Using Workspace Reservation for Zoom Rooms

It is possible to reserve workspaces in the office by using the Workspace Reservation feature. There are a number of ways for users to reserve desks and meeting spaces, including either directly through the Zoom web portal, the Virtual Receptionist Kiosks, or Zoom Rooms for Touch devices. In addition to supporting Zoom Workspace Reservations, Zoom Phone Appliances (ZPA) are also able to be used with Zoom.

The workspace reservation feature allows you to check in with your QR code to Zoom-enabled desks, access interactive maps, and check the status of occupied desks.

Notes:

• There is support for all ZPA models.

• A desk can be provided with ZPA as an option in the reservation system by admins who have access to that system.

• The reservation system provides users with the ability to reserve Zoom Rooms and ZPAs.

• As an indication of whether a device is available or reserved, ZPA displays status indicators.

Prerequisites for using Workspace Reservation for Zoom Rooms

• An account with Zoom Workspace Reservations, Zoom Rooms, or Zoom Common Area Phone, or a combination of any of the three.

• A license for the use of a common area is required for the addition of a common area

• License for Zoom Phone

• App Zoom for mobile devices
  Note: In order to scan QR codes, this information is required.

  • A minimum of 5.9.0.3502 is required for Android

  • A minimum of iOS 5.9.0 is required

• In order to use Zoom Rooms on Touch devices, version 5.9.0 or higher is required (optional).

• Appliances for Zoom Phones (Optional)

How to sign in to a workspace with Zoom Rooms for Touch devices

Sign in to a reserved desk using QR code on mobile devices

Notes:

• If you are using Zoom’s mobile app, please make sure that you have the latest version installed.

• On the screen of the Zoom Rooms Device, a QR code can be accessed if there is a reservation already in place.

1. Zoom’s mobile app can be accessed by logging in with your Zoom account.

2. Click on More to find out more.

3. You can scan the QR code on the screen by tapping the Scan QR Code button.
   The QR code can also be scanned with the camera on your phone if you have one.

4. Tap the Check in button on the Confirmation page.
   Upon successful check-in, a green checkmark will be displayed on the screen and you will know that you have been successful. In order to sign into your account on the device, you will need to sign in first

5. It is possible to check out from your account by tapping on Check Out at the bottom left corner of your screen.

Sign in to a reserved desk manually on Zoom Rooms for Touch devices

1. Select a reserved desk by using Zoom Rooms for Touch on your device.

2. Click on the button that says “Check in”.

3. Enter the pairing code or sign in with your email address on the Sign In page to begin the process.

4. Upon opening your account, you will see a button that says Check out. Tap on it to check out.

How to reserve available workspace on Zoom Rooms for Touch devices

1. The first step is to find an available desk within Zoom Rooms for Touch on your device.

2. You can check in by tapping the Check in button on the screen.

3. Click on the Reserve button to confirm your reservation.

4. Select the time and date of your reservation in the Reserve pop-up window that appears.
   By tapping on the Custom icon, you will be able to choose a time for your reservation that suits your needs.

5. Click on the Confirm button.

6. You can either select Reserve via email or scan the QR code in the Confirmation pop-up window in order to confirm your reservation.

   • With the Zoom app or a camera, you can scan the QR code to scan it.

   • Please enter your email address in order to confirm by email.

7. Press the Reserve button.

How to reserve workspace on a Zoom Rooms Virtual Receptionist Kiosk

1. The Virtual Receptionist Kiosk allows you to reserve a workspace from the map on the screen by tapping it.
   Workspaces that are in green indicate that they are available for use. There is a possibility that the workspace is reserved if it is colored red.

2. Click on the Reserve button to confirm your reservation.

3. Choose the date and time that you would like your reservation to take place on the Reserve page.
   The Custom option will also allow you to set a custom time for your reservation.

4. Click on the Confirm button.

5. If you choose to reserve the reservation via email, you will need to scan the QR code on the confirmation page.

   • With the Zoom app or a camera, you can scan the QR code to scan it.

   • Please enter your email address in order to confirm by email.

6. Press the Reserve button.

How to reserve a Zoom Room on Virtual Receptionist Kiosk

1. To reserve a Zoom Room, you must select it from the map on the Virtual Receptionist Kiosk.
   It is possible to book a Zoom Room if the green color indicates that it is available. Zoom Rooms that are displayed in red are those that have been reserved.

2. Press the Reserve button.

3. It is possible to perform the following actions on the Reserve screen:

   • What is the name of your meeting?

   • Make a reservation and set a time for it

   • Ensure that a passcode is required for meetings

   • You will need to set the passcode for the meeting

   • The waiting room should be enabled

   • Choose the encryption method you would like to use for your meeting

   • Add Participants

4. You can confirm your reservation by tapping the Confirm button.
   A “Reserved successfully” message will appear on the screen in addition to the Zoom Rooms map.