User Experience

This section covers the user Workspace Reservation experience, including reading the floor plan, reserving a workspace, and checking in to a reservation.

Reserving a Workspace

The following sections detail different ways a user can access the Workspace Reservation and make a reservation across different Zoom applications.

Making a reservation from the Zoom Workplace desktop app

1. Open the Zoom Workplace app.

2. Click the Workspaces icon on the navigation bar at the top of the window.

   
3. (Optional) If the Workspaces icon isn’t visible, click the …More icon and select the Workspace icon.

4. Click the + Reserve button at the top of the window to make a reservation.

   
5. (Optional) Click My reservations at the top-right corner of the window if you have an existing reservation.

6. (Optional) Click the current office floor plan drop down to select a different office floor plan to make additional reservations.

Making a reservation using the Zoom web portal

1. Browse to zoom.com.

2. Click sign in.

3. Click the Workspaces drop down on the left-hand side of the screen.

   
4. Click Workspace Reservation to make a reservation or see your existing reservations.

5. Click the + Reserve button at the top of the screen to make a reservation.

   
6. (Optional) Click My reservations at the top-right corner of the screen if you have an existing reservation.

7. (Optional) Click the current office floor plan drop down to select a different office floor plan to make additional reservations.

   

Making a reservation from the Zoom mobile app

1. Open the Zoom mobile app.

2. Tap the … More icon and select the Workspaces icon.

   
3. (Optional) Tap the Reorder link and move the Workspaces icon to your primary app drawer. This saves a step the next time you need to reserve a desk or room.

4. Tap the + icon on the right side of the screen to make a reservation.

   
5. (Optional) Tap the My reservations tab at the top of the app if you have an existing reservation.

6. (Optional) Tap the current office floor plan drop down to select a different office floor plan to make additional reservations.

(Optional) Making a reservation with the Zoom for Outlook Add-In or Zoom Chrome Extension

Users can also reserve desks directly from Outlook or Chrome using the Zoom for Outlook Add-in or the Zoom Chrome Extension. Desks appear as options alongside meeting rooms, and once booked, the reservation appears within the calendar event.

For more information, see the Zoom Support article Scheduling workspace desks using Zoom for Outlook add-in and Zoom Chrome Extension.

Enhanced reservation features for users

This section offers additional information on advanced reservation tools available to Workspace Reservation users.

Managing recurring reservations

The recurring reservation feature acknowledges that many users have predictable workspace needs. Rather than making individual bookings each day or week, users can establish patterns that automatically reserve their preferred spaces. The system supports daily patterns for users who come to the office regularly, weekly patterns for those with specific in-office days, and monthly patterns for recurring events or meetings.

For more information on recurring reservations, see the Zoom Support article Making recurring workspace reservations.

Users can modify recurring reservations either as individual occurrences or as a complete series. This flexibility accommodates both permanent schedule changes and one-time exceptions. The system maintains the relationship between occurrences, so changes to the series don't affect previously modified individual occurrences. The advance limit on recurring reservations balances both planning needs and space availability; therefore, it prevents users from monopolizing spaces for extended periods while also allowing for a practical amount of advanced scheduling.

Timeline view for visual space planning

The timeline view enhances how users visualize workspace availability with a chronological view of all reservations and spaces on a floor. Users can immediately identify time slots, see who has reserved adjacent spaces, and better understand traffic patterns for different areas.

Making reservations from the timeline view involves simply clicking and dragging across the desired time period for an available space. This direct manipulation interface eliminates the multi-step process of traditional booking forms, allowing users to reserve spaces as quickly as they can visualize their needs.

Intelligent room suggestions

The room suggestion feature applies intelligent analysis to help users quickly find spaces without manual searching. When starting a reservation, the system evaluates multiple factors to generate recommendations. These factors include:

• Meeting capacity requirements, suggesting rooms to accommodate all participants

• Proximity to the user's other reservations that day, minimizing travel time between meetings

• Historical usage patterns that prioritize frequently used rooms

The suggestion algorithm continuously learns from booking patterns, improving its recommendations. For example, if a team consistently books rooms with whiteboards for their brainstorming sessions, the system prioritizes similar rooms for that team's future bookings.

Checking in to a Reservation

Users can check in to a reserved workspace on their desktop via the Zoom app, using a mobile device, or through a web browser and the Zoom web portal. For desks and reservation-only room workspaces, you can print QR codes and place them on workspaces for easy check-in. And, as mentioned previously, with Automatic Reservations enabled for USB-C devices, users can connect their laptop via USB-C to the booking device for automated check-ins.

See the Zoom Support article Checking in and out of a workspace reservation for more information.

Check in using the Zoom Workplace desktop app

1. Open the Zoom Workplace app.

2. Click the Workspaces tab.

3. Access and check in to your reservation in the following ways:

   1. Use My Reservations:

      1. In the top-right corner, click My Reservations.

      2. Under the reservation that you want to check in to, click Check In.

   2. Use your avatar on the floor map:

      1. Click your avatar icon on the floor map.

      2. Click Check in.

4. If a verification dialog displays, click Check in.

Check in using the Zoom web portal

1. You can access and check in to your reservation in the following ways:

   1. Access My Reservations:

      1. View your upcoming reservations.

      2. Find and select the upcoming reservation that you want to check in to.

      3. Click Check in.

   2. Access your avatar on the floor map:

      1. Sign in to the Zoom web portal.

      2. In the navigation menu, click Workspace Reservation.

      3. Click your avatar.

      4. Click Check in.

2. If a verification dialog displays, click Check in to confirm.

Check in using the Zoom mobile app

1. Open the Zoom mobile app.

2. Tap the … More icon and select the Workspaces icon.

   
3. Tap the My reservations tab at the top of the screen to see your reservations.

4. Tap the Check in button to activate your reservation.

5. If a verification dialog displays, tap Check in to verify.

Checking in Using a QR Code

1. Open the Zoom mobile app.

2. Tap your profile picture in the top left-hand corner of the screen.

3. Tap the QR code icon in the top right-hand corner of the screen.

   
4. Scan the QR code posted at your reserved workspace.

Additional check-in methods

This section details the additional check-in methods available for setup beyond QR codes.

Automatic WiFi-based check-in

When users’ devices connect to the configured office WiFi network, the Zoom app detects this connection and automatically processes their check-ins for any active desk reservation. This seamless process requires no user action beyond their normal routine of connecting to the office network.

For more information on setting up WiFi check-ins, see the Zoom Support article Enabling or disabling Automatic Check In.

Alternatively, administrators can configure the system to request confirmation before automatic check-in, balancing convenience with user preference.

Automatic reservations through USB

When enabled by an admin or account owner, this feature lets users instantly check into or reserve a workspace simply by plugging in their laptop to the check-in device using a USB-C connection. If the workspace is free, the connection both makes and confirms the reservation; if someone already booked that space, the user receives a notification that it’s occupied. This reduces reliance on QR codes or manual desk searches, helping to streamline reservation processes.

To use this feature, the organization must have a Pro, Business, Education, or Enterprise Zoom account and hold either a Workspace Reservation, Zoom Rooms, or Common Area Phone subscription. At this time, this function is supported only on the Logi Dock Flex, which is a Zoom Certified device.

Flexible check-in and extension options

The overlapping check-in capability allows users to check into their reservation even when the previous occupant hasn't formally checked out. This feature prevents bottlenecks during busy transition periods, such as the common noon meeting change-over, while still maintaining occupancy records.

When users need additional time in their workspace, they can extend directly from scheduling displays without the need to navigate through multiple prompts or confirmations. The updated QR codes support multiple functions beyond simple check-in, allowing users to check out early when leaving before their reservation ends, extend their current booking when they need more time, or even make new reservations for available spaces.

Remote check-in capabilities, when enabled by administrators, allow users to confirm their reservation from calendar invitations or chat notifications.