Understanding Workspace Reservation location hierarchy

If your organization includes workspaces that are placed in a variety of locations, the account owner or admin can organize a hierarchical structure to manage them more effectively. Depending on the needs of your organization, you can specify a location for a workspace that includes its Country/Region, City, Campus, Building, and Floor.

Requirements for using Workspace Reservation location hierarchy

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

How to design a hierarchical structure

An account owner can design a hierarchy to define the locations of all workspaces. The account owner or designated Workspaces administrators can also configure different settings at each level of this hierarchy.

• The highest level of the hierarchy is your account in Account Settings, where the account owner defines default settings that can be used in all workspaces.
• The intermediate levels of the hierarchy are Country, City, Campus, Building, and Floor. The account owner or Workspaces administrator can define any or all of these levels to be in the hierarchy, depending on the needs of your organization.
• Floor level is necessary for managing workspaces.
• The lowest level of the hierarchy is the individual workspace. The account owner or Workspace administrator can configure each workspace with settings unique to that room, or the room can inherit the characteristics from any level above it in the hierarchy.

How to understand the inheritance of settings

If you do not change the settings for any intermediate levels in the hierarchy, all rooms inherit the account settings. This works well for a small number of workspaces managed by a single person.

For example, say that the value of the Reservation Questionnaire setting at the account level is for all workspaces. But suppose admins want users at BuildingA to receive different questions upon reservation. You could individually configure the Reservation Questionnaire for BuildingA. Alternatively, though, you could configure the Questionnaires one time by changing its settings at the Building level. Each floor and workspace in the building, would then automatically inherit this change.

In this example, the administrator would edit the settings for BuildingA and configure the Questionnaires at the account level. Both FloorA1 and FloorA2, as well as all 4 rooms in BuildingA, inherit the updated Questionnaire. The 4 rooms in BuildingB would continue to use the account-level Questionnaire.

How to create a Workspace Reservation hierarchy

Only the account owner can create the initial hierarchy. After the hierarchy is established, Workspaces administrators can modify it. Account owners and admins can use a unified location management section on the web portal to manage Workspace Reservation at the account level and create a location directory.

The Workspace Reservation section only displays Workspace Reservation-relevant data in the location hierarchy under that section of the web portal.

Learn more about creating a Workspace Reservation location directory.

How to directly select hierarchy levels

1. Access Workspaces Management.
2. Access the hierarchy level you want to manage (building, floor, or workspace).
3. Click Settings for that location or workspace (Building Settings, Floor Settings, Desk/Room Settings).
4. At the top of the page, click the hierarchy button  to view the Workspaces hierarchy.
5. Select the hierarchy level (location or workspace level) you want to access.
   You will be directed to the Settings page of that hierarchy level.

How to configure workspace hierarchy levels

Access workspace hierarchy settings

1. Sign in to the Zoom web portal as an admin.
2. In the navigation menu, click Workspaces Management, then Workspaces.
3. Click Account settings.
4. Under Basic, scroll down to Select the hierarchy levels displayed in Workspaces reservation section.

Configure hierarchy levels

1. In the workspace hierarchy section, select which location hierarchy levels will display to users.
2. Select the checkbox next to each hierarchy level you want to display in the workspace reservation.
   • Country/Region - Top-level geographic designation
   • State - Secondary geographic level within countries
   • City - A defined area that contains multiple locations
   • Building - Individual building structures 
   • Floor - Floor levels within buildings (enabled by default)
3. Click Save to apply your changes.

The updated hierarchy will appear in the workspace reservation dropdown for all users when they book workspaces.

How to use a workspace hierarchy levels

Reserve a workspace with hierarchy levels

1. Open the Zoom client or sign in to the Zoom web portal.
2. Click the Workspaces tab.
3. Use the hierarchy dropdown to navigate through your organization's location structure:
   • Select your Country (if enabled)
   • Choose your State/Region (if enabled)
   • Pick your City (if enabled)
   • Select your Building
   • Choose your Floor
4. Click the Reserve button, then select Reserve a desk or Reserve a room.
5. Select your preferred workspace from the available options.
6. Choose your reservation date and time.
7. Click Reserve to complete your booking.

Note: Users will only see the hierarchy levels that administrators have enabled in the workspace settings.

Managing workspace locations

Add location hierarchy data

1. In the Zoom web portal.
2. In the navigation menu, click Workspaces Management, then Workspaces.
3. Click the location where you want to add a new one.
4. Click the Add button.
5. Fill in the location details for each hierarchy level you've enabled:
   • Enter the Location name
   • (Optional) Description
   • Select the appropriate Parent location (if applicable)
   • Choose the Location type (country, state, city, building, or floor)
6. Click Save to create the location.
7. Repeat this process for all locations in your organization's hierarchy.

Edit existing hierarchy locations

1. Select the location that you want to modify.
2. Click the Edit button.
3. Update the location information as needed.
4. Click Save to apply your changes.

Warning: Modifying location hierarchy after users have made reservations may affect existing bookings. Review all active reservations before making significant changes to your location structure.