Using Workspace Reservation on the Zoom web portal

Last Updated:

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 workspace 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, select the following information:
    • To the right of Reserve for, click the dropdown arrow down-arrow-button.png to select who you want to make the reservation for.
    • To the right of Reserve Date & Time, 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 room's panel, select the following information:
    • To the right of Reserve for, click the dropdown arrow down-arrow-button.png to select who you want to make the reservation for.
    • To the right of Reserve Date & Time, 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:
    • To the right of New Meeting, click the dropdown arrow down-arrow-button.png to select the following options for your room reservation:
      • New Meeting: Create a new meeting for your room reservation by editing the following information.
        • Enter the name of your meeting.
        • 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.
      • Existing Meeting: After you select the Existing Meeting option, select an existing Zoom meeting to the room reservation from the dropdown menu. Your existing meeting details and participants will appear in the room's panel after you make the reservation.
      • No Meeting: Reserve a room with no meeting. Enter the name of your meeting.
  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, edit, or delete 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 Reservation: Edit the details of your reservation, then click Reserve to save changes.
    • Edit Questionnaire: Update your answers in the workspace questionnaire.
    • Delete Reservation: Delete your reservation. After you click Remove, a confirmation window will appear. In the confirmation window, click Remove.

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. After you reserve a workspace, you can check in to your reservation to confirm that you are using the workspace. You can also check out of your reservation at any time, even before the end of your scheduled time, to confirm that you are no longer using the workspace. For details, visit Checking in and out of a workspace reservation.

Zoom Community

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