Using Workspace Reservation on the desktop app


Workspace Reservation allows you to reserve workspaces in your offices. You can easily view floor maps and reserve available desks, personal Zoom appliances, or meeting spaces. After making a reservation, you can check in to your reserved space either by scanning a QR code or using this app.

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:

Prerequisites for using Workspace Reservation on the desktop app

How to set up Workspace Reservation for your organization

First, to use Workspace Reservation, Workspace Reservation must be enabled for the account. Account owners and admins can enable or disable Workspace Reservation for their account.

After rooms and desks have been set up and placed on a floor map, ensure that Workspace Reservation is enabled for users to reserve workspace.

How to access Workspace Reservation on the desktop app

  1. Sign in to the Zoom desktop client.
  2. In the top navigation menu, click More , then Workspaces .
  3. Click the Workspace Reservation tab.

How to manage workspace reservations

Reserve a workspace

  1. Access Workspaces on the desktop app.
  2. At the top of the page, click the boxes to select the following information:
    • Select the date that you want to reserve a workspace.
    • Select the timeframe that you want to reserve a workspace.
    • Click the Floor dropdown menu and select the floor where you want to reserve a workspace.
    • Click Filters to filter the following:
      • Under Contacts, select the contacts or collaborators you want to display on the floor map.
      • Under Workspaces, select the rooms and workspaces you want to display on the floor map.
        You can also filter by room Capacity by entering a room capacity range.
      • Under Assets, select the assets you want to display on the floor map.
      • (Optional) Click Reset to clear all filters.
    • (Optional) Use the search bar to search for a specific user or workspace name.
    • (Optional) Click the Smart Suggestions button to view recommended desks that you frequently use or are close to users in the same department or view recommended dates and timeframe to come into the office based on your schedule and who is coming into the office.
  3. 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).
  4. Click the desk that you want to reserve.
    A panel will appear with the workspace's information.
  5. (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.
  6. (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.
  7. Click Reserve.
    If the workspace has a questionnaire, complete the questionnaire, then click Submit and Reserve.

The workspace will be reserved for you.

Note: If there is a Zoom device at the workspace when you arrive at the office, scan the QR code to check in.

Reserve a room

  1. Access Workspaces on the desktop app.
  2. 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 Floor 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.
    • Click Filters to filter the following:
      • Under Contacts, select the contacts or collaborators you want to display on the floor map.
      • Under Workspaces, select the rooms and workspaces you want to display on the floor map.
        You can also filter by room Capacity by entering a room capacity range.
      • Under Assets, select the assets you want to display on the floor map.
      • (Optional) Click Reset to clear all filters.
    • (Optional) Use the search bar to search for a specific user or room name.
  3. 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).
  4. Click the room that you want to reserve.
    A panel will appear with the room's information.
  5. (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.
  6. Click Next.
  7. 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 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. Selecting the Zoom Room will load the room's meeting settings.
          • Myself
          • Zoom Room
          • 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 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 Meeting: 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.
  8. Click Reserve.
    If the room has a questionnaire, complete the questionnaire, then click Submit and Reserve.

The room will be reserved for you.

Notes:

Check in/check out of a reservation

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.

Learn more about checking in and out of a workspace reservation.

View, edit, or delete upcoming reservations

  1. Access Workspaces on the desktop app.
  2. In the top right corner, click My Reservations.
    A My Reservations panel will appear, displaying your upcoming reservations.
  3. (Optional) To the right of View, click the dropdown menu to select an upcoming date range for your reservations.
  4. Hover your mouse over a reservation, then click the ellipses more-button.png 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. Access Workspaces on the desktop app.
  2. 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.
  3. Under Reserved by, click the delete button .
  4. 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.

  1. Access Workspaces on the desktop app.
  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.