Using Workspace Reservation on the Zoom web portal

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

This article covers:

Prerequisites for using Workspace Reservation on the Zoom web portal

How to manage web reservations on the Zoom web portal

Reserve a workspace

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Workspace Reservation.
  3. At the top of the page, click the boxes to select the following information:
    • Select the date that you want to reserve a desk.
    • Select the timeframe that you want to reserve a desk.
    • Click the dropdown menu and select the floor where you want to reserve a desk.
    • Click the dropdown menu and select the contacts you want to display on the floor map.
    • (Optional) Use desk recommendation.
    • (Optional) Click the filter icon filter-icon__1_.png to filter by Rooms, Desks, or Assets.
      Under Rooms, you can also filter by Capacity by entering a capacity range.
    • (Optional) Use the search bar to search for a specific user or workspace name.
  4. After you enter your workspace criteria, view the floor map for desk recommendations.
    You will see labels on the map that point out recommended desks, based on your search criteria (i.e., a desk by a starred contact or frequent collaborator).
  5. Click the desk that you want to reserve.
    A panel will appear with the workspace's information.
  6. (Optional) In the workspace's panel, to the right of the clock icon clock.png, click the forward arrow forward-arrow-button.png to choose the date and/or time range of your reservation.
  7. (Optional) If a desk you want to book is busy, click the desk and select View Availability to continue to view and select an available time.
  8. Click Reserve.
    If the workspace has a questionnaire, complete the questionnaire, then click Submit and Reserve.

The workspace will be reserved for you.

Reserve a room

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Workspace Reservation.
  3. At the top of the page, click the boxes to select the following information:
    • Select the date that you want to reserve a room.
    • Select the timeframe that you want to reserve a room.
    • Click the dropdown menu and select the floor where you want to reserve a room.
    • (Optional) Click the dropdown menu and select the contacts you want to display on the floor map.
    • (Optional) Click the filter icon filter-icon__1_.png to filter by Rooms, Desks, or Assets.
      Under Rooms, you can also filter by Capacity by entering a capacity range.
    • (Optional) Use the search bar to search for a specific user or workspace name.
  4. After you enter your workspace criteria, view the floor map for room recommendations.
    You will see labels on the map that point out recommended rooms, based on your search criteria (i.e., a room by a starred contact or frequent collaborator).
  5. Click the room that you want to reserve.
    A panel will appear with the room's information.
  6. (Optional) In the workspace's panel, to the right of the clock icon clock.png, click the forward arrow forward-arrow-button.png to choose the date and/or time range of your reservation.
  7. Click Next.
  8. Edit the following room reservation details:
    • Meeting Topic: Enter the topic of your meeting.
    • Date & Time: Click Edit to choose the date and/or time range of your reservation.
    • Security: Select the following security options:
      • Require Meeting Passcode: Click the Require Meeting Passcode toggle to enable or disable it. If enabled, enter a meeting passcode
      • Waiting Room: Click the Waiting Room toggle to enable or disable it.
      • Encryption: Select if you want Enhanced or End-to-end encryption.
  9. Click Reserve.
    If the room has a questionnaire, complete the questionnaire, then click Submit and Reserve.

The room will be reserved for you.

Note: If a room you want to book is busy, click the room and select View Availability to continue to view and select an available time.

View upcoming reservations

You can view, edit, or delete your upcoming reservations.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Workspace Reservation.
  3. In the top right corner, click My Reservations.
    A My Reservations panel will appear, displaying your upcoming reservations.
  4. (Optional) To the right of View, click the dropdown menu to select an upcoming date range for your reservations.
  5. Hover your mouse over a reservation, then click the ellipses more-button__1_.png and select an action:
    • Edit: Edit the date and/or time range of your reservation, then click Reserve to save changes.
    • Refill Questionnaire: Update your answers in the workspace questionnaire.
    • Remove: Delete your reservation. After you click Remove, a confirmation window will appear. In the confirmation window, click Remove.

View a user's contact information on the floor map

When you hover your mouse over a reserved desk or click the workspace, you can view the contact card of the user who reserved that desk. This feature must be enabled by the account admin.

To view a user's contact information on the floor map:

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Workspace Reservation.
  3. On the floor map, hover your mouse over a reserved desk.
    The desk information card will appear, displaying the user's contact information, name, department, and email. You can also click the reserved desk to view the user’s contact information.

How to check in to and out of a reservation

For workspaces with devices, users can check in and out through the Zoom web portal.

Check in to a reservation

  1. View your upcoming reservations.
  2. Find and select the upcoming reservation that you want to check in to.
  3. Click Check in.
  4. In the pop-up window, click Check in to confirm the check in.
    (Optional) Select the Don’t ask me again check box.
    You are now checked in. If there is a device at the desk, you will be signed into the device.

Check out of a reservation

  1. View your upcoming reservations.
  2. Find and select the upcoming reservation that you want to check out of.
  3. Click Check out.
  4. In the pop-up window, click Check out to confirm the checkout.
    (Optional) Select the Don’t ask me again check box.
    If there is a device at the desk, you will be signed out of the device.

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