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 building and floor levels.

Notes:

• Account owners and admins can manage the Reservation Questionnaire and Pre Check In Questionnaire settings at the individual workspace level. These settings are inherited by workspaces of that floor, including lock controls, and they can be overridden at the individual workspace level when unlocked.
• Account owners and admins can also create a Reservation Questionnaire and a Pre Check In Questionnaire at the floor location hierarchy level.

Requirements for managing Workspace Reservation questionnaires

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

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 Questionnaire, 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 more icon and select one of the following:
     • Add skip logic: Select a single-choice question and define the option that allows participants to skip to another question or to the end.
     • Duplicate: 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.

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 Questionnaire, 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 more icon and select one of the following:
     • Add skip logic: Select a single-choice question and define the option that allows participants to skip to another question or to the end.
     • Duplicate: 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 create a questionnaire

Manage reservation questionnaires

Note: URLs included in questionnaire titles, help text, or question text are automatically rendered as clickable hyperlinks. 

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 questionnaire.
4. Click Settings.
5. Under Questionnaire, then Manage reservation questionnaires, click Manage reservation questionnaires.
6. Click Create questionnaire.
7. Edit the following:
   • Title: Enter the title of the questionnaire
   • Question: Enter your question
     Select the type of answer for your question from the dropdown menu.
     • Single choice
       • Choice 1
       • Choice 2
       • (Optional) +Add choice
       • (Optional) Toggle on Required if you want your user to answer your questions.
       • (Optional) Click the 3 dots and choose one of the following:
         • Add skip logic: From the dropdown menu, select Direct skip logic or Conditional skip logic
           
           • Direct logic: Participants can choose to skip to another question, the end, or another questionnaire. The question is required.
             • Question: Enter the title of your question
             • When selected options include: When a user selects a choice, add an option to skip to the next question or end the questionnaire.
           • Conditional skip logic: Select at least two single-choice questions with options; participants may skip to another question, the end, or a different questionnaire, and this question is required. 
             • • If question and answer conditions are met: Title of the question.
               • When selected options include: Select from the choice questions.
               • (Optional) Add a question and answer under and.
               • Then skip to question: When a user selects a choice, add an option to skip to the next question or end the questionnaire.
               • (Optional) To add another skip logic, click + Add another conditional skip logic.
         • Duplicate: Duplicate the question
     • Multiple choice
       • Choice 1
       • Choice 2
       • (Optional) +Add choice
     • Short answer
       • Min character: Set the minimum number of characters
       • Max character: Set the maximum number of characters (Max character set is 500)
     • Number
       • Min number: Set the minimum number 
       • Max number (optional): Set the maximum number
8. (Optional)
   • Click + Add question if an additional question is needed.
   • Click Save as draft.
   • Click the trash icon to delete your question.
9. Click Save.

Manage pre-check in questionnaires

Note: URLs included in questionnaire titles, help text, or question text are automatically rendered as clickable hyperlinks.

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 questionnaire.
4. Click Settings.
5. Under Questionnaire, then Manage pre-check-in questionnaires, click Manage pre-check in questionnaires.
6. Click Create questionnaire.
7. Edit the following:
   • Title: Enter the title of the questionnaire
   • Question: Enter your question
     Select the type of answer for your question from the dropdown menu.
     • Single choice
       • Choice 1
       • Choice 2
       • (Optional) +Add choice
       • (Optional) Toggle on Required if you want your user to answer your questions.
       • (Optional) Click the 3 dots and choose one of the following:
         • Add skip logic: From the dropdown menu, select Direct skip logic or Conditional skip logic
           
           • Direct logic: Participants can choose to skip to another question, the end, or another questionnaire. The question is required.
             • Question: Enter the title of your question
             • When selected options include: When a user selects a choice, add an option to skip to the next question or end the questionnaire.
           • Conditional skip logic: Select at least two single-choice questions with options; participants may skip to another question, the end, or a different questionnaire, and this question is required. 
             • • If question and answer conditions are met: Title of the question.
               • When selected options include: Select from the choice questions.
               • (Optional) Add a question and answer under and.
               • Then skip to question: When a user selects a choice, add an option to skip to the next question or end the questionnaire.
               • (Optional) To add another skip logic, click + Add another conditional skip logic.
         • Duplicate: Duplicate the question
     • Multiple choice
       • Choice 1
       • Choice 2
       • (Optional) +Add choice
     • Short answer
       • Min character: Set the minimum number of characters
       • Max character: Set the maximum number of characters (Max character set is 500)
     • Number
       • Min number: Set the minimum number 
       • Max number (optional): Set the maximum number
8. (Optional)
   • Click + Add question if an additional question is needed.
   • Click Save as draft.
   • Click the trash icon to delete your question.
9. Click Save.

How to view and edit questionnaire

Desktop

1. Sign in to the Zoom desktop app.
2. In the navigation menu, click Workspaces.
   Note: If you’re unable to see the Workspaces icon, click More.
3. Click My reservations in the upper right corner.
4. Select your reservation and click the 3 dots .
5. Click View and edit questionnaire.
6. Edit your answers and click Resubmit.

Web portal

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Workspaces, then Workspace Reservation.
3. Click My reservations in the upper right corner.
4. Select your reservation and click the 3 dots .
5. Click View and edit questionnaire.
6. Edit your answers and click Resubmit.

How to import a questionnaire

Manage reservation questionnaires

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 questionnaire.
4. Click Settings.
5. Under Questionnaire, then Manage reservation questionnaires, click Manage reservation questionnaires.
6. Click Import questionnaire.
7. Click the dropzone to upload, drop, or paste your CSV file.
   Note: Max file size is 500KB. Supported file type is CSV.
8. (Optional)
   • Click Download CSV sample to view the sample format.
   • Click the pencil icon to edit your questionnaire.
   • Click the 3 dots  and select from the following:
     • Duplicate
     • View data
     • Preview
     • Export
     • Delete

Manage pre-check in questionnaires

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 questionnaire.
4. Click Settings.
5. Under Questionnaire, then Manage pre-check in questionnaires, click Manage pre-check in questionnaires.
6. Click Import questionnaire.
7. Click the dropzone to upload, drop, or paste your CSV file.
   Note: Max file size is 500KB. Supported file type is CSV.
8. (Optional)
   • Click Download CSV sample to view the sample format.
   • Click the pencil icon to edit your questionnaire.
   • Click the 3 dots  and select from the following:
     • Duplicate
     • View data
     • Preview
     • Export
     • Delete

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.

• Min Character: Enter the minimum number of characters the answer must contain.
• Max Character: Enter the maximum number of characters the answer can contain.

How to add external email 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.
4. Click Settings.
5. Under Questionnaire, then External notification email recipients, click Add new.
6. Enter the recipient's email address.
7. Click Save.