Managing workspace reservation approval flow

Admins can configure specific workspaces as approval required for reservations. Users can request a reservation in a controlled workspace, and the request goes through an approval process with designated approvers (Workspace Management Admins or Reservation Admins). Approvers receive notifications for pending requests and can approve or reject with notes. Users can review the status and approvers of their requests. Account owners and admins can configure the approvers who are notified of the request.

Requirements for managing workspace reservation approval flow

• Pro, Business, Enterprise, or Education account
• Account owner or admin with Workspace Reservation privilege
• Either a Workspace Reservation subscription, a Zoom Rooms subscription, or a Zoom Common Area Phone subscription

Limitations for managing workspace reservation approval flow

• Rooms that require approval are filtered out and hidden from non-admin users in the Outlook or Google add-in, so they cannot be booked through that channel.
• Only admins can see and book approval-required rooms via the add-in (where approval is auto-granted).

How to enable or disable workspace reservation admin approval for account/country/state/city/campus/building/floor settings

1. Sign in to the Zoom web portal as an owner or admin.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the side menu, click Product configuration .
4. Click Workspaces, then click Workspaces.
5. Use location hierarchy to access the hierarchy level, then click Settings.
6. Under Setup, click the toggle to enable or disable Approval required for reservation.
   When the approver has administrative privileges, the approval process is automatically bypassed.
   If enabled, reservations for all spaces at the selected location level and below will require approval.
7. Click Enable or Disable to confirm.
8. (Optional) Enable Notification recipients (Must be reservation admins or Workspace admins).
9. (Optional) Enter the email address of the workspace reservation admin who will receive the notification.
10. If the option is not selected and email/chat notifications are enabled, all Workspace Management and Reservation admins will be notified.

How to enable or disable workspace reservation admin approval for workspaces from the floor map

1. Sign in to the Zoom web portal as an owner or admin.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the side menu, click Product configuration .
4. Click Workspaces, then click Workspaces.
5. Under Location Directory, select the floor where you want to enable the feature.
6. Click Configure Floor Map.
7. Click the desk or room, then click the toggle to enable or disable the Requires admin approval to reserve option.
8. Click Save.

How to enable or disable workspace reservation approval notification

1. Sign in to the Zoom web portal as an owner or admin.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the side menu, click Product configuration .
4. Click Workspaces, then click Workspaces.
5. Under Location Directory, select All Locations, then click Account Settings.
6. Under Notifications, click the toggle to enable or disable Workspaces Notifications.
7. (Optional) Under the Email column, select the checkbox next to the following options as needed:
   • When users have an upcoming reservation in 24 hours
   • When it's time to check-in
   • When a new reservation is created
   • When a reservation is canceled
   • When an existing reservation is updated
   • When users are assigned or removed from permanent desk
   • When users are assigned as Workspaces Reservation delegate
   • When a reservation requires approval
8. (Optional) From the Send a check-in reminder in advance drop-down, select your preferred time between 5 min, 10 min, 15 min, 30 min, 45 min, 1 hr, 2 hr, 3 hr, 4 hr, 8 hr, 1 day, and 2 days.
9. (Optional) To prevent all users in your account from changing this setting, click the lock icon and then click Lock to confirm the setting.

Workspace reservation approval process

After a user submits their request to reserve a workspace such as a desk, Zoom Rooms, or a custom workspace (printers or other office equipment through the desktop app, mobile app, kiosk, hot desk and other devices, an admin will receive a notification and can approve using the following options:

• Email notification
• Zoom desktop app
• Zoom web app

Approving or denying Workspace Reservation request through email notification

1. Open the email notification that has the subject [Username] wants to reserve [Location name] - [desk, room, or custom workspace name].
2. Click Approve or Deny from the email.
   If the email was accessed through a web browser or a third-party email system, it will open a browser tab or window, and will give a confirmation message saying The workspace reservation has been approved.
   If the email was integrated with the Zoom desktop app, it will open the Workspaces tab and show a prompt saying You approved [User name]'s request.

Approving or denying Workspace Reservation request through the Zoom desktop app

1. Sign in to the Zoom desktop app as an owner or admin.
2. In the navigation bar, click the Workspaces tab .
3. Note: If you do not see the Workspaces tab , click the More tab , then click Workspaces .
4. In the upper-right, click Requests.
5. Click Pending Approvals.
6. Click the [User name] requested to reserve [name of desk, room, or a custom workspace] notification.
7. (Optional) Enter a comment for the user.
8. Click Approve or Decline.

Approving or denying Workspace Reservation request through the Zoom web app

1. Sign in to the Zoom web app as an owner or admin.
2. In the navigation bar, click the Workspaces tab .
3. Note: If you do not see the Workspaces tab , click the More tab , then click Workspaces .
4. In the upper-right, click Requests.
5. Click Pending Approvals.
6. Click the [User name] requested to reserve [name of desk, room, or a custom workspace] notification.
7. (Optional) Enter a comment for the user.
8. Click Approve or Decline.

Workspace reservation approval status notifications

After a user reserves a desk, a room, or a custom workspace in the web portal, desktop app, or mobile app, the reservation status will change to Waiting for approval. The user can view this status by clicking the reserved desk or room in the Workspaces tab. Once the workspace reservation administrator processes the request, a status notification in the Workspaces tab indicating whether the reservation has been approved or declined will be received. If approved, a Check In option will appear, and the user may proceed to use the desk or room.

Once a user successfully reserves a desk or room, they will be able to check the status of their reservation via email and the Workspaces chatbot.