Managing Workspace Reservation location hierarchy

If your organization includes workspaces that are placed in a variety of locations, the account owner or admin can organize a hierarchical structure to manage them more effectively. Depending on the needs of your organization, you can specify a location for a workspace that includes its Country/Region, City, Campus, Building, and Floor.

This article covers:

• How to design a hierarchical structure
• How to understand the inheritance of settings
• How to create a Workspace Reservation hierarchy
• How to add a new floor

Prerequisites for using Workspace Reservation location hierarchy

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

How to design a hierarchical structure

An account owner can design a hierarchy to define the locations of all workspaces. The account owner or designated Workspaces administrators can also configure different settings at each level of this hierarchy.

• The highest level of the hierarchy is your account in Account Settings, where the account owner defines default settings that can be used in all workspaces. 
• The intermediate levels of the hierarchy are Country, City, Campus, Building, and Floor. The account owner or Workspaces administrator can define any or all of these levels to be in the hierarchy, depending on the needs of your organization.
• Floor level is necessary for managing workspaces.
• The lowest level of the hierarchy is the individual workspace. The account owner or Workspace administrator can configure each workspace with settings unique to that room, or the room can inherit the characteristics from any level above it in the hierarchy.

How to understand the inheritance of settings

If you do not change the settings for any intermediate levels in the hierarchy, all rooms inherit the account settings. This works well for a small number of workspaces managed by a single person.

For example, say that the value of the Reservation Questionnaire setting at the account level is for all workspaces. But suppose admins want users at BuildingA to receive different questions upon reservation. You could individually configure the Reservation Questionnaire for BuildingA. Alternatively, though, you could configure the Questionnaires one time by changing its settings at the Building level. Each floor and workspace in the building, would then automatically inherit this change.

In this example, the administrator would edit the settings for BuildingA and configure the Questionnaires at the account level. Both FloorA1 and FloorA2, as well as all 4 rooms in BuildingA, inherit the updated Questionnaire. The 4 rooms in BuildingB would continue to use the account-level Questionnaire.

How to create a Workspace Reservation hierarchy

Only the account owner can create the initial hierarchy. After the hierarchy is established, Workspaces administrators can modify it.

To create a Workspace Reservation hierarchy:

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 Welcome to Workspace Reservation page will appear.
3. On the welcome page, click + Add Location.
   An Add Location pop-up window will appear.
4. In the pop-up window, customize your Workspaces environment by creating a hierarchical system layout and choose the locations you need for your organization.
   As you choose locations in the pop-up window’s left pane, see the preview of the structure in the right pane.
5. Click Finish when your structure appears correctly.
   The Workspaces Management tab will display a new Workspaces directory pane, as well as a set of tabs for Floors, Buildings, Campuses, Cities, States, and Countries/Regions. One building and one floor will be automatically added.
   Note: You can rename these structures and add new ones in the hierarchy.
6. Click the name of a building then click Building Settings.
7. Click the Buildings Profile tab.
8. Under Basic, change the Building Name by clicking the pencil icon .
9. Under Basic, make any changes that you want for all rooms in this building.
10. Repeat steps 6-10 to continue adding and modifying structures to each location in your hierarchy.

Note: To add a structure, click the tab with the structure type, then click the Add Building button (or the Add button for another type of structure).

How to add a new floor

1. Access Workspaces Management.
2. Click the Floors tab.
3. At the top right corner, click the + Add Floor button.
   An Add New Floor panel will appear.
4. In the panel, enter information for the Floor Name.
5. (Optional) Enter information for the Description (Optional).
6. Select the location of where you want your floor.
7. Click Add Another to add more floors.
8. Click Finish when you are done adding location levels.