editing the following information.
       • Enter the topic of your meeting.
       • Participants: Enter the participants' email addresses or names that you want to invite. To remove participants' names, tap the X by their names.
       • Select Meeting Host: Select from the following options:
         Note: These selections will affect the Security settings. Selecting yourself will load your meeting settings. Selecting the person you are booking for will load their meeting settings. Selecting the Zoom Room will load the room's meeting settings.
         
         • Myself
         • Zoom Room
         • If you are booking the room for someone else, their name will appear as an option.
       • Security: Select the following security options:
         • Require Meeting Passcode: Tap the Require Meeting Passcode toggle to enable or disable it. If enabled, enter a meeting passcode.
         • Waiting Room: Tap the Waiting Room toggle to enable or disable it.
       • Encryption: Select if you want Enhanced or End-to-end encryption.
     • Existing Meeting: If you select the Existing Meeting option, select an existing Zoom meeting to the room reservation from the dropdown menu. The room time will automatically match the selected meeting time. Your existing meeting details and participants will appear in the My Reservations tab after you make the reservation.
     • No Meeting: Reserve a room with no meeting.
       • Enter the topic of your meeting.
       • Security: Select the following security options:
         • Require Meeting Passcode: Tap the Require Meeting Passcode toggle to enable or disable it. If enabled, enter a meeting passcode.
         • Waiting Room: Tap the Waiting Room toggle to enable or disable it.
       • Encryption: Select if you want Enhanced or End-to-end encryption.
5. Tap Reserve to confirm your reservation.

Notes:

• If a room you want to book is busy, tap the room and select View Availability to continue to view and select an available time. Reserved times are blocked off on the reservation schedule.
• When creating a workspace reservation for a Zoom Room that includes a new Zoom meeting, a meeting passcode will be automatically generated. You can also edit the meeting passcode.

How to view upcoming reservations

1. Access Workspace Reservation on the Zoom mobile app.
2. At the bottom of the screen, tap the My Reservations tab to view your upcoming reservations.
3. (Optional) At the top of the screen, to the right of the date range, tap the down arrow to select the date range you want to view upcoming reservations.
4. (Optional) At the top of the screen, to the right of Myself, tap the down arrow to select whose reservations you want to view.

How to view a user's contact information on the floor map

When you tap a reserved desk or the workspace, you can view the contact card of the user who reserved that desk. This feature must be enabled by the account admin.

To view a user's contact information on the floor map:

1. Access Workspace Reservation on the Zoom mobile app.
2. On the floor map, tap a reserved workspace.
   The information card will appear, displaying the user's contact information, name, department, and email.

How to manage your reservations

Manage your reservations

You can edit or delete your reservation. You can also refill the reservation questionnaire.

1. Access Workspace Reservation on the Zoom mobile app.
2. In the bottom center of the Reserve a Workspace window, tap My Reservations.
3. On a reservation that you want to edit, tap the ellipsis , then select from the following actions:
   • Get directions: Know the direction and location of your desk.
   • Edit Reservation: Edit the date and/or time range of your reservation and/or change the location of the reservation, then tap Reserve to save changes.
   • Edit Questionnaire: Update your answers in the workspace questionnaire. Tap Submit to confirm.
   • Delete Reservation: Delete your reservation. After you tap Delete, a confirmation window will appear. In the confirmation window, tap Delete.

Check in / check out of your reservation

After you reserve a workspace, you can check in to your reservation to confirm that you are using the workspace. You can also check out of your reservation at any time, even before the end of your scheduled time, to confirm that you are no longer using the workspace.

Learn more about checking in and out of a workspace reservation.