Managing Workspace Reservation floor maps

To complete setting up Workspace Reservation, workspaces must be placed on a map to be reservable. You must upload a floor map to the Zoom web portal to configure this option. Once this is done, you can designate the areas on the floor map that match the locations of your organization’s workspaces. This allows users to view the floor map and reserve these spaces.

Note: Each workspace must have a calendar resource to be reservable.

This article covers:

• How to upload a floor map
• How to edit a floor map
• How to configure a floor map
  • Add desks or rooms
  • Configure desks and rooms on the floor map
  • Configure kiosks and digital signage on the floor map
• How to delete a floor map

Prerequisites for managing Workspace Reservation floor maps

• Either a Zoom Workspace Reservation subscription, Zoom Rooms subscription, or Zoom Common Area Phone subscription
• Account owner or admin privileges

How to upload a floor map

1. Access Workspaces Management.
2. In the left-side hierarchy, click a location, then select the floor that you want to upload a floor map to.
3. Once at the floor page, Add a Floor Map.
4. Select an image to use as your floor map, then upload it.
   Note: The image can be a JPG or PNG file and cannot exceed 5MB.

How to edit a floor map

When you edit a floor map, the Edit Floor Map overview will appear. In the left navigation menu, you can view the following dropdown menu list items:

• Add Workspaces to Map: Includes all desks, rooms, kiosks, and digital signage that have not been added to the floor map; you can add these to the floor map.
• Desks: Includes all desks that are added to the floor map.
• Rooms: Includes all rooms that are added to the floor map.
• Kiosk: Includes all kiosks that are added to the floor map. If a kiosk is added to the map, users will see a You are here indicator at the location placed on the map when they are at that kiosk.
• Digital Signage Only: Includes all digital signages that are added to the floor map. If digital signage is added to the map, users will see a You are here indicator at the location placed on the map when they are at that digital signage screen.

To edit a floor map:

1. Access Workspaces Management.
2. In the left-side hierarchy, click a location, then select the floor with the floor map that you want to edit.
3. To the right of the floor map, click Edit.
   The Edit Map view of your floor map will appear.
4. Configure your floor map.
5. (Optional) At the bottom of the floor map, select the following actions:
   • Upload a New Map: Upload a new map to replace the existing floor map.
   • Remove All Workspaces: Remove all workspaces from your floor map.
   • Desks Resize: Use the scrolling bar to adjust your desks’ sizes.
   • Zoom in/zoom out: Click the zoom icons to increase or decrease the size of the floor map.
6. Click Save to save your edits.

How to configure a floor map

After you upload a floor map, you can configure rooms and desks on it. You can add Zoom Rooms, workspaces, Common Area Phones (Common Area Phones with hot desking enabled) that are located on that floor to the floor map.

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.

Add desks or rooms

1. After you add a floor map, access your uploaded floor map that you want to edit.
2. In the top-left corner, click the Add Desk or Add Room button.
   Your cursor will appear on the floor map.
3. Click the floor map to create a desk or room.
   An Add a Desk or Add a Room panel will appear.
   Note: Rooms can be resized and drawn in different shapes.
4. In the panel, complete information for the following:
   • Desk/Room Name: Enter a desk name.
   • Calendar: Select calendar resources to connect with the desk by using the dropdown menu.
   • (Optional) Assets: Add assets associated with the desk (such as a dual monitor, standing desk, and so on).
5. Click Save.

The desk or room will appear automatically on the floor map.

Configure desks and rooms on a floor map

1. After you add a floor map, access your uploaded floor map that you want to edit.
2. Under Add Workspaces to Map, find a (previously created) desk or room that you want to add to the map.
3. Drag the desk or room from the list to the map.
   The desk or room will now appear on the map and in the left navigation menu under Desks or Rooms.
4. In the right panel, edit its information.
5. Click Save to save your changes.

Add calendar resource

A calendar resource must be added to the workspace for it to function properly. Without a calendar resource, users cannot reserve that workspace. When an admin doesn't add a calendar to a workspace, the workspace will be marked on the floor map, indicating that the admin needs to edit it and add a calendar resource.

Edit desks and rooms on a floor map

While you’re editing the floor map:

1. On the floor map, click the desk or room that you want to edit.
   The right panel will appear.
2. In the panel, edit its information.
3. Click Save to save your changes.

Delete desks and rooms on a floor map

While you’re editing the floor map:

1. Click the desk or room on the floor map that you want to delete.
   The right panel will appear.
2. In the panel, click Remove.

The room or desk will be deleted and will disappear from the left navigation menu’s list.

Configure kiosks and digital signage on a floor map

1. Access your uploaded floor map that you want to edit.
2. Under Add Workspaces to Map, find a kiosk or digital signage that you want to add to the map.
3. Drag the kiosk or digital signage from the list to the map.
   The kiosk or digital signage will now appear on the map and in the left navigation menu under Kioks or Digital Signage Only.
4. Click the kiosk or digital signage icon on the floor map.
   The kiosk or digital signage panel will appear, displaying a Preview of the floor map.
5. Click Save to save your changes.

Users will see a You are here indicator when looking at the map from that location.

How to delete a floor map

After you add a floor map, you can return to the Workspaces tab to remove floor maps.

1. Access Workspaces Management.
2. In the left location hierarchy, click the floor name that you want to delete.
   The floor’s overview will appear.
3. By the Edit Floor Map button, click the ellipses .
4. Click Delete Floor Map to delete the floor plan.