The ServiceNow® Workplace Reservation Management application makes it easier for employees to reserve meeting rooms, conference rooms, desks, and any reservable workplace service from the Service Portal.

Figure 1. Workplace Reservation Management overview
Workplace Reservation Management overview

As an admin, you can access the complete application and perform any action on the Workplace Reservation Management application.

Configure reservation module

As a Workplace Reservation Management admin, you can:

  • Configure the Reservations widget to display different types of reservable items which employees can reserve.
  • Configure a wide range of standard services that are available with the reservable items.
  • Configure reservable modules to group similar types of reservable items. Activate/deactivate a module to control its availability for the employees to reserve.
  • Indicate if an approval is required. Doing so triggers an approval request whenever an employee tries to reserve any reservable item of the reservable module.
  • Enable shift-based reservation on a reservable module. An employee can make a shift reservation for a workplace item of that reservable module.
  • Enable group reservation on a reservable module. An employee or a manager can reserve multiple places for different employees in a single group reservation.
  • Enable iCalendar generation so that employees can add the reservation to their calendar.
  • Enable employees to invite attendees such as co-workers or external visitors.
  • Configure virtual meeting providers to enable employees to share a virtual meeting link along with their reservation.
  • Enable multi-building reservation.
  • Enable browse by neighborhood.

Create reservations

With Workplace Reservation Management, users can:

  • Choose from a list of available workplace items.
  • Reserve for a day, or a few hours.
  • Create a single reservation or recurring reservations.
  • Automatically resolve recurring reservation conflicts.
  • Add multiple buildings to a single reservation.
  • View details of workplace items such as capacity, location, layout, and services available.
  • View the availability of a workplace item for a day using Schedule view.
  • Create a reservation for yourself or on behalf of someone else.
  • View, update, or cancel your reservations or reservations created for others.
  • While reserving a room for a meeting, specify the meeting type as private for confidential meetings.
  • Request extra services along with a reservation such as catering or stationery supply.
  • Reserve multiple workplace locations in a single reservation.
  • Reserve a workplace near a co-worker.
  • Share your reservation details with others.
  • Create a group reservation and assign workplaces to different employees in a single reservation.
  • Download the iCalendar to download the reservation details and save it to your calendar.
  • Set a workplace as favorite. The favorite space is displayed first when you search for workplaces to make a reservation,
  • Create a virtual meeting link of the reservation to enable invitees outside the office to join.
  • Invitee attendees such as co-workers or even external workers to attend a meeting.
  • Set location privacy preferences on an organization or a building level.

Manage reservations

As a Workplace Reservation Management manager, you can:

  • Manage reservations created by employees. You can view, update, and approve or reject the reservations created by the employees based on your organization’s guidelines.
  • Generate reports to track the reservation requests over time.
  • Add reservable purposes to a workplace item.
  • Assign neighborhood spaces to an area.
  • Assign spaces to an area
  • Assign spaces to a neighborhood
The following diagram explains the journey of a reservation:
Figure 2. Reservation workflow
Flowchart to explain reservation workflow.

Event planner

In the Workplace Central workspace, the Workplace Reservation Event Planner enables you to track your organization's reservations from a single workspace. In the Event planner, using a schedule view, you can view reservation details, optimize reservations by dragging, and manage multiple workplace reservations at a time. You can access the Event planner dashboard with both Reservation planner and Reservation viewer roles. The Event planner provides you with a schedule view of all the reservations requested by the employees and also the reservations that are requested by you. You can access the Event planner both as a reservation planner and a reservation viewer. As a reservation planner, you can manage the reservations on behalf of the employees.

For more information, refer to Event Planner.