Managing workspaces on the 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 the 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 or to be printed at desks without devices, 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 on a kiosk and/or digital signage.

This article covers:

Prerequisites for managing Workspace Reservation

How to access Workspace Management

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Workspaces Management then Workspaces.
    The location hierarchy, floor map, and workspaces will appear.

View Workspace Management as a Zoom Rooms and Common Area Phone customer

In Workspace Management, admins who already use Zoom Rooms and Common Area Phone can view their existing Zoom Rooms location hierarchy and Common Area Phones (that are assigned to a floor). They can place those Zoom Rooms and Common Area Phones on the floor map as they could with Workspace Reservation.

View Workspace Management as a former Workspace Reservation Beta user

In Workspace Management, admins who had set up Workspace Reservation Beta can view their floor maps that they previously uploaded and moved to the Workspace Management section.

Note: Any settings they set in regards to Workspace Reservation Beta will be transferred to this section.

View Workspaces

Former Reservation Only Desks are now Workspaces and can be viewed in the Workspace Management tab. Former Reservation-Only Rooms that were placed on a floor map are now Workspaces and can be viewed in the Workspace Management tab.

View Scheduling Display Only Rooms

Reservation Only Rooms that were not placed on the floor map are now Scheduling Display Only (Room Type). The Zoom Rooms subscription permits an unlimited number of Scheduling Display Only (Room Type).

If an admin wants to place the current Scheduling Display Only Room on a map, then they must enable Convert to Workspace.

How to add workspaces

After you configure your Workspaces hierarchy, you can add a new workspace.

Manually add workspaces

  1. Access Workspace Management.

  2. Create a new floor or access an existing floor.
  3. Once you access the floor your want, click + Add Workspace.
    An Add Workspaces panel will appear.
  4. Under Workspace Type, select if you want a Desk or Room.
  5. Enter the Desk Name or Room Name.
  6. Under Calendar, select a calendar resource to connect to the desk/room.
    Note: Each workspace must have a calendar resource to be reservable.
  7. (Optional) Under Assets (optional), add assets associated with the desk (such as a dual monitor, standing desk, and so on).
  8. (Optional) Under Capacity (optional), add the workspace's capacity.
  9. (Optional) Under Workspace Photo (Optional), click Upload New Photo to select a photo of the workspace.
    Note: The image file must be JPG/JPEG, GIF, or 24-bit PNG (no alpha) with suggested dimensions of 1920px by 1080px.
    After your photo is uploaded, a preview of your photo will appear under Workspace Photo (Optional)
    • To upload a new photo, click Upload New Photo to replace your existing workspace photo.
    • To delete your photo, click the trash icon trash-button.png to remove your existing workspace photo.
  10. (Optional) Add desk directly to the floor map, or do so at a later time.
  11. (Optional) Click Save & Add Another to add another workspace.
  12. Click Finish to save your changes.

Import workspaces from a CSV file

You can upload workspaces in batches by importing a CSV file (up to 1,000 in one file). CSV format requirements are Workspace Name (Required), Workspace Type (Required), Calendar Service, Calendar Resource, and Location (Required).

  • Workspace Type: Workspace type is required and it indicates if the workspace is a desk or reservation only room.
  • Calendar: Calendar type, calendar service, and calendar resource are optional for CSV upload but are required for the workspace to be reserved in the future. For example, calendar types are Google, Exchange, Office365, or Office365_Graph.
  • Location: Location is required. At a minimum, the floor where the workspace is located is needed.

To import workspaces from a CSV file:

  1. Access Workspace Management.
  2. Use location hierarchy to access the hierarchy level you want to manage this setting for (building, floor, or workspace).
  3. Click the Workspaces tab.
  4. At the top right of the page, click Import.
    An Import from CSV pop-up window will appear.
  5. In the pop-up window, drag and drop a file in the designated area or Choose a File to upload.
    If you do not have a file to upload, you can also Download a CSV Sample.
    Note: Up to 1,000 workspaces can be imported at one time.

Your workspaces will be uploaded to Workspace Management, where you can edit and organize them.

View import history

  1. Access Workspace Management.
  2. Use location hierarchy to access the hierarchy level you want to manage this setting for (building, floor, or workspace).
  3. In the top right corner, click the ellipses more-button__1_.png, then select Import History.
    The Import History page will appear, where you can view the Creation Time, Total (number of workspaces), Successes, Failures, Status, and Report.
  4. (Optional) Under the Report column, click Download to download a report.

How to export workspaces

  1. Access Workspace Management.
  2. In the left location hierarchy, click an account, then click the Workspaces tab.
    You can also use location hierarchy to access the hierarchy level (building, floor, or workspace) you want to export.
  3. In the right corner of the page, click Export All.

A file with information of all the workspaces on the Workspace Reservation account will export and download.

How to search for a workspace

  1. Access Workspace Management.
  2. In the left location hierarchy, find and click an account.
  3. Click the Workspaces tab.
  4. Use the search bar to enter the name of a workspace.
    The results will appear on the current page.
  5. (Optional) To the right of the search bar, click the Workspace and Zoom Rooms dropdown menu to select either Workspaces and Zoom Rooms or Workspaces with Zoom Phone, to filter your search results.
  6. (Optional) To the right of the search bar, click the All Workspace Types dropdown menu to choose a workspace type (desk or room) to filter your search results.

How to delete workspaces

  1. Access Workspace Management.

  2. Use location hierarchy to access the hierarchy level you want to manage this setting for (building, floor, or workspace).
  3. Click the Workspaces tab.
  4. Select the check boxes of the workspaces that you want to delete.
    You can also click the check box to the left of Name to select all workspaces.
  5. After selecting the workspaces check boxes that you want, click Delete.
    A confirmation window will appear.
  6. In the confirmation window, review the selected workspaces, then click Delete to confirm.
    Note: Deleted workspaces cannot be restored.

How to view and edit floor information

  1. Access Workspace Management.

  2. In the left location hierarchy, click a floor that you want to view.
    The floor’s overview will appear.

At the top of the page, you can view the floor map. You can also access Floor Settings.

Under Workspaces, you can view the list of workspaces that have been added to the selected floor. The following information is displayed:

  • Name: Displays the workspace name.
  • Type: Displays the type of workspace (Room, Desk, Kiosk, or Digital Signage).
  • Device: Displays the device of the workspace (i.e., Zoom Rooms). 
  • Calendar: Displays the workspace’s connected calendar resource.
  • Edit: Use the Edit button to make edits to your workspace.

To configure a floor map, please visit this support article.

How to move a workspace within the location hierarchy

Edit the workspace location settings

In the Workspaces tab, you can access a workspace's settings to manage its Location settings. Workspaces have one main location management section that account owners and admins can use to move a workspace from one location to another location. 

Learn more about moving a workspace using Location settings.

Assign a workspace to another location

  1. Access Workspace Management.
  2. Use location hierarchy to access the hierarchy level you want to manage this setting for (building, floor, or workspace).
  3. Click the Workspaces tab.
  4. To the left of the workspace(s) that you want to move, select the check box(es).
  5. At the top of the listed workspaces, click Assign to.
    An Assign to Location pop-up window will appear.
  6. In the pop-up window, select the location where you want to move the workspace. You can also use the search bar to search for a specific location.
  7. Click Save.

Zoom Community

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