Managing Workspace Reservation for admins in Zoom App

This post was most recently updated on July 23rd, 2022

Users can reserve a workspace in the office through Workspace Reservations. Whether it is on the Zoom Web portal, the Virtual Receptionist Kiosk, the Zoom Rooms for Touch devices, or at the office, users can easily reserve available desks and meeting rooms. With Workspace Reservations, you can check-in to Zoom-enabled desks, view interactive maps, and check whether desks are occupied with QR codes.

Activating workspaces is just as simple as uploading a floor map. From there, Admins and account owners can display visual cues of available and reserved workspaces for wayfinding on kiosks and digital signage, as well as viewing the workspaces online for free.

Prerequisites for using Workspace Reservations

  • With the help of a Zoom Rooms license, your organization is able to enable workspace reservations
  • That can be made by the account owner or admin
  • On the Zoom Pro, Business, Education, and Enterprise accounts

How to use Workspace Reservation for Zoom Rooms as an admin

Enable or disable a Hot Desk

  1. As an administrator, you will have access to the Zoom web portal and will be able to modify the settings of your account.
  2. Navigate to the Room Management section and then click Zoom Rooms.
  3. Then click on the Room tab.
  4. Click on the + Add Room button.
    You will be redirected to the Add a Zoom Room page.
  5. The workspace you choose must be either a Zoom Rooms device-enabled workspace or a reservation-only workspace:
    • There is a likelihood that Zoom Rooms for Touch devices will be available in the workspace, in the dropdown menu for the Room Type, select Zoom Rooms (for shared workspaces).
    • In the event that Zoom Rooms for Touch devices will not be offered at the workspace, you can select Reservation Only from the dropdown menu so that the workspace may only be made available for reservations.
  6. You must enter a room name in this field.
  7. You can integrate a calendar here.
  8. In this field, you can choose (or search for) the workspace location.
  9. To enable or disable Hot Desking for your Zoom Room, simply click the toggle button next to it.
  10. Next, click the Finish button.

Create reservation only desks or desks with Zoom Room devices

  1. If you are an admin, you can edit account settings from the Zoom web portal if you sign in as an admin.
  2. Just click on Room Management then Zoom Rooms in the navigation menu.
  3. You can click a location, floor, or room from the left-hand hierarchy.
  4. Choose Rooms from the left-hand hierarchy.
  5. You will then be able to choose the Zoom Room in question.
  6. From the Zoom Rooms page, click on the Profile tab to get to the Rooms Profile page.
  7. To enable or disable Hot Desking, click on the toggle next to Basic.

Activate Zoom Rooms for Touch devices for Workspace Reservation

  1. You can use the codes provided under Activation Code under the existing workspace to activate your Zoom Rooms for Touch device once it has been enabled as a reservable hot desk.
    Alternatively, you can also use any of the other Zoom Rooms sign-in methods that are supported.
  2. You can regenerate your activation code by clicking on the Regenerate link (optional).

How to use Workspace Reservation for Zoom Phone Appliance as an admin

You should follow the instructions in this article for initial setup of the Zoom Phone appliance.

  1. You need to sign into the Zoom web portal as an administrator with the privilege of editing the Zoom Room settings, as well as the Zoom Phone settings.
  2. Click Phone System Management on the left-hand side navigation menu.
  3. You will find the User and Room tab, and this is where you will find the Common Area Phones subtab.
    Note: Zoom has migrated the common area phones to the new tab Common Area in the Users & Rooms page of the Zoom account admin if you signed up for a new account after May 21, 2022; or the New Common Area Experience was enabled on your account.
  4. Click on the name of the desired common area, then click the Settings tab.
    Note:The steps below will guide you through the process of adding a new common area.
  5. First, you will need to go to the Appliances section of Zoom.
    1. You will be able to assign the Zoom Phone Appliance to a Zoom Room by clicking Assign.
      You will be redirected to the Device List dashboard, where you can select the Zoom Phone Appliance you wish to install.
    2. Click Edit and Assign it to your shared office by clicking to the right of your selected Zoom Phone Appliance.
    3. To access the Common Areas Phones page, open Phone System Management, click Users & Rooms, then click Common Areas Phones.
    4. To access the Settings tab for that common area, click on the name of that area.
    5. The Hot Desk feature can be enabled by clicking the toggle switch in the Zoom Phone Appliance section.
    6. To connect a calendar resource to the Zoom Phone Appliance, you need to select a calendar service.
      By enabling Hot Desks on your site, your users will be able to take a look at desks located on your map for reservation purposes.
    7. Select or search for the workstation floor location for your site.
    8. The Zoom Phone Appliance can be assigned to a Floor location by clicking the Assign Location button.
      Note: Floor selection is the only option that is available. As soon as the ZPA is configured, it can be added to the Floor Map.
  6. In order to add your Zoom Phone Appliances, you will need to follow the directions provided in the Edit Floor Map section.
    Note: As discussed earlier in the Edit Floor Map section, Zoom Phone Appliances are designated as Desk Phones.

How to upload a floor map

Add hot desks to a floor map

  1. Then, you should go back to the Workspace tab once the floor map has been added.
  2. Then, click on the Edit Floor Map button on your uploaded floor map.
  3. You can either drag a desk directly from the left panel onto a floor map when you have added it to the map, or you can drag a desk to the map after it has already been created in the room list.
  4. To create an automatic desk, simply click a location on the floor map and it will appear automatically.
    Upon clicking on the Desk icon on the left panel under the Add Desk section, the desk will appear on the map as well.
    Note: This workspace will need to be configured with a calendar in Room Management so that it can be reserved.
  5. When you are finished making your changes, click Save.

Note: It is necessary to take one of the following actions to complete setting up a newly created workspaces so that they can be reserved:

  • It is going to be necessary to go back to the Room Settings and attach it to a calendar resource and device, if necessary.
  • To do this, click on “Add a Calendar” under the desk.

Edit hot desks in a floor map

While you are editing the floor plan, please take the following into consideration:

  1. You can add a new desk in the left panel by clicking the pencil icon next to the name of the desk.
  2. You can give the desk a name of your choice.

Delete hot desks in a floor map

While you are editing the floor plan, please take the following into consideration:

  1. Select the hot desk you wish to remove from the floor map by clicking on it.
  2. Select the Remove option.

Arrange desks on a floor map

  1. Please return to the Workspace tab once you’ve added a floor map.
  2. Click Edit Floor Map once you’ve uploaded your floor map to arrange your desks.

How to delete a floor map

  1. Please return to the Workspace tab after you have added the floor map.
  2. Select Edit Floor Map and then click the ellipses to edit the floor map.
  3. You can also delete the floor map by clicking Delete Floor Map.

How to add Zoom Rooms to the floor map

  1. Return to the Workspace tab after you have added a floor plan.
  2. Click Edit Floor Plan on the floor plan you uploaded.
  3. Then click Add Room on the left side of the window.
    Zoom Rooms for that floor will then appear in a list.
  4. The Zoom Room can then be dragged onto the floor map.
  5. The Zoom Room can then be resized to fit the map and fit onto the room.
  6. The Zoom Room can then be saved.

How to enable Workspace Reservation on Kiosks

It is possible to configure this on an individual room or location by location basis.

  1. As a Zoom account administrator with the privilege to edit account settings, log into the Zoom web portal.
  2. Select Room Management from the navigation menu then click Zoom Rooms from the dropdown list.
  3. Then click the Floors tab at the top of the screen.
  4. If you are going to enable Workspace Reservation on a Kiosk, corresponding to a floor on that floor, click Edit next to it.
  5. Then click Kiosk at the bottom of the page.
  6. Select the Workspace check box to enable Workspace Reservation in the section Select the functions you would like to configure the Kiosk for.
  7. To enable or disable the Receptionist function, you can select or deselect the checkbox under Select functions you wish to configure on the Kiosk.

How to add a floor map to digital signage

Depending on the type of digital signage display or individual room preferences, this can be configured.

  1. Log in as a Zoom admin with the privilege of editing account settings by logging into the Zoom web portal.
  2. Go to the Room Management menu, then Zoom Rooms in the navigation menu.
  3. Click on one of the listed rooms, kiosks, or digital signage displays from the left-side hierarchy.
  4. Once you have selected one of the listed room names, click the Edit button to make changes to it.
  5. Select the Digital Signage tab from the left-hand menu.
  6. Then, click + Add Content in the Content List 1 section.
    You will be redirected to the Add Content window.
  7. You will find a tab entitled Workspace Reservation.
  8. Simply check the box next to it to make the reservation of your workspace.
  9. You will need to add one item to your reservation.
  10. Once you have finished making your changes, you will need to save them.

Configure account-level Workspace Reservation settings

Configure the Workspace tab

  1. If you are an admin, you will be able to edit your account settings after signing in to the Zoom web portal.
  2. Navigate to Zoom Rooms in the navigation menu then select Room Management from the drop down menu.
  3. Select an account from the left-hand side hierarchy and click on it.
  4. The account settings page will appear.
  5. The workspace tab will appear.
  6. You will need to review the workspace settings. Click the toggle button for each of the following settings to enable or disable it:
    • When a desk is reserved, display the profile of the user on the map
    •  Users are able to reserve workspace through their Zoom accounts
      Note: The user will be automatically signed in to the device if there is an associated device at the workspace when checking in.
    • The ability to reserve workspaces at this location should be restricted to certain users or groups
    • based on desk recommendations

Enable or disable Room Check-In and Check-Out

In order to learn more about how to enable or disable Room Check-In and Check-Out, please visit this Support article.

Note: It is worth noting that if the functionality for Room Check-in and Check-out is disabled, it is also going to disable the check-in and check-out functionality for Workspace Reservations.