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.

This article covers:

• How to manage workspace reservations on the Zoom web portal
  • Reserve a workspace
  • Reserve a room
  • View, edit, or delete upcoming reservations
  • Replace an existing reservation with a new reservation
• How to view a user's contact information on the floor map
• How to check in and out of a reservation

Prerequisites 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 workspace

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Workspace Reservation.
3. 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.
   • Click the dropdown menu and select the floor where you want to reserve a desk.
   • Click the dropdown menu and select the contacts you want to display on the floor map.
   • (Optional) Use desk recommendation .
   • (Optional) Click the filter icon  to filter by Rooms, Desks, or Assets.
     Under Rooms, you can also filter by Capacity by entering a capacity range.
   • (Optional) Use the search bar to search for a specific user or workspace name.
4. 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).
5. Click the desk that you want to reserve.
   A panel will appear with the workspace's information.
6. (Optional) In the workspace's panel, select the following information:
   
   • To the right of Reserve for, click the dropdown arrow  to select who you want to make the reservation for.
   • To the right of Reserve Date & Time, click the forward arrow  to choose the date and/or time range of your reservation.
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 workspace will be reserved for you.

Reserve a room

1. Sign in to the Zoom web portal.
2. In the navigation menu, click Workspace Reservation.
3. At the top of the page, click the boxes to select the following information:
   • Select the date that you want to reserve a room.
   • Select the timeframe that you want to reserve a room.
   • Click the dropdown menu and select the floor where you want to reserve a room.
   • (Optional) Click the dropdown menu and select the contacts you want to display on the floor map.
   • (Optional) Click the filter icon  to filter by Rooms, Desks, or Assets.
     Under Rooms, you can also filter by Capacity by entering a capacity range.
   • (Optional) Use the search bar to search for a specific user or workspace name.
4. 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).
5. Click the room that you want to reserve.
   A panel will appear with the room's information.
6. (Optional) In the room's panel, select the following information:
   
   • To the right of Reserve for, click the dropdown arrow  to select who you want to make the reservation for.
   • To the right of Reserve Date & Time, click the forward arrow  to choose the date and/or time range of your reservation.
7. Click Next.
8. Edit the following room reservation details:
   • To the right of Meeting Type, click the dropdown arrow  to select the following options for your room reservation:
     • New Zoom Meeting: Create a new meeting for your room reservation by editing the following information.
       • Enter the name of your meeting.
       • Participants: Enter the participants' email addresses or names that you want to invite. To remove participants' names, click the X by their names.
       • Select Meeting Host: Select from the following options:
         Note: These selections will affect the Security settings. Selecting yourself will load your meeting settings. Selecting the person you are booking for will load their meeting settings.
         
         • Myself
         • If you are booking the room for someone else, their name will appear as an option.
       • Security: Select the following security options:
         • Require Meeting Passcode: Click the Require Meeting Passcode toggle to enable or disable it. If enabled, enter a meeting passcode. 
         • Waiting Room: Click the Waiting Room toggle to enable or disable it.
       • Encryption: Select if you want Enhanced or End-to-end encryption.
     • Existing Zoom Meeting: After you select the Existing Meeting option, select an existing Zoom meeting to the room reservation from the dropdown menu. Your existing meeting details and participants will appear in the room's panel after you make the reservation.
     • No Video Conferencing: Reserve a room with no meeting. 
       • Enter the name of your meeting.
       • (Optional) Add participants by entering their names or email addresses. To remove participants' names, click the X by their names.
9. Click Reserve.
   If the room has a questionnaire, complete the questionnaire, then click Submit and Reserve.

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 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:
   
   • Edit Reservation: Edit the details of your reservation, then click Reserve to save changes.
   • Edit Questionnaire: Update your answers in the workspace questionnaire.
   • 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 Workspace Reservation.
3. On the floor map, click your avatar.
   A panel will appear, displaying information about the workspace. Under Reserved by, your name and the delete button  will appear in the panel if the system detects your reservation within the workspace.
4. Under Reserved by, click the delete button .
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 Workspace Reservation.
3. On the floor map, hover your mouse over a reserved desk.
   The desk information card will appear, displaying the user's contact information, name, department, and email. You can also click the reserved desk to view the user’s contact information.

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.