Managing Workspace Reservation floor maps

To complete setting up Workspace Reservation, workspaces must be placed on a map to be reservable. You must upload a floor map to the Zoom web portal to configure this option. Once this is done, you can designate the areas on the floor map that match the locations of your organization’s workspaces. This allows users to view the floor map and reserve these spaces.

Note: Each workspace must have a calendar resource or have Zoom Calendar service enabled to be reservable.

This article covers:

• How to upload a floor map
• How to edit a floor map
• How to configure a floor map
  • Add workspaces on the floor map
  • Resize and draw rooms
  • Configure desks and rooms on the floor map
  • Configure kiosks and digital signage on the floor map
• How to delete a floor map
• How to enable or disable the neighborhood box boundary on a floor map

Prerequisites for managing Workspace Reservation floor maps

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

How to upload a floor map

1. Access Workspaces Management.
2. In the left-side hierarchy, click a location, then select the floor to which you want to upload a floor map.
3. Once at the floor page, Add a Floor Map.
4. Select an image to use as your floor map, then upload it.
   Note: The image can be a JPG or PNG file and cannot exceed 5MB.

How to edit a floor map

When you edit a floor map, the Edit Floor Map overview will appear. In the left navigation menu, you can view the following dropdown menu list items:

• Add Workspaces to Map: Includes all desks, rooms, kiosks, and digital signage that have not been added to the floor map; you can add these to the floor map.
• Desks: Includes all desks that are added to the floor map.
• Rooms: Includes all rooms that are added to the floor map.
• Kiosk: Includes all kiosks that are added to the floor map. If a kiosk is added to the map, users will see a You are here indicator at the location placed on the map when they are at that kiosk.
• Digital Signage Only: Includes all digital signages that are added to the floor map. If digital signage is added to the map, users will see a You are here indicator at the location placed on the map when they are at that digital signage screen.

To edit a floor map:

1. Access Workspaces Management.
2. In the left-side hierarchy, click a location, then select the floor with the floor map that you want to edit.
3. To the right of the floor map, click Edit.
   The Edit Map view of your floor map will appear.
4. Configure your floor map.
5. (Optional) At the bottom of the floor map, select the following actions:
   • Upload a New Map : Upload a new map to replace the existing floor map.
   • Remove All Workspaces : Remove all workspaces from your floor map.
   • Desks Resize: Use the scrolling bar to adjust your desks’ sizes.
   • Zoom in/zoom out: Click the zoom icons to increase or decrease the size of the floor map.
6. Click Save to save your edits.

How to configure a floor map

After you upload a floor map, you can configure rooms and desks on it. You can add Zoom Rooms, workspaces, Common Area Phones (Common Area Phones with hot desking enabled) that are located on that floor to the floor map.

Note: To complete setting up a newly created workspace so that it is reservable, you must do one of the following actions:

• Return to Room Settings to integrate it with a calendar resource and device, if applicable.
• Under a desk, click + Add Calendar.

Add workspaces on the floor map

Add desks

1. After you add a floor map, access your uploaded floor map that you want to edit.
2. In the top-left corner, click the Desk button.
   Your cursor will appear on the floor map.
3. Click the floor map to create a desk.
   A panel will appear.
4. In the panel, complete the following information:
   • Name: Enter a desk name.
   • Calendar: Select calendar resources to connect with the desk:
     • Use Zoom Calendar Service: Select this option to integrate workspaces with the Zoom Calendar client to manage the calendar events in a centralized location.
     • Use External Calendar Service: Click the Select a calendar service dropdown menu and select the external calendar service you want to connect with the desk. Then, use the Select a calendar resource dropdown menu to select the calendar resource for the desk.
   • (Optional) Assets: Add assets associated with the desk (such as a dual monitor, standing desk, and so on).
5. Click Done.
   The desk will appear automatically on the floor map.
6. In the top-right corner, click Save.

Add rooms

1. After you add a floor map, access your uploaded floor map that you want to edit.
2. In the top-left corner, click the Reservation Only Room button.
   Your cursor will appear on the floor map.
3. Click the floor map to create a room.
   A panel will appear.
   Note: Rooms can be resized and drawn in different shapes.
4. In the panel, complete information for the following:
   • Name: Enter a room name.
   • Calendar: Select calendar resources to connect with the room:
     • Use Zoom Calendar Service: Select this option to integrate workspaces with the Zoom Calendar client to manage the calendar events in a centralized location.
     • Use External Calendar Service: Click the Select a calendar service dropdown menu and select the external calendar service you want to connect with the desk. Then, use the Select a calendar resource dropdown menu to select the calendar resource for the desk.
   • Optional) Assets: Add assets associated with the desk (such as a dual monitor, standing desk, and so on).
   • (Optional) Capacity: Add the capacity of the room.
   • (Optional) Workspace Photo: Click Upload New Photo to upload a photo of the workspace.
     Note: Please select a JPG/JPEG, GIF, or 24-bit PNG (no alpha) image file with suggested dimensions that are 1920px by 1080px.
5. Click Done.
   The room will appear automatically on the floor map, where you can resize and draw the room.
6. When you're finished resizing and drawing your room, click the checkmark icon  to save your edits and close out of editing the room.
7. In the top-right corner, click Save.

Resize and draw rooms

Resize and draw rooms when adding a room

1. Access the uploaded floor map that you want to edit.
2. Add a Reservation Only Room.
   A panel will appear, where you can add the room's information, and the editing toolbar will appear under the room on the floor map.
3. On the toolbar, select the following actions:
   • Click the square icon to shape the room as a square.
   • Click the circle icon  to shape the room as a circle.
   • Click the draw icon to draw lines and outline the room.
   • Click the close icon  to cancel and close out of editing the room.
   • Click the checkmark icon to save your edits and close out of editing the room.
4. Resize the room by clicking down on the room's corner and dragging the resizing arrows  to control the room size, then click the checkmark icon  on the toolbar to save your edits.
5. In the top-right corner, click Save.

Resize and draw rooms when editing the floor map

1. Access the uploaded floor map that you want to edit.
2. Click the room that you want to edit.
   Under the room that you are editing, the editing toolbar will appear on the floor map.
3. On the toolbar, select the following actions:
   • Click the square icon to shape the room as a square.
   • Click the circle icon  to shape the room as a circle.
   • Click the draw icon to draw lines and outline the room.
   • Click the close icon  to cancel and close out of editing the room.
   • Click the checkmark icon  to save your edits and close out of editing the room.
4. Resize the room by clicking down on the room's corner and dragging the resizing arrows  to control the room size, then click the checkmark icon  on the toolbar to save your edits.
5. In the top-right corner, click Save.

Configure desks and rooms on a floor map

1. After you add a floor map, access your uploaded floor map that you want to edit.
2. Under Add Workspaces to Map, find a (previously created) desk or room that you want to add to the map.
3. Drag the desk or room from the list to the map.
   The desk or room will now appear on the map and in the left navigation menu under Desks or Rooms.
4. In the right panel, edit its information.
5. Click Save to save your changes.

Add calendar resource

A calendar resource must be added to the workspace for it to function properly. Without a calendar resource, users cannot reserve that workspace. When an admin doesn't add a calendar to a workspace, the workspace will be marked on the floor map, indicating that the admin needs to edit it and add a calendar resource.

Learn more about managing Workspace Reservation calendar integration or enabling Zoom Calendar service for workspaces.

Edit desks and rooms on a floor map

While you’re editing the floor map:

1. On the floor map, click the desk or room that you want to edit.
   The right panel will appear.
2. In the panel, edit its information.
3. Click Save to save your changes.

Delete desks and rooms on a floor map

While you’re editing the floor map:

1. Click the desk or room on the floor map that you want to delete.
   The right panel will appear.
2. In the panel, click Remove.

The room or desk will be deleted and will disappear from the left navigation menu’s list.

Configure kiosks and digital signage on a floor map

1. Access your uploaded floor map that you want to edit.
2. Under Add Workspaces to Map, find a kiosk or digital signage that you want to add to the map.
3. Drag the kiosk or digital signage from the list to the map.
   The kiosk or digital signage will now appear on the map and in the left navigation menu under Kioks or Digital Signage Only.
4. Click the kiosk or digital signage icon on the floor map.
   The kiosk or digital signage panel will appear, displaying a Preview of the floor map.
5. Click Save to save your changes.

Users will see a You are here indicator when looking at the map from that location.

How to delete a floor map

After you add a floor map, you can return to the Workspaces tab to remove floor maps.

1. Access Workspaces Management.
2. In the left location hierarchy, click the floor with the floor map that you want to delete.
   The floor’s overview will appear.
3. To the right of the Edit Floor Map button, click the ellipses .
4. Click Delete Floor Map to delete the floor plan.

How to enable or disable the neighborhood box boundary on a floor map

1. Sign in to the Zoom web portal as an admin.
2. In the navigation menu, click Workspaces Management then Workspaces.
3. Use location hierarchy to access the floor level for which you want to enable or disable this setting.
4. Select the floor you want to edit and click Configure Floor Map.
5. In the navigation menu, click Neighborhood and select the floor you want to edit.
6. In the right navigation menu, click Create a Neighborhood.
7. Scroll down and toggle on/off the Hide the gray border of this neighborhood in the floor map option.
8. Click Done to save the changes.