Using Workspace Reservation for Zoom Rooms

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, scheduling display, and Zoom Rooms for Touch devices, or on the Zoom web portal. Additionally, Zoom Phone Appliances (ZPA) support the Zoom Workspace Reservation user flow.

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.

Workspace Reservation provides easy QR code check-in to Zoom device-enabled desks, interactive maps, and desk occupancy status.

Notes:

• All ZPA models are supported.
• Admins can add ZPA as an option for desks in the reservation system.
• Users can reserve ZPAs or Zoom Rooms through the reservation system.
• ZPA displays status indicators if the device is reserved or available.

Requirements for using Workspace Reservation for Zoom Rooms

• Basic, Pro, Business, Enterprise, or Education account
• Either a Zoom Workspace Reservation subscription, Zoom Rooms subscription, or Zoom Common Area Phone subscription
• Common area license to add a common area and use minimal features
• Zoom Phone license
• Zoom mobile app
  Note: This is required for QR code scanning.
  • Android: 5.9.0.3502 or higher
  • iOS: 5.9.0 or higher
• (Optional) Zoom Rooms for Touch devices, 5.9.0or higher
• (Optional) Zoom Phone Appliances

How to sign in to a workspace with Zoom Rooms for Touch devices

Sign in to a reserved desk using QR code on mobile devices

Notes:

• Ensure that you are using the latest version of the Zoom mobile app.
• When there is an existing reservation, the QR code will appear on the Zoom Rooms Device screen.

1. Sign in to the Zoom mobile app.
2. Tap More .
3. Tap Scan QR Code and scan the QR code on the screen.
   You can also scan the QR code with your phone’s camera.
4. On the Confirmation page, tap Check in.
   After you have successfully checked in, a green checkmark will appear on the screen. The device will be signed in to your account
5. To check out, tap Check Out in the bottom left corner of the screen.

Sign in to a reserved desk manually on Zoom Rooms for Touch devices

1. On your Zoom Rooms for Touch device, find a reserved desk.
2. Tap the Check in button.
3. On the Sign In page, enter the pairing code or sign in with your email.
4. To check out, tap the Check out button at the bottom left corner of your screen.

How to reserve available workspace on Zoom Rooms for Touch devices

1. On your Zoom Rooms for Touch device, find an available desk.
2. Tap the Check in button.
3. Tap the Reserve button.
4. In the Reserve pop-up window, select the date and time of your reservation.
   You can also set a custom reservation time by tapping Custom.
5. Tap Confirm.
6. In the Confirmation pop-up window, scan the QR code to confirm the reservation or tap Reserve via email.
   • To scan the QR code, scan with the Zoom app or your phone's camera.
   • To confirm with email, input your email.
7. Tap Reserve.

How to reserve workspace on a Zoom Rooms Virtual Receptionist Kiosk

1. On the Virtual Receptionist Kiosk, tap a workspace to reserve from the map.
   If the workspace is in green, it is available. If the workspace is in red, it is reserved.
2. Tap the Reserve button.
3. On the Reserve page, select the date and time of your reservation.
   You can also set a custom reservation time by tapping Custom.
4. Tap Confirm.
5. On the Confirmation page, scan the QR code to confirm the reservation or tap Reserve via email.
   • To scan the QR code, scan with the Zoom app or camera.
   • To confirm with email, input your email.
6. Tap Reserve.

How to reserve a Zoom Room on Virtual Receptionist Kiosk

1. On the Virtual Receptionist Kiosk, tap a Zoom Room to reserve from the map.
   If the Zoom Room is in green, it is available. If the Zoom Room is in red, it is reserved.
2. Tap Reserve.
3. In the Reserve screen, you can do the following actions:
   • Name your meeting
   • Set a reservation time
   • Require a meeting passcode
   • Set the meeting passcode
   • Enable a waiting room
   • Select your meeting encryption
   • Add Participants
4. Tap Confirm to confirm the reservation.
   The screen will display the Zoom Rooms map with a “Reserved successfully” message.