Managing workspace reservations for deactivated users

Account owners and admins can manage workspace resources more effectively through automated handling of deactivated user accounts. When a user is deactivated from a Zoom account, their workspace reservations and permanent desk assignments are automatically removed. This helps keep workspace data accurate and up to date without requiring manual review or cleanup from workspace admins.

Requirements for automated workspace cleanup

• Zoom Workspace Reservation license
• Account owner or admin privileges to deactivate users
• Users with existing workspace reservations or permanent desk assignments

How automated cleanup works

When you deactivate a user from your Zoom account, the system automatically performs the following actions:

• Removes all future workspace reservations - Any upcoming desk or meeting room reservations are immediately canceled.
• Removes permanent desk assignments - Any permanently assigned desks are released and become available for reassignment.
• Updates workspace availability - Previously reserved or assigned spaces become available for other users to book.

This automated process eliminates the need for workspace admins to manually review and clean up reservations when users leave the organization or are temporarily deactivated.

What happens during user deactivation

The cleanup process occurs immediately when a user account is deactivated:

1. The user's account status changes to deactivated in the Zoom admin portal.
2. All future workspace reservations are automatically canceled.
   Canceled reservations are removed from the workspace calendar and booking system.
3. Any permanent desk assignments are removed.
   The desk becomes available for reassignment to other users.
4. Workspace availability is updated in real-time.
   Other users can immediately book the newly available spaces.

Note: Past reservations and usage history remain in the system for reporting purposes, but all future bookings are removed.

Benefits for workspace admins

This automated cleanup provides several advantages:

• No manual intervention required: Workspace admins don't need to track user deactivations or manually cancel reservations.
• Improved space utilization: Desks and meeting rooms become immediately available when users are deactivated.
• Accurate workspace data: The system maintains up-to-date information about space availability and assignments.
• Streamlined user management: Account admins can deactivate users without coordinating with workspace management teams.

Monitoring deactivated user cleanup

While the cleanup process is automatic, you can verify that reservations and assignments have been properly removed:

1. Sign in to the Zoom web portal.
2. Navigate to the workspace management section.
3. Check the reservations calendar to confirm canceled bookings are no longer displayed.
4. Review desk assignments to verify that permanent assignments have been removed.
5. Confirm that spaces are now available for booking by other users.

Note: Changes typically take effect within a few minutes of user deactivation. If you notice any reservations that weren't automatically removed, contact your Zoom administrator for assistance.