Managing Workspace Reservation questionnaires


With Workspace Reservation, admins can enable two questionnaires for their workspaces: Reservation Questionnaire and Pre-Check In Questionnaire.

Reservation Questionnaire appears to users when completing a reservation, and it must be answered to successfully reserve a workspace. Pre-Check In Questionnaire is emailed to users a set number of hours before the reservation, and admins can make it a requirement so that if a user does not answer the questionnaire, their reservation is canceled.

Account owners and admins can also receive workspace reservation questionnaire information in an email every time a user completes a questionnaire. This setting is available at the account, location, and workspace levels.

Notes:

This article covers:

Prerequisites for managing Workspace Reservation questionnaires

How to set up a reservation questionnaire

Reservation questionnaires can be set up at the account and subsequent workspace levels. These questionnaires will display to the user before completing a reservation. Admins can download reports with responses in the Workspace Dashboard.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Workspaces Management then Workspaces. 
  3. Use location hierarchy to access the hierarchy level you want to set up a reservation questionnaire.
    You can also manage reservation questionnaires at the account level by clicking Account Settings.
  4. Under Basic, click the Reservation Questionnaire toggle to enable or disable it.
  5. If a verification dialog displays, click Enable or Disable to verify the change.
  6. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  7. In the questionnaire window, edit the title and add questions.
    Note: You can choose your answers to be single choice, multiple choice, or short answer.
    • (Optional) On the bottom-right corner of each question, click the copy icon to duplicate the question. 
    • (Optional) On the bottom-right corner of each question, click the trash icon to delete the question. 
  8. Click Save.
  9. (Optional) To edit the questionnaire you created, click Edit.

Manage reservation questionnaire notification recipients

Select how you want to send an email notification when a user completes a reservation questionnaire.

  1. Set up a reservation questionnaire.
  2. Under Reservation Questionnaire Notification Recipients, select from the following checkboxes:
    • Send an email notification when a user completes a reservation questionnaire
    • Send an email notification when a user completes a pre-check in questionnaire

How to add reservation questionnaire notification recipients

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Workspaces Management then Workspaces. 
  3. Use location hierarchy to access the hierarchy level you want to set up a reservation questionnaire.
    You can also manage reservation questionnaires at the account level by clicking Account Settings.
  4. Under Basic, in the Reservation Questionnaire Notification Recipients section, enter the recipient's email address.
  5. (Optional) To remove a recipient, click the icon on their name.
  6. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  7. Click Save.

An email notification will be sent to the reservation questionnaire notification recipients when a user completes a reservation questionnaire. The added email address(es) will receive an email with details about the workspace reservation and the reservation questionnaire responses. The alert email will be sent for each individual new workspace reservation if that workspace has a reservation questionnaire.

Reservation questionnaire details will appear as a CSV attachment.

How to set up a pre-check in questionnaire

Pre-check in questionnaires can be set up at the account and subsequent workspace levels. Pre-check in questionnaires are sent to users a set number of hours before their reservation. Admins can download reports with responses in the Workspace Dashboard.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Workspaces Management then Workspaces.
  3. Use location hierarchy to access the hierarchy level where you want to set up a pre-check in questionnaire.
    You can also manage pre-check in questionnaires at the account level by clicking Account Settings.
  4. Under Basic, click the Pre-Check In Questionnaire toggle to enable or disable it.
  5. If a verification dialog displays, click Enable or Disable to verify the change.
  6. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  7. In the questionnaire window, edit the title and add questions.
    Note: You can choose your answers to be single-choice, multiple-choice, or short answer.
    • (Optional) On the bottom-right corner of each question, click the copy icon to duplicate the question. 
    • (Optional) On the bottom-right corner of each question, click the trash icon to delete the question. 
  8. Click Continue.
    The questionnaire will be saved to the web portal settings.
  9. In the box in Send email questionnaire 12 hours before the check in time to users, enter a number for the email questionnaire to be sent to your users for that set time period.
  10. (Optional) Select the Cancel reservation 2 numbers of hours if the user does not fill the questionnaire out check box. Enter a number in the box to cancel the reservation if the user does not complete the questionnaire within that set time period.
  11. Click Save.
  12. (Optional) To edit the questionnaire you created, click Edit.

How to add pre-check in questionnaire notification recipients

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Workspaces Management then Workspaces. 
  3. Use location hierarchy to access the hierarchy level you want to set up a reservation questionnaire.
    You can also manage reservation questionnaires at the account level by clicking Account Settings.
  4. Under Basic, in the Pre-Check In Questionnaire Notification Recipients section, enter the recipient's email address.
  5. (Optional) To remove a recipient, click the icon on their name.
  6. (Optional) To prevent all users in your account from changing this setting, click the lock icon , and then click Lock to confirm the setting.
  7. Click Save.

An email notification will be sent to the pre-check in questionnaire notification recipients when a user completes a pre-check in questionnaire. The added email address(es) will receive an email with details about the workspace reservation and the questionnaire responses. The alert email will be sent for each individual new workspace reservation if that workspace has a pre-check in questionnaire.

Pre-check-in questionnaire details will appear as a CSV attachment.

How to use available question formats

Multiple Choice

Use the multiple-choice format to ask users to answer with one or more options.

  1. Click Untitled Question to type your question.
  2. Click Choice 1 to type the first answer. Click Choice 2 to type the second answer if necessary
  3. (Optional) Click + Add choice and type the new answer.
  4. Repeat steps to add as many options as needed.

Single Choice

Use the single-choice format to ask users to answer with only one option.

  1. Click Untitled Question to type your question.
  2. Click Choice 1 to type the first answer. Click Choice 2 to type the second answer if necessary
  3. (Optional) Click + Add choice and type the new answer.
  4. Repeat steps to add as many options as needed.

Short Answer

Use the short-answer format to ask users to provide a written answer using 1-500 characters.