Managing Workspace Reservation for admins

Last Updated:

Workspace Reservations allows users to reserve workspaces in the office. Users can easily reserve available desks or meeting spaces either at the office, on the Virtual Receptionist Kiosk and Zoom Rooms for Touch devices, or on the Zoom web portal. Workspace Reservations provides easy QR code check-in to Zoom device-enabled desks, interactive maps, and desk occupancy status.

Admins and account owners can easily set up the workspaces, upload a floor map, and have a live view of available and reserved spaces displayed for wayfinding on a kiosk and/or digital signage.

This article covers:

Prerequisites for using Workspace Reservations

  • Workspace Reservation enabled by your organization through a Zoom Rooms license
  • Account owner or admin privileges
  • Pro, Business, Education, or Enterprise account

How to use Workspace Reservation for Zoom Rooms as an admin

Enable or disable a Hot Desk

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Room Management then Zoom Rooms.
  3. Click the Rooms tab.
  4. Click + Add Room.
    The Add a Zoom Room page will appear.
  5. Choose if your workspace will be a Zoom Rooms device-enabled workspace or reservation only:
    • If Zoom Rooms for Touch devices will be available at the workspace, under Room Type, click the dropdown menu and select Zoom Rooms (for shared spaces).
    • If Zoom Rooms for Touch devices will not be available at the workspace, click the dropdown menu and select Reservation Only to make it a reservation-only workspace.
  6. Enter a room name
  7. Select a calendar to integrate.
  8. Select (or search for) the location for the workspace.
  9. Click the Hot Desking toggle to enable or disable it for your Zoom Room.
  10. Click Finish.

Create reservation only desks or desks with Zoom Room devices

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Room Management then Zoom Rooms.
  3. In the left-side hierarchy, click a location, floor, or room.
  4. Click the Rooms tab.
  5. Find and click the Zoom Room that you want.
  6. Click Room Settings then click the Rooms Profile tab.
  7. Under Basic, click the Hot Desking toggle to enable or disable it.

Activate Zoom Rooms for Touch devices for Workspace Reservation

  1. After you enable an existing workspace into a reservable hot desk, under Activation Code, use the activation code to activate your Zoom Rooms for Touch device.
    You can also use any of the supported Zoom Rooms sign-in methods.
  2. (Optional) Click Regenerate to receive a new activation code.

How to use Workspace Reservation for Zoom Phone Appliance as an admin

For initial setup of Zoom Phone appliance, follow the instructions in this article.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings for both Zoom Room and Zoom Phone.
  2. In the navigation menu, click Phone System Management.
  3. Click Users and Rooms, then click the Common Area Phones tab.
    Note: If you signed up for a new Zoom account after May 21, 2022; or the New Common Area Experience is enabled on your account, common area phones have migrated to the new Common Area tab in the Users & Rooms page.
  4. Click on the name of the desired common area, then click the Settings tab.
    Note: Follow these instructions to add a new common area.
  5. In the Zoom Phone Appliance section, do the following:
    1. Click Assign to assign the Zoom Phone Appliance to a Zoom Room.
      You will be redirected to the Device List dashboard to select the desired Zoom Phone Appliance.
    2. To the right of your selected Zoom Phone Appliance, click Edit and Assign it to your shared office.
    3. Click back on Phone System Management, click Users & Rooms, then select the Common Areas Phones tab.
    4. Click on the name of your common area, then click the Settings tab.
    5. In the Zoom Phone Appliance section, enable Hot Desk, by clicking the toggle to enable it.
    6. Select a calendar service to connect a calendar resource to the Zoom Phone Appliance.
      With Hot Desk enabled, this will allow your user to view the desk on your map for reservation.
    7. Select or search for the location for the Workspace Floor
    8. Click Assign Location to assign the Zoom Phone Appliance to a workspace Floor location.
      Note: Only a Floor may be selected. Once configured, the ZPA can now be added to the Floor Map.
  6. Follow the directions on the Edit Floor Map section to add your Zoom Phone Appliances.
    Note: Zoom Phone Appliances are designated as Desk Phones in the Edit Floor Map section.

How to upload a floor map

For more information, please visit this Support article on how to add/upload a floor map.

Add hot desks to a floor map

  1. After you add a floor map, return to the Workspace tab.
  2. On your uploaded floor map, click Edit Floor Map.
  3. After you add a desk to a floor map or if a desk was previously created in the room list, drag it to the map directly from the left panel.
  4. (Optional) Click a location on the floor map to automatically create a desk.
    The desk will now appear on the map and in the left panel under Add Desk.
    Note: You will have to configure this workspace with a calendar in Room Management for it to be reservable.
  5. Click Save to save your changes.

Note: To complete setting up a newly created workspace so that it is reservable, you must do one of the following actions:

  • Return to Room Settings to integrate it with a calendar resource and device, if applicable.
  • Under a desk, click + Add Calendar.

Edit hot desks in a floor map

While you’re editing the floor map:

  1. In the left panel, under Add Desk, click the pencil icon next to the desk name.
  2. Enter a custom name for the desk.

Delete hot desks in a floor map

While you’re editing the floor map:

  1. Click the hot desk on the floor map that you want to delete.
  2. Click Remove.

Arrange desks on a floor map

  1. After you add a floor map, return to the Workspace tab.
  2. On your uploaded floor map, click Edit Floor Map to arrange desks.

How to delete a floor map

  1. After you add a floor map, return to the Workspace tab.
  2. By the Edit Floor Map button, click the ellipses more-button__1_.png.
  3. Click Delete Floor Map to delete the floor plan.

How to add Zoom Rooms to the floor map

  1. After you add a floor map, return to the Workspace tab.
  2. On your uploaded floor map, click Edit Floor Map.
  3. In the left panel, click the Add Room tab.
    A list of the floor’s Zoom Rooms will appear.
  4. Drag a Zoom Room into the floor map.
  5. Resize to fit the shape of the room to fit on the map.
  6. Click Save.

How to enable Workspace Reservation on Kiosks

This can be configured at the individual room or location level.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Room Management then Zoom Rooms.
  3. Click the Floors tab.
  4. Next to the floor you want to enable Workspace Reservation on its Kiosk, click Edit.
  5. Click the Kiosk tab.
  6. Under Select functions you would like to configure the Kiosk, select the Workspace check box to enable Workspace Reservation.
  7. (Optional) Under Select functions you would like to configure the Kiosk, select or deselect the Receptionist check box to enable or disable it.

How to add a floor map to digital signage

This can be configured at the individual room or digital signage display level.

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Room Management then Zoom Rooms.
  3. In the left-side hierarchy, click a room, kiosk, or digital signage display.
  4. Click the Edit button next to the location or room name.
  5. Click the Digital Signage tab.
  6. Under Content List 1, click + Add Content.
    The Add Content window will appear.
  7. Click the Workspace Reservation tab.
  8. Select the Workspace Reservation check box.
  9. Click Add 1 Item.
  10. Click Save to save your changes to digital signage.

Configure account-level Workspace Reservation settings

Configure the Workspace tab

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Room Management then Zoom Rooms.
  3. In the left-side hierarchy, find and click an account.
  4. Click Account Settings.
  5. Click the Workspace tab.
  6. Review the workspace settings. Click the applicable settings’ toggles to enable or disable them:

Enable or disable Room Check-In and Check-Out

For more information, please visit this Support article on how to enable or disable Room Check-In and Check-Out.

Note: If Room Check-in and Check-out is disabled, the check-in and check-out functionality for Workspace Reservation will also be disabled.

Zoom Community

Join the 100K+ other members in the Zoom Community! Login with your Zoom account credentials and start collaborating.