Using AI companion for workspace reservations

The AI companion helps you manage workspace reservations through intelligent recommendations and natural language interactions. It provides personalized suggestions for office attendance based on your building context and colleague schedules. The AI companion can recommend available desks, meeting rooms, and optimal office days while maintaining context about your preferred locations and reservation history.

Requirements for using AI companion with workspace reservations

• Zoom Workspaces with reservation functionality enabled
• AI companion feature enabled on your account
• Access to the Zoom desktop client or web portal

How to access AI companion workspace features

1. Sign in to the Zoom desktop app or web portal.
2. Navigate to the Workspaces tab.
3. Click the AI Companion icon from the upper-right corner to pull out the AI Companion panel.
   The AI companion displays four hero prompts specifically for workspace reservations:
   • Reserve a desk for me today
   • Reserve a room for my next meeting
   • Which day should I go into the office?
   • Who is in the office today?

How to reserve a desk/room using an AI-recommended desk/room

1. Sign in to the Zoom desktop app or web portal.
2. Navigate to the Workspaces tab.
3. In the upper left corner, click the Reserve button, then click Reserve a desk or Reserve a room.
4. A side panel will appear recommending an available desk or room.
5. Click the Reserve button to continue.
6. (Optional) Fill out the questionnaire if prompted, then click Submit and reserve.

How to get workspace recommendations

Request office attendance recommendations

1. In the AI companion panel, click Which day should I go into the office? or type your question about optimal office days.
2. The AI companion analyzes your building context, colleague schedules, and meeting patterns.
   You'll receive personalized recommendations based on when your team members will be in the office and your upcoming meetings.

Find colleague attendance information

1. Click Who is in the office today? or ask about specific colleagues' office schedules.
2. The AI companion provides information about colleague attendance for your current floor or building context.
   The recommendations reference the floor plan you're currently viewing or your last reservation location.

How to make reservations through AI companion

Reserve a desk

1. Click Reserve a desk for me today or specify your preferred date and location.
2. The AI companion suggests available desks based on your building context and previous reservation history.
   Recommendations prioritize locations on the floor or building you're currently viewing.
3. Confirm your desk selection when prompted.

Reserve a meeting room

1. Click Reserve a room for my next meeting or describe your meeting room needs.
2. Provide meeting details such as:
   • Date and time
   • Number of attendees
   • Required equipment or features
3. Review the AI companion's room suggestions and select your preferred option.

How to use AI companion context features

Understanding location context

The AI companion maintains context about your workspace preferences:

• When on the Workspaces tab: Recommendations relate to the specific floor or building you're currently viewing
• When navigating away from Workspaces: The AI companion retains context from your last reservation location
• For new users: Recommendations default to the floor or building that appears when you first access the Workspaces tab

Override location context

1. When asking the AI companion about workspace options, specify a different location if needed.
2. Include building names, floor numbers, or specific areas in your request.
   Example: "Reserve a desk on the 3rd floor" or "Show me available rooms in Building A"

Access AI companion from other tabs

1. Navigate to any tab within the Zoom app or web portal.
2. Open the AI companion panel.
3. Ask workspace-related questions using natural language.
   The AI companion responds with recommendations based on your last workspace reservation context.

Note: The AI companion maintains workspace context even when you're not actively viewing the Workspaces tab, ensuring consistent and relevant suggestions across your Zoom experience.