Create reservations across multiple buildings, campuses, or sites. Create a reservation spanning across multiple days. Search, reserve, and check in a workspace in a neighborhood. Add attendees or visitors to a reservation. Synchronize reservation details and resolve conflicts when scheduling recurrent events. Add service requests (room configurations, catering, and so on) to your reservation.

Before you begin

Role required: sn_wsd_core.workplace_user

About this task

Reserve a workplace item for a single day or period less than or equal to 24 hours for a particular day. When you create a multi-location reservation which contains a building in another time zone, the reservation time for the main location is on the same day.

For multi-day reservation covering multiple days, the start date and end date span across multiple days (for example, Start date: October 12, 2023. End date: October 17, 2023). For more information, see Create a multi-day reservation.

You can reserve an item for yourself or on behalf of some team member. Before booking a room or desk, you can also check the availability of the selected item using the Schedule view or Card view. Review the standard services (Catering, space arrangement, equipment, support, and so on) available with a reservation. For more information, see Standard services.

You can also make a reservation using the Virtual Agent chat support.
  1. Navigate to Workplace Core > Workplace service portal > Workplace Service Portal Home > Make a Reservation. You can also select this option to make a reservation from the Reservation drop-down list available on the home page menu.

  2. Another way to make reservation is to use chat icon. On the home page, select the chat icon (Chat icon.). To make a reservation, enter your question or select Show Me Everything to select from the list of available options.

Procedure

  1. Make a Reservation page from any of the following starting points using the reservation portal.

    Make reservations using the Make Reservation and Quick Reservation Widget on the portal.

    LocationSteps
    Application navigation filter Navigate to All > Workplace Reservation Management > Portal > New Reservation. Select the type of workplace item that you want to reserve. The types are displayed as tabs, such as Meeting rooms or Desks. Open the reservation portal and do one of the following:
    • Select Reservations > Make a reservation.
    • On the home page, select Make a reservation directly.
    • From the Workplace services catalog, select New general reservation
    From Employee Center Navigate to the Employee Center portal.
    • Select Catalog > Browse by categories > Workplace Services Catalog.
      Note: If there are multiple catalogs configured on the portal, go to the Catalogs list and select Workplace Services Catalog.
    • Select Reservation Management > New general reservation
    The Make a Reservation page opens in a new tab.
  2. Select a reservable module.

    Desk is selected as the Reservable module while creating a reservation..

    Make a reservation page without the Search button. The search results after adding a location, date, and time are fetched automatically.

    For example, the following Reservable Modules can be enabled on the Reservable Module page.

    • Desks
    • Desks with an Area
    • Meeting rooms require approval
    • Meeting rooms
    • Desks with a shift

    For more information, see Configure a reservable module.

  3. On the Make a reservation page, select any of the reservable paths:

    The reservation paths are enabled for a selected Reservable Module.

    • Browse all
    • Browse near a person
    • Browse by area
    • Browse by neighborhood
    • Browse all spaces

    For example, select Browse all.

  4. You can reserve a space for multiple days.
    the value for a multi-day reservation is configured by your administrator in the Reservable Module property Max days for multi-day. For more information, see Configure a reservable module.

    Multi-building selection is supported for multi-day reservation. For more information about multi-day reservation, see Create a multi-day reservation.

  5. Select the start date and end date along with the time to reserve a space for multiple days.

    Only spaces that are available for a selected duration are visible and can be selected by an employee.

    The application shows a validation error if an employee tries to select a date that is more than the number of days configured in the Max days for multi-day Reservable Module property. The Max days for multi-day value can’t be more than the Max days in future value.

    Note: The default value of the Max days for a multi-day property is 1. If Max days for multi-day is more than 1, the All day reservation option is inactive on the Reservation portal. Single day reservation isn’t enabled. If the Max days for multi-day property value is set to 1, you can make a single-day reservation and the All day option is available on the reservation portal.
  6. (Optional) After selecting the reservable module that you want to reserve, select Browse all.
    By default, the Browse all option is selected.
    1. Search for a workplace item that you want to reserve using the following available criteria.

      Space and reservation planners (sn_wsd_rsv.reservation_planner) with the dedicated role (sn_wsd_rsv.bypass_module_validation) can ignore or bypass certain settings in the Reservable module configuration. For more information, see Allow Event planners to handle reservations with more flexibility.

      For example, reservation planners or space planners with the dedicated role (sn_wsd_rsv.bypass_module_validation) can ignore or bypass the following settings in the Reservable module:
      • Max days in the future
      • Max number of occurrence
      • Min and Max duration
      • Available in
      • All day

      Fill in the form fields.

      Table 1. Make a reservation form
      Field NameDescription
      Building Name of the building for a selected campus. Select a building from the list. For example, Demo Campus.

      The building names and location names are alphabetically sorted or sorted according to the Order that you have configured on the Buildings and Regions tables. When a sort Order is configured for a building or region, the building names and locations are sorted accordingly. If the sorting Order value isn’t specified for an item, the items are listed on top of the list (ascending order), and sorted alphabetically. The building names and location names are alphabetically sorted based on the label name. For example Building A, Building B, and so on.
      Floor Floor of a building where you want to make a reservation.

      The floor names are either alphabetically sorted or the values are sorted based on the indicated sort order. You can configure the sort Order in the Floors table. If the sorting Order value is not specified for an item, then the items are listed on top of the list (ascending order), and then, sorted alphabetically. The Floor names are alphabetically sorted based on the names and labels.
      From
      Note: The time directive fields (From, time, To) are also available on the MESP (Mobile Employee Service Portal) on the Now Mobile app.
      		 Start date of your reservation. For a single day reservation, only the From field is shown and not the option to enter the end date.
      • Employees can't select a date and create a reservation if the start date exceeds the Max days in future Reservable module value. Thisn’t value is configured on the Reservable module by your administrator. For more information, see Configure a reservable module.

        When the Max days in future value is configured by your administrator, you can’t select a date past the max allowed date. The dates in the calendar date picker are inactive for dates that are too far in future.

        Note: If the Max days in future value isn’t configured, the date selection isn’t restricted. Date selection is based on the Max number of occurrences value. For more information, see Configure a reservable module.
      • If you enter an invalid date which is greater than what is specified in the Max days in future value, the application resets the date to the current date.
      Time Start time when the reservation begins. Employees can select time using the drop-down list or by entering the time in the field. The time increment value depends on the value set by your administrator. Default reservation time duration available for selection is 30 minutes.

      The time_picker_interval_size property for reservation start time and reservation end time is configured using the Service Portal Widget instances. The start time field increment value depends on the value set in the time_picker_interval_size. Default reservation time increment value duration is 30 minutes. For more information see, https://www.servicenow.com/docs/bundle/xanadu-platform-user-interface/page/build/service-portal/concept/c_ConfigureWidgetInstances.html

      Note: You can’t select a date that occurs in the past. The time for a selected location depends on the building time zone.
      To End date of your reservation.
      Employees can't select a date and create a reservation when the End date exceeds the Max days in future value. The Max days in future value specifies the maximum number of the days in the future up to which the Reservable module can be reserved.
      Note: In the case of a single day reservation, option to enter the end date isn’t available.

      If you enter an invalid date which is greater than what is specified in the Max days in future value, the application resets the date to the current date.

      Note: If the Max days in future value isn’t enabled, then the date selection isn’t restricted and is based on the Max number of occurrences value configured in the Reservable module. For more information, see Configure a reservable module.
      Time End time when you would stop using the workplace item. Employees can select the end time using the drop-down list or by entering the time in the field. The end time increment value depends on the value set by your administrator. Default reservation end time duration is 30 minutes.

      The time_picker_interval_size property for reservation start time and reservation end time is configured using the Service Portal Widget instances. The start time and end time field increment value depends on the value set in the time_picker_interval_size. Default reservation time increment value duration is 30 minutes. For more information see, https://www.servicenow.com/docs/bundle/xanadu-platform-user-interface/page/build/service-portal/concept/c_ConfigureWidgetInstances.html

      Note: You can’t select a date that occurs in the past. For example, If the start time is 09:00, you can select an end time after this duration. You can’t select a time before 09:00 on the same day. The time for a selected location depends on the building time zone.
      Recurring Option to reserve the workplace items on a recurring basis. Specify the number of days and the number of times that you want to repeat the reservation in a recurring series.

      For weekly reservations, select the days of the week for the reservation. The Recurring option is displayed based on the configuration that your admin has set. Also, if there are any recurring reservation conflicts, they’re auto-resolved if your admin has configured the same.

      Auto-resolve recurring conflicts</uicontrol> option is enabled on the Reservable module form. The application tries to auto-resolve recurring reservation conflicts. For more information, see Auto-resolve recurring reservations.

      Note: Adding extra services option isn’t available for Recurring reservations.
      All day Option to reserve the workplace item for an entire day or a single day. This option appears if your Workplace administrator has enabled the All day reservation setting on the selected Type. The start and end times of the reservation depend on the timings set by your organization. The All day option is also available on the Space details page.
      Note: The All day option's appearance depends on your administrator's configuration. If your admin has mandated all day reservation for a selected Type, the reservation is automatically made for the entire day. In case of All day you can only modify the Start date of the reservation.
      Add another building Reserve multiple workplace items spanning multiple buildings. The buildings time zones are different for a same date and time in a reservation.
      Note: This option is available if you have selected Allow multiple reservations check box on the Reservable Module > Reservable Module Configuration tab. For more information, see Create multi-building reservations.
      • If your administrator has set a limit on the maximum days that you can reserve in future, you can’t select days in the future beyond the set the date by the admin. A warning is displayed about the limitation.
      • For example, if your administrator has limited the days of future to 45 days, you can’t select a date beyond 45 days while making a recurring reservation. The number of days available for End on this date option differs based on the Daily, Weekly, or Monthly selections. The end date and time specified for recurring reservation are used to indicate the end date and time of the reservation.
        Table 2. Recurring reservation when the Max dates in future value is 45 days
        Repeat Duration Number of Duration
        Select Daily Select For or Until from the drop-down list. If you selected For, application showsNumber of days as 1 and maximum of 45 days.

        In case of Until, application shows the current date along with the selected time zone (for example: Europe/Paris).
        Select Weekly Select the weekdays as required. For this example, all weekdays are selected (Monday, Tuesday, and so on)

        (Optional) You can also select For or Untilfrom the Lasts drop-down list.

        		 If you select For, number of weeks is shown as 1 along with maximum of 6 weeks.

        For Until, the Ends on this date field shows the selected time zone along with repeat duration of weekly 6 times.
        Select Monthly Select Until from the Lastsdrop-down list. The End on this date field shows the selected time zone and the repeat duration as monthly 2 times.
      • If no such limitation is set by your administrator on the future days in the Reservable module, you can select any date. This also depends on how many occurrences you can select and make.
        Note: You can't select a date beyond a duration that is configured in the Max days in the future reservable module. For example, if Max days in future value are 45, you can’t select a date beyond this duration while making a recurring reservation. The number of days available for End on this date option differs based on the Daily, Weekly, or Monthly selections. If the Max days in future value isn’t configured on the Reservable module, the date selection isn’t restricted and employees can select a date based on the Max number of occurrences configuration.
  7. When making a recurring reservation, select the most suitable reservable items based on the availability within the recurring series as follows:
    Note: Reservations in a recurring series cannot be updated in bulk. To update a reservation from a recurring series, select a reservation and edit it as required.
    Important: The availability within the recurring series is displayed to you only if your admin has configured to display it.
    • The cards display the space availability in a recurring series. This is based on the availability of a space during the specified number for days. The availability within the series is displayed on the following tabs:
      • Card view: The availability within the series is displayed in the Card view.
      • Schedule view: The availability within the series is displayed in the Schedule view.
      • Map view: The availability within the series is visible on a floor map.
      • If you’re viewing the Space details page on the Employee Center portal for a favorited space, the availability within the series is displayed on the Space details page for a selected space.
    • For example, if you select eight recurring days, each workplace card displays the availability within the series such as 1/8, 2/8, 5/8, 6/8 and 8/8. Here, 2/8 indicates that the workplace is available on two days out of eight days.
    • A color indicator is added within a series to identify the workspace availability easily.
    • If your space manager has enabled time-bound allocations, the workplace availability changes based on the start and end date of an allocation. For example, if you select five recurring days, and the workplace is allocated for 3 out of the five days, the availability of the workplace is 3/5. Only the first occurrence of the recurring reservation is checked for time-bound allocations.
    • If you select the workplace, you can also see the availability within the series under the Availability field on the Reservation details page.
  8. (Optional) Select Browse near a person to search for available spaces near a colleague or team member.
    Note: This option appears only if the Enable browse near a person Reservable Module property is enabled. For more information, see Configure a reservable module.

    The Max number of days for browse near a person Reservable Module property can be configured to reserve a space near a colleague for a maximum number of days. The default value of this property is 7. The Browse near a person is displayed only when the Enable browse near a person option is selected on the Reservable Module. The system counts Max number of days for browse near a person from the current date (day 1). Here, seven days includes current date (day 1) and the next six available calendar days.

    For more information, see Configure a reservable module.

    Browse near a person reservable path selected with inputs provided in the Browse near a person form fields.

    1. Who would you like to sit near?: Select the user or colleague that you want to reserve a space nearby.
    2. Specify the following details to search for the most suitable space near a colleague or team member.
      Note: You can’t create a Recurring reservation if you're making a reservation near a team member or colleague.
      • Select one of their reservation dates: Reservation dates to make a reservation.
        Note: In case, if your colleague has a workplace profile, all dates (date range) specified in the Max number of days for browse near a person are displayed. In case, if there’s no workplace profile, only the available reservation dates, if applicable, are shown for a colleague or team member. After selecting the dates, you can reserve available spaces. Spaces with privacy enabled (Private) spaces aren’t available for selection.
        The dates are visible, based on the following considerations:
        • Maximum days specified in the Max number of days for browse near a person Reservable Module property. For more information, see Configure a reservable module.
        • Start date and End date: If a multi-day reservation is enabled, you can select a date in the range of a colleague's multi day reservation when making a reservation.

          For example, if Max days for multi-day is 10 and you try to make a reservation for 15 days, the application shows a validation error. You’re only allowed to make a reservation for the next 10 days from the current date.

          For more information, see Create a multi-day reservation

      • Select one of their reserved spaces: Option to show dedicated spaces and reserved spaces that aren’t marked as private for a colleague or team member with a workplace profile. In case, if the selected user or colleague doesn’t have a workplace profile, only the available reserved spaces (if applicable) are displayed.
        Note: If a colleague has a permanently assigned space and has also had a reservation for the same day or has multiple reservations, you can select either of these spaces to make a reservation near their colleague.
      • From: Reservation start date. The time is displayed based on the selected building's time zone.
      • To: Reservation end date. The time is displayed based on the selected building's time zone.
      • All day: Select this option to reserve the workplace item for an entire day. The start date and time of the reservation depends on the date and time set by your organization. This option appears if your Workplace administrator has enabled the All day reservation setting for a selected workplace location.

      • For a multi-day reservation, the From and To fields show the date range specified for a multi-day reservation.

  9. (Optional) To show all available spaces in an area, select Browse by area.
    1. Specify the following details to search for the most suitable space in an area.
      • Area: Area in the building where you want to reserve a space.

        Areas are alphabetically sorted or sorted according to the Order that you have configured on the Areas Table. When a sort Order is configured for an area, it’s sorted accordingly. If the sorting Order value isn’t specified for an item, then the items are listed on top of the list (ascending order), and then, sorted alphabetically. The Area names are alphabetically sorted based on the label name. Items with Order are listed.

      • All day: Select this option to reserve the workplace item for an entire day. The start and end times of the reservation depend on the timings set by the company. You can’t change the end time. This option appears if your Workplace administrator has enabled the all day reservation setting on the selected Type.
  10. Select the Browse by Neighborhood to search for reservable spaces in a neighborhood.
    Note: Browse by Neighborhood option is only available if Enable browse by neighborhood option is selected on the Reservable Module configuration page. For more information, see Configure a reservable module.

    For more information about assigning spaces in a neighborhood, see Create a neighborhood for workplace users.

    Fill in the form fields.

    Table 3. Browse by neighborhood fields
    Field Description
    Neighborhood Name of the neighborhood.

    If users are assigned to a space available in a neighborhood, the building and floor details are pre-filled when you select a neighborhood. Users are assigned to a space in a neighborhood through user assignment. For more information, see Create a neighborhood for workplace users.

    Neighborhoods are alphabetically sorted or sorted according to the Order that you have configured on the Neighborhoods Table. When a sort Order is configured, it’s sorted accordingly. If the sorting Order value isn’t specified for an item, then it’s listed on top of the list (ascending order), and then, sorted alphabetically. The names are alphabetically sorted based on the label name.
  11. Select Search.
    If an auto-search reservation property is configured by your administrator, the Search button is hidden on the reservation portal. The application searches for reservable locations and items automatically while creating a reservation. For more information, see Step 12.
    Available spaces for reservations are displayed automatically. The first building card is selected by default in the search result.
    Note: When browsing near a person, if there are any private spaces, the private spaces aren’t displayed in the reservation search result.

    If a cost center or department is enabled for a user profile's location, only those spaces or desks that have the same cost center or department as profile locations are displayed. Only spaces or desks that are assigned as flexible or none are displayed. The search results doesn't display permanent spaces or desks.

    Note: Switch between the Card view tab and Schedule view tab to review the availability of workplace items while reserving a space. You can mark a location as favorite by selecting the favorite icon (Favorite icon.)
  12. (Optional) Mark a location as favorite by selecting the favorite icon (Favorite icon.)
  13. (Optional) The application performs auto-search for reservable items when the reservation property (sn_wsd_rsv.enable_auto_search) is enabled by your administrator.
    Note: All required fields must be filled in on the form when you’re creating a reservation and when the auto-search option is enabled by your administrator. The auto-search option doesn't work if the required field inputs are missing on the reservation page.

    The option to refresh the search results on the reservation portal is configured by your administrator. If the auto-refresh reservation property (sn_wsd_rsv.auto_refresh_search_rsv_data) is set to true, the application fetches the latest updates on the reservation portal pages. It fetches the latest data when making a new reservation or when updating an existing reservation. For example, if the auto-refresh property is set to 2 minutes, the reservation portal is refreshed with the latest search results every 2 minutes. For more information, see Properties installed with Workplace Reservation Management.

    Make a reservation page showing automatically fetched search results.

    Make a reservation page showing the reservation Start date and time for a single day reservation with auto-search enabled.

    Reservation portal showing the message that search results may be outdated. Select Refresh the results manually to fetch the latest reservation search data for a selected location.

    1. An auto- search is triggered when any of the following is changed or updated:
      • Building.
      • Floor.
      • Start Date.
      • End Date.
      • All day.
      • Recurring (Daily/Weekly/Monthly - For/Until)
      • Reservable module.
      • Reservable paths.
  14. (Optional) Select Refresh the results manually to refresh the search results on the advanced reservation portal page while making a reservation.

    When the auto-search property is enabled, the reservation portal search page shows a message to refresh the page when an employee stays too long on a page or when the search results are outdated. Select Refresh the results manually to fetch the latest reservation search results data.

    Select the Refresh the results link to fetch the latest reservation search results.

  15. (Optional) Sort the workplace items in alphabetical order or by using a filter with the Show filter option.

    The My favorites First sort option is automatically selected if you have favorite locations. To view the option, you must have access to the Employee Center application and also have favorite locations. Your favorite locations are displayed first in an alphabetical order followed by the other locations that match the search criteria.

    Note: You can’t sort workplace items in alphabetical order or by your favorite locations if you're browsing spaces near a person. The spaces near a person are searched based on proximity.
  16. Switch between the Card view tab and Schedule view tab to review the availability of workplace items while reserving a space.
  17. Select the workplace item that you want to reserve using any of the following options:
    • Using the Schedule view tab or the Card view tab, select Add.
    • In case of Map view, select a space and then, select Add to add a space.

      If your organization is using floor maps, you can view the floor maps for a location using Indoor Mapping as your map provider.

      .

      If you have selected the Browse by neighborhood option in Step 6, the reservation portal shows spaces for a neighborhood.

      When you browse by neighborhood, all spaces belonging to a neighborhood are displayed but you can only select available spaces within a neighborhood.

      • Select a Campus on the Map view.
      • Select a Floor from the drop-down list.

        The floor names are alphabetically sorted or sorted based on the sorting Order. The values are sorted based on the indicated sort order, if it’s available. You can indicate the sort order in the Floors table. If the sorting Order value isn’t specified for an item, then the items are listed on top of the list (ascending order), and then, sorted alphabetically. The Floor names are alphabetically sorted based on the label names. For example Floor A, Floor B, and so on. For more information about sorting order, see Add a floor using Workplace Space Management.

        Note: If the Order is null for all available buildings in a selected campus, then floor names are alphabetically sorted based on floor name label. For example Floor A, Floor B, and so on.
      • Zoom in to select a building and location

        The building names are alphabetically sorted or sorted according to the Order that you have configured in the Buildings table.

  18. To show or hide spaces or layers on the floor map, do the following:
    • Select a building or a floor on the Map.
    • Select the Filter out layers and places icon (Filter out layers and places.) to filter out spaces and layers on the map.
    • From the Display Options list, select Spaces or Layers and clear to remove the selected spaces or layers from the Map View.
    • Select Apply.

    By default, all the spaces and layers are selected or checked.

    Note: The spaces and layers that are displayed on the floor map are based on the Layer types and Place types table configuration settings in Indoor Mapping. Navigate to All > Indoor Mapping > Place types or All > Indoor Mapping > Layer types to open the Places or Layer types page respectively. Set the Filter out layers and places Filter out layers and places column to true to display the places (spaces) or layers that you want to display on the floor map.
  19. Select Next.
    Note: If personal authentication mode is enabled in Workplace Calendar Synchronization, a pop-up notification appears. Pop-up notification appears if you don't have a token while attempting to reserve a reservation sync-enabled space or location. The notification informs that the token isn’t available. The user can log in to the Microsoft Exchange Server with the respective email to retrieve the token.
    Selected space is added to reservable items. The Reservation Details page opens.
  20. On the Reservation Details form, fill in the fields.
    Table 4. Reservation details from
    Field Description
    Reservation subject Subject of your meeting. For example, Status meeting.
    Make all space details private Option to make all the selected spaces as private.
    Note: The option is displayed based on the location privacy setup configuration for selected spaces.
    Make space details private Option to set the space details of the space as private.
    Note: The option is displayed based on the privacy setup of the space.

    If you have selected multiple spaces while adding a reservation, you can specify your privacy preference for each workspace individually by using the Mark space details private.
    Make subject private Option to mark the subject of the reservation as private.
    Reserve these items together for the same person Option to reserve all the workplaces for the same user. This option appears if you have selected multiple workplace items for reservation.
    Add a virtual meeting link Option to generate a virtual meeting link so that remote employees can join the reservation.
    Note: (Only applicable for Microsoft Teams) As of the May Store 2023 release, when adding a meeting link, the application retrieves the meeting details while synchronizing the event with a calendar provider.
    This reservation is for If you're requesting a reservation on behalf of your team member, select the name of that person. Leave this field empty if you're requesting a reservation for yourself.
    Number of attendees Number of people expected to attend the meeting.
    Add notes Option to add the meeting note to a reservation using the rich text editor. The notes can be shared with the meeting invitees. Users can also copy and paste text to the editor. The message can contain a maximum of 65,000 characters.

    Note is saved on the reservation record. You can update the note as required. The invitees receive a notification when note is added or updated. The reservation summary page shows the summary of the meeting note.

    This option is available only if your administrator has configured the Allow reservation message option on the Reservation module. For more information, see Configure a reservable module.
    Add invitees to this reservation
    Note: This section appears only if your administrator has enabled the configuration to invite attendees to this workplace location on the Reservable module. This option doesn't appear if the Number of attendees option is available for a selected location.
    Invite coworkers Coworkers or team members are notified when this option is selected.
    Invite external visitor Option to invite an external visitor.
    Note: This option appears only when Workplace Visitor Management is installed and configured. The visitor details are automatically logged in the Workplace Visitor Management for the reception staff to perform visitor-related tasks.
    • If you have already registered a visitor, do the following:
      1. Select Previous visitor.
      2. In the Select a prior visitor field, select the visitor.

        You can also preview the visitor details and modify any details if necessary. The details are updated automatically in all the visitor-related records and registration records.

    • If you're registering a visitor for the first time, do the following:
      1. Select Add new visitor.
      2. Select the Visitor type.
      3. If the guest is a special guest, enable VIP.
      4. Enter the First name of the visitor.
      5. Enter the Last name of the visitor.
      6. Specify the Email Address of the visitor to send registration details and communications.
      7. Enter the Phone number of the visitor.
      8. Enter the Organization details of the visitor.
      9. Enter the Title of the visitor.
      10. In the Private notes section, specify any private information.
      11. In the Visitor preferences and Notification preferences fields, select the visitor's preferences.
      12. Add the visitor by selecting Save and add.
    Add extra services Select Add extra services to select a service from the list to add a workplace service to your current reservation.
    Note: The Add extra services option is not available for recurring reservation.

    When you select multiple buildings while adding a reservation, new services are shown for selected locations. You can add these services as required to your reservation.

    From the list options, select Space arrangement as an extra service. Select the following options:
    • On the Add Space Arrangement dialog box, select a service from the list. For example, select Chair layout.
    • Select the Chair layout options:
      • Classroom style
      • Banquet rounds
      • Theater style
    • Select the Number of seats.
    • Add additional comments for the service item.
    • Select Add.
    • A new case is created when a reservation or services are updated. A reference is added to the old and new service.
    • Application tries to retain the services when you update a location.

      When updating a reservation, if the location isn’t updated, the services are visible and you can update the reservation after changing the date and time.

    • In case, if space or location is changed while updating a reservation, the application tries to propose available services for a new location. Select the required services and add it to your reservation while updating or modifying a reservation.
    • If you’re adding a new space while updating a reservation, you must add the services manually.
    Note: If a workplace service is added to a reservation, a workplace case is created. If you update the reservation date, time, or location and update services by retaining or removing the services, a reference is added to the updated workplace service. The replacement case for option is displayed on the new case record form and also a reference is added to the old service. A summary is added to a workplace case record for items that are added, updated, or removed. For more information, see View and track workplace cases.
    Edit <services name> Select Edit to update the services.
    • The Update <services name> dialog box is shown.
    • Select Update to update the services.
    Remove <services name> Select Remove to remove the services from a reservation. A confirmation message is shown to confirm whether you want to remove the services from a reservation.
  21. Select Submit reservation.
    The Reservation Summary page opens.

    If the workplace item doesn't require any approval, the selected item is reserved. The reservation details are displayed on the Reservation summary page. The state of the request is updated to Confirmed. If your request requires approval, it’s submitted to a workplace approver. The state of the request is updated to Awaiting approval. For more information, see Approve a reservation.

    An email notification is sent regarding the reservation confirmation along with the details to the organizer and the user is added to the reservation. If you have invited attendees or any visitors, they receive a notification for the reservation invite. You receive email notifications when reservable synchronization is configured for Workplace Calendar Synchronization. You receive notifications for your reservation on your mobile device when push notification is enabled.

  22. Review the reservation summary page.
    Note: For multi-day reservation, the reservation summary shows reservation end time duration. For a single day, reservation, only the start date and time are shown.

    Reservation summary page showing the reservation as confirmed and location, date, and time for the reservation.

    1. Select Check in to check in a reservation, if the workplace item that you have reserved requires check-in and check out.
      Note: You must check in within 30 minutes before the reservation start time. If the reservation isn’t checked in within 30 minutes before the reservation start time, your reservation is canceled. An email notification is sent for the canceled reservation. The Check-in option is also available on the My Reservations page.

      In case, if you have occupancy sensors installed in your workplace location, your reserved spaces are automatically checked in. You also receive a push notification on the Workplace Service Delivery for Mobile app when your reserved spaces are checked in automatically. If the workplace location or space state is Occupied, the application automatically checks in the reservation. The reservation state moves to In progress state. A push notification is sent to Workplace Service Delivery for Mobile "Your reservation has started. You’re automatically checked in based on the presence detected at the space. No further action is required." If the state of the space is Unoccupied or Invalid, the application sends a push notification "Your reservation for Reservation for <space-name> has started. Either Check in to confirm your attendance or Release Booking to Cancel the space reservation". For more information, see Configure automatic check-in for reserved spaces.

    2. Select Check out to check out a reservation.
      Check out within 30 minutes after the reservation end time. If the reservation isn’t checked out within 30 minutes after the reservation end time, you receive an email reminder to check out the reservation. The Check out option is also available on the My Reservations page.
    3. Select the Invitees tab to view, add, or remove any invitees from the Reservation Summary page.
      The details of the invitee such as their name, email, assigned location, and invite acceptance states are displayed.
    4. If you have selected multiple workplace items and you want to reassign the invitees to a different location, do the following:
      • Select the Invitees check box.
      • Select Actions > Assign to.
      • In the New location assignment field, select the location to be assigned to an invitee.
      • Select Send update
    5. To add or remove an invitee, do the following:
    1. On the Reservation summary page, select Actions > Change reservation details.
    2. On the Reservation details page, go to the Added invitees to this reservation section.
    3. Add an invitee by selecting the invitee name from the search list.
    4. Click the Update reservation details tab.
      Invitees and visitors receive email notifications for the following actions:
      • When a reservation is created.
      • When a reservation is canceled or updated.
      • When an invitee or visitor is removed from the reservation, a cancellation mail is sent.
  23. If your administrator has configured the Default reservation path when editing a reservation option on the Reservable Module, the following reservable paths are shown while editing or updating a reservation:
    For more information see, Configure a reservable module
    Note: This option isn’t available on the Now Mobile app.
    Table 5. Default reservation path when editing a reservation
    Based on reservation You can search locations in the context of a Reservable Path that was used while creating a reservation as shown in Step 2.

    For example; Browse all, Browse by area, Browse by neighborhood.
    Browse all If you have selected this option on the Reservable module, then while editing a reservation, the context (Reservable Path) is defaulted to Browse all. You can change or update the selected space, date, or time of the reservation.
  24. After reviewing the workplace services added to a reservation, you can select a new date, time, and location to update the reservation details.
  25. On the Reservation Details page, selectChange date, time, or location to update a reservation.
  26. On the Update meeting room reservation page, modify the date, time, and location as required.

    Update reservation to modify location, date, and time.

  27. When you update a reservation, the Reservation details page shows the Retain extra services option to retain the services from the previous location and reservation.

    When you update or change a location, a message is shown to indicate that certain services are going to be removed. This happens when workplace services for an updated location are not available. Users are notified if the services are available for a location. The Reservation details page shows services that are available on the new location and also shows the services that aren’t available on the new location.

    Workplace Services are automatically retained when the date or time changes for a reservation. But if a location is changed, or if a new location or space is added, you must select to Retain your existing workplace services. You can retain, review, or discard the proposed services. When this action is performed, the services are considered Resolved for that location. When all location workplace services are resolved, confirm the changes. If location workplace services aren’t resolved, a pop-up message is displayed to confirm the action.

    Note: In this case, if the Allow only single service item selection option is selected on the Workplace services page, the Retain Services option isn’t shown on the Reservation details page and the existing services are removed after updating the reservation details for a space (location). You can add new services using the Add extra services option as shown in step 11. For more information, see Create a workplace service to provide an extra service for a reservation.
    On the form, fill in the fields.
    Table 6. Retain Services
    Field Description
    Retain extra services URL link to the workplace location to view the list of services that are retained after updating the reservation details. Select the location link to review services to be retained or removed.
    Discard Option to remove services for a location.
    Retain Option to retain services after updating the reservation details.

    Workplace services are automatically retained when date and time are updated for a reservation. Select Retain, when a location is changed or when a new location is added to a reservation. You can retain or remove the proposed workplace services. The workplace services are resolved for a location when you update a reservation.

    Note: If workplace services are retained, the quantity is reset to 1. Review the retained workplace service. Workplace services such as space configurations and space layouts aren’t retained for a reservation.
    • Services are canceled if they aren’t available or applicable for a location.
    • While updating a multi-location reservation, employees are notified after matching the workplace services from previous workplace locations.
    • When you change an existing service or services for a reservation, existing workplace case is canceled. A new workplace case is created as a replacement for an existing case and the workplace services are updated.
    • A state is added to the changed service. A note is added on the new service case with the changes to the ordered services (added, updated, removed, no changes). For more information, see View and track workplace cases.
    • The costs of services are shown based on the case or requested item fields.
    • The cost is updated when a workplace service is updated.
      Note: Cost of service items are updated if an employee updates existing service offerings. For example, if you have not changed your extra service item but have changed the time for a reservation record, the cost of the service item is updated based on the latest pricing of the service item. In case, if you remove a space (location) and the service item is also removed from a reservation record, suggested services in the Retain Services option show the latest pricing or cost in the reservation record.

Result

  • Select Reservations > My Reservations to view and track your reservation on the Reservation portal home page or on the Reservation summary page.
  • Confirmed: Reservation State to indicate that the reservation for the selected building is confirmed.
    Note: The New space state indicates that a new space is assigned due to a conflicted reservation.
  • Conflicted: Reservation State on the Reservation summary page. This state shows that the application was not able to resolve the recurring reservation. You must manually find an alternate space, date, and time. Use the Actions field on the Reservation Summary page to Change reservation occurrence, Cancel occurrence. Cancel series, or Share reservation.

    An email notification is also sent with the details of your reservation and the reservation is updated with your changes.

    Note: When a conflicting recurring reservation gets auto-resolved with the auto-resolution feature, its status in the Reservation subtype column is shown as Exception on the Workplace Reservations table.

    For more information, see Auto-resolve recurring reservations.

What to do next

Review your reservation details on the Reservation Summary page.
  • To share the reservation details with others, perform the following actions:
    1. On the Reservation summary page, select Actions > Share reservation.
    2. In the Send reservation details to field, select the users that you want to share the reservation with.
    3. In the Include a note, enter a note if necessary.
    4. Select Send
    5. When you share a reservation, invitees receive an email notification.

      Shared email notification for a reservation with Browse all spaces and Reserve a space for me clickable link options.

    6. You can perform the following from a shared reservation email:
      • Login as an administrator.
      • Navigate to All > Emails > Open shared reservation.
      • Two clickable links Browse all spaces and Reserve a space for me are shown:
        • Browse all spaces: Select the Browse all spaces link to open the reservation portal page.

          If the shared reservation start date (current date) is within the number of days specified in the Max number of days for browse near a person, the Browse all spaces clickable link. The clickable links are shown from a shared email notification with pre-filled dates for a selected team member.

          • The Browse near a person reservable path is selected by default. If it path isn’t available, the Browse all path is used.
          • All the fields are pre-filled for a selected team member or a colleague.
          • For multi-day reservation, the first day of a multi-day reservation is pre-filled. If the first day is in the past but the current date is still within the reservation time, the current date is selected. In case of multi-day reservation, consider the following:
            • From: The start date of your reservation.
            • Time: Select the start time for your reservation from the drop-down list.
            • To: End date of your reservation.
            • Time: Select the end time for your reservation from the drop-down list.

            For more information about multi-day reservation, see Create a multi-day reservation.

          Note: If the start day (current date) of a shared reservation is past the value set in the Max number of days for browse near a person Reservable module property, the Browse all spaces clickable link doesn't show pre-filled dates on the Make a reservation page. The application shows a validation error message "Reservation date for the selected user has changed. Select a date. You must manually, select the start date and time and end date and time for a reservation.
        • Reserve a space for me: When you select the Reserve a space for me URL link from an email, the space reserved for a colleague or team member is selected by default on the reservation portal. A reservation is created with the same start and end date and time from your previous reservation. If the start date of the reservation falls prior to the current date, the current date is taken as the start date of the reservation. For example, if the start date of your previous reservation is October 15, 2023 and the current date is October 17, 2023, the application uses the current date (October 17, 2023).
          Note: When making a reservation directly by using the Reserve a space for me clickable link option, the application ignores the value set in the Max number of days for browse near a person Reservable module configuration and creates a reservation.

    The reservation details are shared when a reservation is Confirmed. If you edit the reservation details after sharing, you’re prompted to send an email update to reservation invitees.

    Email notification sent message shown on the Reservation summary page for reservations that are in confirmed state.

  • To edit or cancel your reservations, see Share, modify, or cancel a reservation.
  • To download an iCalendar, see Download an iCalendar for a reservation.
    • To remove a location from the favorites list, deselect the favorite icon on the Space details page.
    • On the Reservation Portal, you can view and perform the following actions after you set a location as favorite:
      1. After you perform the search operation, you can sort the workplace items to display your favorite locations at first using the My favorites first sort option. By default, if you have favorite locations, the default sort option is set to My favorites first.

        The workplace items are sorted and all your favorite locations are displayed first in an alphabetical order.

      2. If you're browsing for a workplace location near a person, you can sort the workplace items to display your favorite locations first using the My favorites first sort option.

        The favorite locations are displayed based on the proximity closest to the person's location.

    • In the Workplace Service Portal Quick Reservation widget, after you specify the search criteria, the most suitable location is displayed based on your favorite location.
      • If there’s any favorite location that best matches the search criteria, the Quick Reservation widget displays that location as the best match.
      • You can also set a best matched workplace location as favorite directly from the Quick Reservation widget.
    • If you want to reserve a space using a shared reservation, after you select Reserve a space for me, the application automatically reserves one of your favorite locations that has the closest proximity to the space reserved in the shared reservation details.
  • Check all reservations that you made using the My Reservations menu tab on the reservation portal.

    Reservation portal showing the My Reservation menu option to check all your reservations at one place.