Using Workspace Reservation on the Zoom web portal

Workspace Reservation allows users to reserve workspaces in the office. Users can easily reserve available desks or meeting spaces either at the office, on a Virtual Receptionist Kiosk and Zoom Rooms for Touch devices, or on the Zoom web portal. Workspace Reservation provides easy QR code check-in to Zoom device-enabled desks, interactive maps, and desk occupancy status.

Note: When you reserve a workspace, a prompt will appear, informing you that you must complete the workspace questionnaire (if enabled by an admin) and check in on time for your reservation. If a questionnaire is not submitted on time or if check-in is not performed on time, then the workspace will be automatically released. This information will also be included in the reservation confirmation email.

Requirements for using Workspace Reservation on the Zoom web portal

• Either a Zoom Workspace Reservation subscription, Zoom Rooms subscription, or Zoom Common Area Phone subscription
  Note: Your admin must enable the Workspace Reservation functionality for the map and desk booking features. Please contact your account admin.

How to manage workspace reservations on the Zoom web portal

Reserve a desk

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Workspaces then Workspace Reservation.
3. On the upper left corner of the page, click the plus icon and click Reserve a desk. Click the boxes to select the following information:
4. At the top of the page, click the boxes to select the following information:
   • Select the date that you want to reserve a desk.
   • Select the timeframe that you want to reserve a desk.
   • (Optional) Under the date and time, select the recurrence of your reservation.
   • (Optional) Use the search bar to search for a specific user or workspace name.
5. After you enter your workspace criteria, view the floor map for desk recommendations.
   You will see labels on the map that point out recommended desks, based on your search criteria (i.e., a desk by a starred contact or frequent collaborator).
6. Click the desk that you want to reserve.
   A panel will appear with the workspace's information.
7. (Optional) If a desk you want to book is busy, click the desk and select View Availability to continue to view and select an available time.
8. Click Reserve.
   If the workspace has a questionnaire, complete the questionnaire, then click Submit and Reserve.

The desk will be reserved for you.

Reserve a room

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Workspaces then Workspace Reservation.
3. In the upper left corner of the page, click the plus icon and click Reserve a room. Click the boxes to select the following information:
   For new event:
   
   • Select the date that you want to reserve a room.
   • Select the timeframe that you want to reserve a room.
   • (Optional) Click the Filter icon by Assets.
   • (Optional) Click Choose a different room to select a different room to reserve.
   • (Optional) Use the search bar to search for a specific user or workspace name.
   • After you enter your workspace criteria, view the floor map for room recommendations.
     You will see labels on the map that point out recommended rooms, based on your search criteria (i.e., a room by a starred contact or frequent collaborator).
   • Click the room that you want to reserve.
     A panel will appear with the room's information.
   • Click Reserve.
     If the room has a questionnaire, complete the questionnaire, then click Submit and Reserve.

For existing meeting: Click the Reserve button to reserve a room.

The room will be reserved for you.

Notes:

• If a room you want to book is busy, click the room and select View Availability to continue to view and select an available time.
• When creating a workspace reservation for a Zoom Room that includes a new Zoom meeting, a meeting passcode will be automatically generated. You can also edit the meeting passcode.

View, edit, or delete upcoming reservations

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Workspaces then Workspace Reservation.
3. In the top right corner, click My Reservations.
   A My Reservations panel will appear, displaying your upcoming reservations.
4. (Optional) To the right of View, click the dropdown menu to select an upcoming date range for your reservations.
5. Hover your mouse over a reservation, then click the ellipses and select an action:
   
   • Get directions: Get the direction of the room on the floor map.
   • Edit Reservation: Edit the details of your reservation, then click Reserve to save changes.
   • Delete Reservation: Delete your reservation. After you click Remove, a confirmation window will appear. In the confirmation window, click Remove.

Delete a reservation using your avatar on the floor map

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Workspaces then Workspace Reservation.
3. On the floor map, click the room where you want to delete your reservation.
4. Click the trash icon to delete your reservation..
5. If a verification dialog displays, click Delete to confirm.
   • (Optional) Select the Don't ask me again checkbox.

Replace an existing reservation with a new reservation

When you begin to reserve a new workspace, you will receive a message that indicates that you have another existing reservation during this timeframe.

1. In the pop-up message, view your previous reservation details.
2. Click Replace to confirm that you want to replace it with a new reservation.

If you continue to reserve a new workspace, the system will automatically delete and replace the previous reservation. The new reservation will appear in the My Reservations panel.

How to view a user's contact information on the floor map

When you hover your mouse over a reserved desk or click the workspace, you can view the contact card of the user who reserved that desk. This feature must be enabled by the account admin.

To view a user's contact information on the floor map:

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Workspaces then Workspace Reservation.
3. On the floor map, hover your mouse over a reserved desk.
   The desk information card will appear, displaying the user's name.

How to check in to and out of a reservation

For workspaces with devices, users can check in and out through the Zoom web portal. After you reserve a workspace, you can check in to your reservation to confirm that you are using the workspace. You can also check out of your reservation at any time, even before the end of your scheduled time, to confirm that you are no longer using the workspace. For details, visit Checking in and out of a workspace reservation.