Enabling or disabling Workspace Reservation AI recommendations

Zoom Workplace includes workspace reservation AI recommendations, which uses AI to suggest meeting rooms, desks, and office days. Suggestions are based on factors such as participant attendance, scheduled meetings, desk locations, and meeting size in relation to room capacity. The system presents these suggestions to meeting organizers and users, who can review and reserve available spaces directly within the platform.

Account owners and admins can enable or disable workspace reservation AI recommendations, including Proactive room recommendations, for their organization. They can also choose whether to provide suggestions for desks, rooms, office days, or a combination of these options by selecting the applicable settings.

Requirements for enabling or disabling workspace reservation AI recommendation

• Zoom Workplace account with workspace reservation enabled
• Meeting host must be onsite (checked into a workspace or have a room booked)
• Access to Zoom desktop or mobile app, or team chat web interface
• Participant workspace check-ins or room bookings for accurate recommendations
• Either a Zoom Workspace Reservation subscription, Zoom Rooms subscription, or Zoom Common Area Phone subscription
• Account owner or admin privileges

How to enable or disable workspace reservation AI recommendation

Account

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. Click Account Settings to enable this setting for the entire account.
4. Under Basic, click the Workspace Reservation AI recommendations toggle to enable or disable it.
5. If a verification dialog displays, click Enable or Disable to verify the change.
6. (Optional) If you want to prevent all users in the account from changing this setting, click the lock  icon, and then click Lock to confirm the setting.
7. When enabled, select one or more options:
   • Day recommendation: Enable recommendations for days for users to come into the office
   • Desk recommendation: Enable recommendations for users' desk reservations
   • Room recommendation: Enable recommendations for user's room reservations
   • Proactive room recommendations: Receive room suggestions from AI Companion (AIC) based on participant count, meeting size, and desk locations
     

     • Proactive room recommendations is only available with version 6.7.5 or later
     • This feature can be configured at the account, site, group, or user level following settings

Users

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Settings then click the AI Companion tab.
3. Under Workspace Reservation, click the Workspace Reservation AI recommendations toggle to enable or disable it.
4. When enabled, select one or more options:
   • Day recommendation: Enable recommendations for days for users to come into the office
   • Desk recommendation: Enable recommendations for users' desk reservations
   • Room recommendation: Enable recommendations for user's room reservations
   • Proactive room recommendations: Receive room suggestions from AI Companion (AIC) based on participant count, meeting size, and desk locations
   

   Proactive room recommendations are only available with version 6.7.5 or later.

How to understand room recommendation criteria

AIC reactive room recommendations consider multiple factors to suggest the best meeting spaces for your needs. Understanding these criteria helps you make informed booking decisions.

Participant-based recommendations

The system analyzes your meeting to provide relevant suggestions:

• Participant count matching: Recommendations match room capacity to the number of onsite participants
• Remote participant filtering: Only onsite participants are considered when determining room size needs
• Workspace check-ins: The system uses current workspace check-in data to identify who's physically present

Location-based recommendations

Room suggestions prioritize convenience and accessibility:

• Desk proximity: Rooms near participants' current desk locations are prioritized
• Availability matching: Only available rooms for your requested time slot are suggested
• Capacity optimization: Right-sized rooms that match your group size without being too large or small

Smart room consolidation

The system identifies opportunities to improve space utilization:

• Multiple meeting detection: When multiple small meetings could benefit from a single larger room
• Efficiency suggestions: Recommendations to combine bookings when it improves overall utilization
• Clear rationale: Each suggestion includes an explanation of why the room is recommended

How to book recommended rooms

AIC reactive recommendations maintain the streamlined booking experience while providing better suggestions.

View recommendation details

1. When booking a meeting room in Zoom Workspaces, view the suggested rooms list.
2. Each recommendation includes:
   • Room capacity and current participant count match
   • Proximity to attendees' desk locations
   • Availability status for your requested time
   • Explanation of why the room is recommended

Reserve with one-click booking

1. Review the recommended room details and rationale.
2. Click the suggested room to reserve it immediately.
3. The room will be booked for your meeting without additional steps.

The one-click reservation behavior is preserved to keep booking effortless.

How to receive and use room recommendations

Receive proactive recommendations

You'll automatically receive room recommendations in the following situations:

• You forgot to reserve a room for your meeting, and suitable rooms are still available
• Your originally selected room is too small for the number of onsite participants
• Your selected room is too far from where most participants are located
• Multiple small rooms are booked in the same location when a larger room would be better

You'll only receive one notification per event, and recommendations are only sent to meeting hosts who are on-site.

Accept room recommendations

1. Open the recommendation notification you received.
2. Review the suggested room details, including capacity and location.
3. Click Accept to reserve the recommended room.
   The system automatically updates your meeting reservation.
4. (Optional) Click Decline if you prefer to keep your current arrangement.

Understanding recommendation scenarios

Missing room reservation

If you schedule a meeting but forget to book a room, the system will:

• Detect that no room is reserved for your upcoming meeting
• Check for available rooms that match your meeting size and participant locations
• Send you a recommendation before the meeting starts
• Allow you to book the suggested room with one click

Room capacity mismatch

When your booked room doesn't match your meeting needs, the system will:

• Compare workspace check-ins with your booked room capacity
• Identify if the room is too small for onsite participants
• Suggest a more appropriately sized room
• Ensure recommendations don't exceed total expected meeting participants

Location optimization

For location-based recommendations, the system will:

• Analyze where participants have checked into workspaces
• Identify if your current room is far from most participants
• Suggest rooms closer to where participants are located
• Consider desk bookings and workspace check-ins for optimal placement

Room consolidation

When multiple small rooms could be combined, the system will:

• Detect multiple small room bookings in the same location
• Check if a larger room is available that could accommodate all participants
• Recommend switching to the more efficient larger space
• Allow one-click consolidation of bookings

Troubleshooting common issues

Not receiving recommendations

If you're not receiving room recommendations, check the following:

• Onsite status: Ensure you're checked into a workspace or have a room booked. Recommendations are only sent to onsite hosts
• Admin settings: Verify that your admin has enabled proactive recommendations for your account
• Previous notifications: Remember that only one recommendation is sent per event to avoid spam
• Meeting timing: Recommendations are sent before meetings start, not during or after

Inaccurate room suggestions

If room recommendations don't seem appropriate:

• Check participant data: Ensure participants have checked into workspaces or booked rooms for accurate attendance tracking
• Verify meeting details: Confirm your meeting participant list is up to date in your calendar
• Review location data: Make sure workspace check-ins reflect actual participant locations

Unable to accept recommendations

If you can't accept a room recommendation:

• Room availability: The recommended room may have been booked by someone else between when the recommendation was generated and when you tried to accept it
• Booking permissions: Verify you have permission to book the recommended room
• Network connectivity: Ensure you have a stable internet connection to process the booking

Warning: Room recommendations are based on real-time availability. Delaying your response may result in the suggested room becoming unavailable.

Disable recommendations for specific meetings

While you can't disable recommendations for individual meetings, you can:

• Decline recommendations when you receive them
• Ask your admin to disable the feature at your user level if needed
• Ensure you book appropriate rooms initially to minimize recommendation triggers