Using Workspace Reservation on the Zoom web portal

It is possible to reserve office space using the Workspace Reservation feature. Using the Zoom Rooms for Touch device as well as Zoom Kiosks, users can easily reserve available desks or meeting rooms for their use, either at the office, on the Zoom web portal, or at a Virtual Receptionist Kiosk. In addition to easy QR code check-in, Workspace Reservation also allows for interactive maps, the status of desk occupancy, as well as a quick check of desk availability.

Prerequisites for using Workspace Reservation on the Zoom web portal

• Depending on the subscription or product that you choose, you can either subscribe to Zoom Workspace Reservations, Zoom Rooms, or Zoom Common Area Phones
  Note: For the map and desk booking features to be available, the Workspace Reservation feature needs to be enabled by your admin. You will need to contact the account administrator for more information.

How to manage web reservations on the Zoom web portal

Reserve a workspace

1. Log into Zoom’s web portal by entering your username and password.

2. Click Workspace Reservation from the navigation menu on the left.

3. To select the following information, click on the boxes at the top of the page:

   • It is important that you select the date for which you are interested in booking a desk.

   • When you are reserving a desk, you need to select the timeframe in which you are interested.

   • Choose the floor on which you’d like to reserve a desk from the dropdown menu and select it.

   • Using the dropdown menu, you will be able to select which contacts you would like displayed on the floor map by clicking the dropdown.

   • Use the desk recommendation if you wish (optional).

   • In the filter icon, you can choose whether to filter if you are looking for rooms, desks, or assets.
     The Capacity filter can be accessed under the Rooms section, which allows you to enter a range of capacities.

   • If you are looking for a specific user or workspace name, you can use the search bar to find it.

4. The floor map will display desk recommendations after you have entered your workspace criteria.
   As a result of your search criteria, you will see labels on the map that point out desks that have been recommended based on your search criteria (e.g., desks belonging to starred contacts or frequent collaborators).

5. To reserve a desk, click on the one you wish to reserve.
   The workspace’s information will be displayed in a panel that appears on the screen.

6. If you wish to change the date and/or time range of your reservation, please click the forward arrow in the workspace’s panel to the right of the clock icon.

7. There is a second option if a desk you want to book is busy and you would like to view and select an available time to book it. Simply click on the desk and select View Availability.

8. Click on the Reserve button.
   Please complete the questionnaire if the work space has one, and then click Submit and Reserve to reserve the space.

You will be able to reserve a workspace for yourself.

Reserve a room

1. Log into Zoom’s web portal by entering your username and password.

2. Click Workspace Reservation from the navigation menu on the left.

3. To select the following information, click on the boxes at the top of the page:

   • If you would like to book a room on a specific date, please choose the date.

   • In order to make a reservation for a room, you will need to select the timeframe that works for you.

   • If you would like to reserve a room on a particular floor, please click on the dropdown menu.

   • Select the contacts you wish to be displayed on the floor map by clicking the drop-down menu and selecting them from the list.

   • It is possible to filter by Rooms, Desks, or Assets by clicking the filter icon.
     A filter can also be applied to rooms by entering a range of capacities under the Rooms section.

   • You can use the search bar in order to find the name of an individual user or workspace.

4. View the floor map after you have entered your workspace criteria in order to see recommended rooms based on your criteria.
   As you click on the map, you will see labels that indicate which rooms are recommended based on the criteria you set for your search (for example, a room by a starred contact or common collaborator).

5. If you wish to reserve a particular room, please click on it.
   There will be a panel that appears with information about the room.

6. The workspace’s panel allows you the option of choosing the date and/or time range for your reservation by clicking the forward arrow to the right of the clock icon.

7. Please click on the next button.

8. The following details need to be edited regarding the reservation of a room:

   • Meeting Topic: Your meeting’s topic should be entered here.

   • Date & Time: You can edit your reservation by clicking Edit and then choosing a date and/or time range that suits you.

   • Security: There are several security options that you can choose from:

     • Require Meeting Passcode: When you click the toggle for the Require Meeting Passcode option, you will be able to enable or disable it. Passcodes can be entered if the option is enabled.

     • Waiting Room: The Waiting Room toggle can be toggled on or off by clicking the button.

     • Encryption: There are two types of encryption available: enhanced and end-to-end.

9. Click on the Reserve button.
   Please complete the questionnaire for the room if it has one, then click the Submit and Reserve button to reserve the room.

You will be able to reserve a room for yourself.

Note: When you click on a room you are interested in booking and select View Availability, you will be able to keep viewing available times for that room for the rest of your booking process.

View upcoming reservations

Your upcoming reservations can be viewed, edited, or deleted at any time.

1. You will need to sign in to the Zoom website.

2. Click Workspace Reservation from the navigation menu on the left.

3. Click on My Reservations at the top right corner of the page.
   You will be presented with a panel that displays your upcoming reservations in My Reservations.

4. In the dropdown menu to the right of View, you can select upcoming dates for your reservations by clicking the dropdown menu to the right of View.

5. If you hover your mouse over an existing reservation, you will see an ellipsis, then click on it and choose an action:

   • Edit: When you are ready to save your changes, simply click Reserve to save the changes you have made to your reservation.

   • Refill Questionnaire: The workspace questionnaire needs to be updated with your answers.

   • Remove: The reservation can be deleted by clicking the delete button. As soon as you click on Remove, you will be presented with a confirmation window. You will be prompted to confirm the removal of the file.

On the floor map, you can view the contact information of a user

You can see the contact card of the user who reserved a desk by hovering your mouse over it or by clicking the workspace when you hover your mouse over it or click the workspace. It is the responsibility of the account administrator to enable this feature for the account.

On the floor map, you can view the contact information of a user by clicking on the following link:

1. Log into Zoom’s web portal by entering your username and password.

2. Click Workspace Reservation from the navigation menu on the left.

3. You can find a reserved desk by hovering your mouse over it on the floor map.
   It will display the details of the user’s desk in the form of a desk information card, including the user’s contact information, name, department, and email address. The contact information of the user is also displayed when you click the reserved desk of that user.

How to check in to and out of a reservation

Through the Zoom web portal, users can check in and out of workspaces that contain devices.

Check in to a reservation

1. See what reservations you have coming up in the near future.

2. If you want to check in to an upcoming reservation, you will need to find it and select it.

3. Please click on the Check in button.

4. You will be able to confirm your check-in once you click the Check-in button in the pop-up window.
   You have the option of selecting the Don’t ask me again checkbox.
   The check-in process has now been completed. You will be signed in to the device if there happens to be one at the desk.

Check out of a reservation

1. See what reservations you have coming up in the near future.

2. Select the reservation that you wish to check out from the list of all upcoming reservations.

3. Please click the Check out button when you are finished.

4. To confirm the checkout, click the Check out button in the pop-up window that appears.
   (Optional) Click the check box next to Don’t ask me again if you do not want to be asked again.
   It will be signed out of any device that is present on the desk if there is one.