Admin Experience
Administrators can configure Workspace Reservation by setting up calendar integration, location hierarchies, floor plans, and more.
This section covers the administrator experience in Workspace Reservation, including defining role access, establishing the building hierarchy, creating floor plans, selecting feature settings, and performing other administrator functions.
Defining Role Access for Workspace Reservation
All administrators have access to the Workspace Reservation account settings by default. However, they can also create custom roles with explicit access permissions.
As a Zoom account owner or admin authorized to edit roles, navigate to the Role Management page on the web portal.
Click the pencil icon next to the role you are editing.
Navigate to the Workspaces Management subsection and define the role access as desired.
Repeat for any additional roles.
Configuring Workspace Reservation
This section offers steps for configuring Workspace Reservation from beginning to end.
The following instructions provide a linear configuration experience for new Workspace Reservation administrators. Although alternative configuration methods are possible, Zoom recommends following these instructions in the order provided to establish familiarity with the core concepts and structure of the service.
Step One: Integrate Your Calendaring Service
To maintain accurate reservations and availability, Workspace Reservation needs to integrate with your calendar service provider. Each reservable workspace requires an associated calendar resource, managed by a calendar service account.
If your account has an existing calendar integration configured in your Zoom account, advance to the next step. If your account does not have a calendaring service configured, or if you are unfamiliar with configuring a calendar resource account and calendar resources, refer to one of our calendar integration guides for Office 365, Exchange, or Google to complete this process. Zoom Rooms also support the Zoom Calendar service.
Step Two: Create Your Location Hierarchy
Workspace Reservation configurations are built on an account’s location hierarchy. You must configure them before creating a floor plan or designating workspace locations.
If your account has an existing location hierarchy, advance to the next step. If your account does not have an existing hierarchy, perform the following steps:
Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
Click the Workspaces Management drop down, then select Workspaces.
Click + Add Location. An Add Locationpop-up window will appear.
In the pop-up window, customize your Workspaces environment by creating a hierarchical system layout and choosing the locations you need for your organization.
Click Finish when your structure appears correctly.
The Workspacespage will now display a directory pane, including a set of tabs for Floors, Buildings, Campuses, Cities, States, and Countries/Regions, depending on your configuration.
For each location level in your hierarchy, select the corresponding tab and click + Add Floor/Building/City/etc. to build your office infrastructure.
The floor level is necessary for Workspace Reservation to be configured. Do not advance if your hierarchy does not include the floor level.
For more information, refer to our support documentation on managing the Workspace Reservation location hierarchy.
(Optional) Configure neighborhoods for controlled access
In order to balance the adaptability that hot-desking provides, neighborhoods also take into account the necessity of maintaining team proximity and departmental organization.
After establishing your location hierarchy, you can designate specific areas of each floor as neighborhoods with controlled access rules. This feature allows organizations to maintain team cohesion while still maximizing overall space efficiency.
Each neighborhood receives a descriptive name and can be assigned to specific user groups or individuals. The real power of neighborhoods lies in their time-based flexibility. Admins could make a neighborhood exclusively available to the finance team Monday through Wednesday, then open it up to all employees on Thursday and Friday. This approach provides teams with reserved space when they need to work together while preventing underutilization during lower-demand periods.
Time zone support within neighborhoods accommodates organizations spanning multiple regions. Each neighborhood can operate on its own time zone settings, so access rules apply correctly regardless of where administrators or users are located.
Step Three: Add Floors
After you have established the high-level structure for your offices, each location requires at least one floor level to use Workspace Reservation. Add floor levels to each building/campus/city/etc. within your hierarchy by performing the following steps:
Access Workspaces Management.
Click the Floors tab.
Click the + Add Floor button in the top right corner, and an Add New Floor panel will appear.
In the panel, enter information for the Floor Name.
(Optional) Enter information for the Description.
Select the location where you want to place your floor within your hierarchy.
Click Save & add another to add more floors for each of your locations.
Click Finish when you are done.
Step Four: Create Each Floor’s Reservable Workspaces
After your floors are created, an admin or authorized user can create reservable workspaces for the floor that will be assigned later in the process.
To create workspaces for a floor:
Access Workspaces Management.
Click on an existing floor from the Floor tab.
Once the floor is selected, click + Add Workspaces, and a side panel will appear on the right side of your screen.
Under Workspace Type, select a Desk or Reservation Only Room.
Enter the Desk Name or Room Name.
Under Calendar, select a calendar resource to connect to the desk or room (required for reservation functionality).
(Optional) Under Assets (optional), manually add or select assets associated with the desk (such as a dual monitor, standing desk, etc.).
Click Save & add another to add another workspace until complete.
Click Finish to save your changes.
(Optional) Create permanent desk assignments and use approval workflows for high-demand workspaces
Administrators can also create permanent assignments for specific users. For more information, see the Zoom Support article Designate a single or multiple users to reserve specific workspaces.
Approval workflows for high-demand or specialized workspaces provide a formal request and review process for premium locations, executive areas, or spaces with special equipment. When enabling "Approval Required" for a workspace, all reservation requests route to designated approvers who can be Workspace Management Admins or Reservation Admins.
To learn more about approval workflows, see the Zoom Support article Introduction of workspace reservation approval flow.
Step Five: Upload a Floor Map
After your floor’s workspaces are created, upload the floor map image — this will be displayed to users when selecting a space — to prepare reservable workspace locations for designation. To upload a floor plan:
Access Workspaces Management.
In the hierarchy menu on the left side of your screen, select the hierarchy with the corresponding floor map you intend to upload.
Click the Edit button next to the desired floor.
Click + Add floor map button to upload the selected floor’s map as an image file.
After the image is uploaded, click Close in the top right corner.
Repeat for all applicable floors or advance to the next step to assign workspace locations.
For more information, refer to our support documentation on managing Workspace Reservation floor maps.
Step Six: Assign Workspaces to Your Floor Plan
If all previous steps have been performed, workspaces can now be assigned to the floor plan. To assign workspaces:
Access Workspaces Management.
In the hierarchy on the left side of your screen, click a location and select the floor you are assigning workspaces to.
If a floor map is already uploaded, click Edit Floor Map. If no floor map is available, click + Add Floor Map, and upload the selected floor’s map.
The following screen will display the uploaded floor map with a menu panel on the left-hand side of the page, with Add Workspaces to Map, Desks, Rooms, Kiosks, and Digital Signage Only workspaces available.
Select a workspace to place on the map (e.g., a conference room).
Drag and drop the name of the intended workspace from the left-side panel to its location on the floor plan.
If applicable, adjust the dimensions of the workspace to fit the floor plan.
Desk icon sizes can be adjusted using a slider below the floor plan.
Assignment of Kiosks and Digital Signage to the floor plan will display a “You are here” marker when viewing the floor plan from the device.
Assign a calendar resource if one is not already assigned.
Confirm that any applicable assets are applied to the workspace and click Save when complete.
Repeat steps 5-8 as necessary to apply all workspaces, Kiosks, and Digital Signage to the floor plan.
Once complete, click Save and Close in the top right corner of the screen.
Repeat as necessary until all floor plans are configured.
(Optional) Step Seven: Configure wayfinding for indoor navigation
Wayfinding transforms the often frustrating experience of finding a reserved workspace in large or unfamiliar offices into a guided journey that users can follow on their mobile devices. This feature provides turn-by-turn directions from building entrances to specific desks or meeting rooms, significantly reducing the time employees spend searching for their reserved spaces.
To set up wayfinding, see the Zoom Support article Configuring wayfinding for Workspace Reservation.
The wayfinding system adapts based on how users access it. When someone uses wayfinding from their mobile device after making a reservation, they can select their entrance point and receive customized directions to their workspace.
This completes the Workspace Reservation configuration process.
Zoom Rooms and Zoom Phone Appliances can be assigned as reservable desk spaces
Admins can assign Zoom Rooms and Zoom Phone Appliances to a desk for reservations, including a QR code to check in. This process requires additional backend configurations to enable floor assignment.
Refer to our support documentation for instructions on enabling Zoom Phone Appliances and Zoom Rooms for Workspace Reservation.
Workspaces without devices that connect to Zoom services can use a printable QR code for checking in
Although Zoom Rooms and Zoom Phone Appliances can display a QR code for checking in on-screen, some reservable workspace locations, like desks, may not have a Zoom-enabled appliance capable of displaying a QR code to check in. Instead, an admin or authorized user can print and place a QR code specific to each workspace for user check-in. To print QR codes for these workspaces:
Confirm that all workspaces are assigned on the floor you are printing QR codes for.
In the navigation menu of the web portal, click Workspaces Management, then Workspaces.
Locate the floor you are printing QR codes for and click Edit.
Locate the setting for Workspace QR Codes.
Download or Print the QR codes and attach one to each corresponding workspace.
Users can now check in using QR codes.
General Workspace Reservation settings are configurable at the account or location level
Admins or authorized users can configure general Workspace Reservation settings at either the account or location level. These settings include questionnaires for reservations or pre-check in, designating specific user groups for Workspace Reservation access, requiring user authentication for reservations, and more.
These settings can be continually refined by location level, including different settings between floors if the setting is not locked by a higher level within the location hierarchy.
Account Level
To modify settings at the account level:
Sign in to the Zoom web portal as an admin or authorized user with the privilege to edit account settings.
In the navigation menu, click Workspaces Management, then Workspaces.
At the top of the page, click Account Settings next to Workspaces.
Enable or disable settings as desired.
Location Level
Unlike settings for other Zoom services that can often be configured within User Groups, group or location-specific settings for Workspace Reservation are configured on the location level.
To modify settings on the location level:
Sign in to the Zoom web portal as an admin or authorized user with the privilege to edit account settings.
In the navigation menu, click Workspaces Management, then Workspaces.
Navigate to the location level you are editing, from floor to country, and click Edit.
Enable or disable settings as desired.
Advanced reservation controls and restrictions
This section offers advanced options for organizations to more closely control and restrict Workspaces.
Office hours and booking windows
Business hours configuration operates at multiple hierarchical levels, from account-wide settings down to individual workspace schedules. This granular control accommodates diverse scenarios, such as headquarters operating extended hours while satellite offices maintain standard schedules, or specific rooms being available outside normal business hours for special projects.
Holiday schedules work in conjunction with regular business hours to automatically block reservations during closures without requiring manual intervention. Administrators can define holiday schedules months in advance, specifying different hours for partial closure days or completely blocking reservations for company-wide shutdowns. The system respects these schedules across all booking interfaces, preventing users from accidentally reserving spaces when facilities are closed.
Reservation duration and frequency management
The reservation increment setting, adjustable to 1, 5, 15, or 30-minute blocks, allows organizations to match their bookings to actual usage patterns.
For example, a research facility might use 30-minute increments for equipment rooms, while a consulting firm might prefer 15-minute increments for phone booths. The enhancement enabling cross-midnight reservations extends maximum booking duration to 24 hours, accommodating shift workers, overnight projects, and international collaboration sessions that span traditional business hours.
Multi-room reservations for complex events
The multi-room reservation capability addresses a long-standing challenge for event coordinators managing complex gatherings. Using the Grid view, coordinators can reserve multiple rooms across different buildings and locations under a single reservation ID. This unified approach is essential for events like all-hands meetings with overflow rooms, training sessions requiring breakout spaces, or conferences spanning multiple venues.
Approval workflow for workspace bookings
This setting prevents premium spaces from being booked on a first-come, first-served basis. Instead, users request a booking, and an administrator manually approves the booking.
When a user requests a reservation in a controlled workspace, the request goes through an approval process with designated approvers who receive notifications and can approve or reject them along with notes. Users can review request status and see approvers. Account owners and admins can also configure approvers.
For more information, see the Zoom Support article Introduction of workspace reservation approval flow.
Users can be required to fill out a pre-reservation and/or a pre-check in questionnaire
An admin or authorized user can require users to fill out a pre-reservation and/or a pre-check in questionnaire. These questionnaires are customizable with single choice, multiple choice, and short answer responses.
A pre-reservation questionnaire is presented at the time a user makes a reservation. Pre-check in questionnaires can be sent between 2 and 72 hours before check-in time, and the reservation will be automatically canceled if the user does not fill out the questionnaire before a specified time.
Refer to our support documentation for more information on Workspace Reservation Questionnaires.
Configure calendar integrations for seamless booking
The expansion of Workspace Reservation into major calendar platforms represents a fundamental shift in how users interact with the booking system. Rather than requiring users to switch between applications, these integrations bring Workspace Reservation directly into the tools where employees manage their daily schedules.
Microsoft Outlook integration
The Outlook add-in embeds Workspace Reservation functionality directly within the Outlook interface where many users spend their workday. When creating or editing meeting invitations, users see available workspaces with photographs, capacity information, and asset details without leaving Outlook.
The integration respects existing administrative settings, including approval requirements, booking restrictions, and neighborhood assignments, to provide consistent policy enforcement regardless of booking method.
Google Workspace and Zoom Calendar support
Similar functionality extends to Google Workspace users through the Zoom for Google Workspace add-on. The integration provides the same rich workspace information and booking capabilities within Google Calendar to provide feature parity across platforms.
For organizations using Zoom's native calendar solution, Workspace Reservation support provides a fully integrated experience without requiring third-party calendar services.
Notifications for team collaboration platforms
Integration with Microsoft Teams and Slack extends beyond simple notifications to create an interactive workspace management experience within a team’s communication tools.
Users receive reservation reminders, check-in alerts, and visitor arrival notifications directly in their team channels or direct messages. The Zoom chatbot is available across platforms and allows users to check into reservations, extend bookings, or query workspace availability without the need to switch applications.
Administrators control notification preferences at the account level, determining which alerts users receive and through which channels, preventing notification overload while helping important messages reach their intended recipients.
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