Introduction of workspace reservation approval flow

Admins can configure specific workspaces as approval required for reservation. 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 workspace reservation approval flow

Table of Contents

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 navigation menu, click Workspaces Management, then click Workspaces.
  3. Use location hierarchy to access the hierarchy level, then click Settings.
  4. Under Setup, toggle on or off Approval required for reservation.
  5. (Optional) Enable Notification recipients (Must be reservation admins or Workspace admins).
  6. Enter the email address of the workspace reservation admin who will receive the notification. 
    Note: 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 navigation menu, click Workspaces Management, then click Workspaces
  3. Under Location Directory, select the floor where you want to enable the feature.
  4. Click the Configure Floor Map button.
  5. Click the desk or room, then toggle on  or off   the Requires admin approval to reserve option.
  6. Click Save.

How to enable or disable workspace reservation approval notification

Account

  1. Sign in to the Zoom web portal as an Owner or Admin.
  2. In the navigation menu, click Workspaces Management, then click Workspaces.
  3. Under Location Directory, select All Locations, then Account Settings.
  4. Under Notifications, enable Workspaces Notifications.
  5. (Optional) To prevent all users in your account from changing this setting, click the lock icon and then click Lock to confirm the setting.
  6. Under the When a reservation requires approval option, select Email, Zoom, Slack, or Microsoft Teams.

User

  1. Sign in to the Zoom Web portal.
  2. In the navigation menu, click Settings.
  3. Click the Workspace tab.
  4. Enable Workspaces Notifications.
  5. Under the When a reservation requires approval option, select Email, Zoom, Slack, or Microsoft Teams.

Workspace reservation approval process

How to reserve a desk using the Zoom desktop app

Available desk

  1. Sign in to the Zoom desktop app.
  2. Click the Workspace tab.
  3. Click the available desk.
  4. Click the Reserve button.
  5. Click the Edit button and enter the date and time of your reservation.
    Note: Fill out the questionnaire if the desk requires it.
  6. (Optional) Enter the reason for your reservation request.
  7. Click the Submit and Reserve button to complete the reservation.
  8. The request will be sent to the workspace reservation admin for approval.

Busy desk

  1. Sign in to the Zoom desktop app.
  2. Click the Workspaces tab.
  3. Click the busy desk that you want to reserve.
  4. Click the View availability button.
    Note: For the assigned desk, the View availability button will not be available.
  5. A calendar window will appear.
  6. Enter your preferred date and time to reserve the desk.
  7. (Optional) Enter the reason for the reservation request.
  8. Click the Request button.
  9. (Optional) Fill out the questionnaire if the desk requires it.
  10. Click the Submit button to proceed with the reservation.
  11. The request will be sent to the workspace reservation admin for approval

How to reserve a room using the Zoom desktop app

Available room

  1. Sign in to the Zoom desktop app.
  2. Click the Workspaces tab.
  3. Click the available room.
  4. Click the Edit button and enter the date and time of your reservation.
  5. Enter the Event name and Attendees.
  6. Click Next.
  7. Under Event type choose between Zoom Meeting or Offline.
  8. Under Meeting host choose between Myself or Zoom Room.
  9. (Optional) Under Security, enable or disable Meeting passcode and Waiting room.
  10. (Optional) Enter the reason for the reservation request.
  11. Click the Request button.
  12. (Optional) Fill out the questionnaire if the desk requires it.
  13. Click the Submit button to proceed with the reservation.
  14. The request will be sent to the workspace reservation admin for approval.

Busy room

  1. Sign in to the Zoom desktop app.
  2. Click the Workspaces tab.
  3. Select the busy room that you want to reserve.
  4. Click the View availability button.
  5. Click the Edit button and enter the date and time of your reservation.
  6. Under Event name, enter the name of your meeting.
  7. Under Attendees, enter the name or email address of your attendees.
  8. Under Event type, choose between Zoom meeting or Offline.
  9. Under Meeting host, choose between Myself or Zoom room.
  10. Under Security, enable or disable Meeting passcode and Waiting room.
  11. (Optional) Enter the reason for the reservation request.
  12. (Optional) Fill out the questionnaire if the desk requires it.
  13. Click the Submit button to proceed with the reservation.
  14. The request will be sent to the workspace reservation admin for approval.

How to reserve a custom workspace (Printers or other office equipment)

  1. Click the custom workspace or office equipment that you want to reserve.
  2. Click the Edit button and enter the date and time of your reservation.
  3. (Optional) Enter the reason for the reservation request.
  4. Click the Request button to complete the reservation.

How to reserve a desk with 'In-person reservation only' status

To request reservation approval for this type of desk, contact the workspace reservation admin in person.

How to edit/change a desk or room after reservation from the Zoom desktop app

  1. Sign in to the Zoom desktop app.
  2. Click the Workspaces tab.
  3. Click the desk or room that you want to edit.
  4. Change the necessary details like meeting topic, attendees, date/time, desk, or room.
    Note:
  5. Click Save.

How to reserve a desk or room using other platforms

Kiosk

  1. Select a desk or room from the Kiosk display and tap Request.
  2. Select the date and time of your reservation.
  3. (Optional) Enter the reason for the request.
  4. Tap Request.
  5. Reserve the desk or room via email or by scanning the QR code.

Hot desk and Other devices

  1. On the display monitor, tap Request for the available desk.
  2. Enter the date and time of your reservation.
  3. (Optional) Enter the reason for the request.
  4. Tap Request.
  5. Reserve the desk via email or by scanning the QR code.

Mobile app

  1. Sign in to the Zoom mobile app.
  2. Tap the More icon.
  3. Tap Workspaces.
  4. Tap the plus icon.
  5. Tap Reserve a desk or Reserve a room.
  6. Enter the date and time of your reservation.
  7. (Optional) Enter the reason for the request.
  8. Tap Request.
  9. (Optional) Tap the My Reservations icon from the lower right corner to view your workspace reservation details.

Workspace reservation approval status notifications

After you reserve a desk or room, the reservation status will change to "Waiting for approval." You can view this status by clicking the reserved desk or room in the Workspaces tab. Once the workspace reservation administrator processes your request, you will receive a status notification in the Workspaces tab indicating whether your reservation has been approved or declined. If approved, a Check In button will appear, and you 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 Zoom chatbot.