Create a Reservable Module to add a group of similar reservable workplace items. These workplace items are displayed in a single category on the Reservation portal.

Before you begin

Warning: Starting with Workplace Reservation Management version 2.1.2, to create or view approvers or performer criteria, navigate to Workplace Core > Administration > Performer Criteria.
  • After the upgrade, the Reservable module's Require approval option is changed to Override approval policy.

    Before the upgrade, if a reservable module has the Require approval option enabled, then, after the upgrade, it is migrated as Always require approval in the Override approval policy option. Otherwise, the Override approval policy is set to Never require approval.

  • For existing customers, the Reservable module's approval functionality that were configured earlier to approve reservations remain the same until a new approval definition is configured. After you configure a new approval definition, the approval process will run according to the upgrade.

    After the upgrade, disable the WSD Reservation Approval Flow in the Flow designer.

Ensure that you have the following details:
  • Workplace data for your organization.
  • Data of workspaces that can be marked as available.
  • Configure approvers/performer criteria

See Create records for your workplace data to add workplace data.

Role required: sn_wsd_rsv.admin

About this task

A Reservable module groups similar types of workplace items. Employees can view these similar items in one category. For example, a room is a reservable module and it contains similar workplace items like meeting rooms, conference rooms, and other rooms.

Procedure

  1. Navigate to All > Workplace Reservation Management > Administration > Reservable Module.
  2. Select New.
  3. On the form, fill in the fields.
    Table 1. Reservable module form
    Field Description
    Name Name for the reservable module. For example, for meeting rooms, the name should be categorical like meeting rooms or rooms.
    Inline title Title for the reservable module. The title is displayed inline with a descriptive text on the Workplace Service Portal.
    Order Order in which the reservable module must appear on the Reservation portal.
    Active Option to make the module available for reservation.
    Active from Date from when the reservable module must be active and available for reservation.
    Image Image of the reservable module.
    Reservable Table Configuration
    Selection type Type of selection to display in the search results when employees searche. Select one of the following options:
    • Specific unit: The search result displays every workplace item.
    • Container: The search result displays the parent or container of the workplace items. If you select Container, the search results are displayed in groups with a defined quantity available for reservation. Employees can select a container to reserve and any available space from the container is assigned for reservation.
    Reservable type Type of the reservable item.
    Reservable table Table that contains the reservable workplace items.
    Note: If you selected Location for the Reservable type field, then use only the Space [sn_wsd_core_space] table and its extended tables.
    Reservable filter Filter conditions on the reservable items in the Reservable table. The reservable items are displayed on the application based on the given conditions. You can do the following:
    • To add a condition, select Add Filter Condition.
    • To add an OR condition, select Add "OR" Clause.
    Note: If you are adding a filter on a location, ensure that the Active and Is reservable fields are set to True. If you do not, then inactive items that are not reservable will be displayed as reservable.
    Area (Container) selection
    Reservable container field Specify on what basis must the be grouped. The field appears only if you selected Container as the Selecttion type. The field is automatically set to Area. For example, when the field is set to Area, the reservation search results will appear as groups based on areas.
    Reservable quantity field Reservable quantity for workplace spaces. The Reservable Quantity field determines the number of times a container can be booked within a specific reservation time period. This setting provides with flexibility in setting up space reservations without out the need to create individual space records for reservation. For example, if you select Reservable Quantity, the container can be reserved as many times as the combined reservable quantity values of all spaces within that container allow. The reservable quantity depends on the number of spaces provided in the Capacity column of the Workplace Core Space table.
    Reservable Module Configuration
    Short description A short description about the module.
    Description Detailed description about the module and the reservable items.
    Available in Option to specify in which reservations the module must be available.
    • Advanced reservation: Select this option to make the module available only on the Reservation portal.
    • Quick reservation: Select this option to make the module available in the Reservation widget on the Workplace Service Portal homepage.
    Require allocation check Option to check if there is an allocation mismatch between the workspace item and the logged-in user. This option appears only if you have Workplace Space Management installed.

    For Workplace Entities, the search results also display locations that are allocated to the parent entity.
    Enable allocation duration check Option to display spaces in the search results based on the start and end dates of the allocation. This field appears only when the Require allocation check field is selected.

    For recurring reservations, the allocation duration is only checked for the first occurrence.

    Time-bound allocations follow only the start date and end date of the allocation, which are set in the system time zone. For more information, see Allocate a cost center, department, or workplace entity.

    Note:
    • In Workplace Space Management version 1.12.0, spaces that have the overlapping allocation and reservation time-frames are qualified for the reservation.
    • From Workplace Space Management version 1.13.0, spaces that do not have overlapping allocation and reservation time-frames are considered unallocated spaces and are qualified for reservation.
    Enable restricted neighborhood rules Option to apply neighbourhood restrictions on the spaces while displaying search results. The search results are displayed based on the restrictions applied on spaces. Restricted users cannot view spaces that they are not allowed to access. The restricted neighbourhoods are automatically filtered out if the logged in user is restricted.
    Enable browse by area Option to enable employees to search for a workplace based on area.
    Enable browse by neighborhood Reservation admin can indicate if neighborhood spaces are available for reservations. Employees can search in the context of a neighborhood and only the available spaces in a neighborhood are displayed for space reservation. For more information, see Create neighborhood reservations.

    This option is also available on the Now Mobile app.
    Enable browse favorites on Native Mobile Option to enable employees to search from their favorite spaces on the Now Mobile app.
    Note: This option appears only if you have Employee Center 25.0.0 and for employees who have Now Mobile app installed. Ensure that the Mobile Employee Service Portal is enabled.
    Note: This option is available only for the Now Mobile app app.
    Override approval policy Option to specify how to implement the approval policy. Choices are as follows:
    • No override: The approval policy is implemented as set in the Requires approval field of a workplace space or room.
    • Always require approval: The approval policy is required regardless of what is set in the Requires approval field of a workplace space or room.
    • Never require approval: The approval policy is removed irrespective of what is set in the Requires approval field of a workplace space or room.
    Apply to shift Option to enable shift-based reservation on the module.
    Enable floor-based search Option to enable employees to search for a workplace based on floor using the Browse All.
    Time before employee can check-in Option to specify the time before an employee can check in their reservation before it starts.
    Override check-in policy Option to specify how to implement the reservation check-in policy. Choices are as follows:
    • No override: The check-in policy is implemented as set in the Requires check-in field of a workplace space or room.
    • Always require check-in: The check-in policy is required regardless of what is set in the Requires check-in field of a workplace space or room.
    • Never require check-in: The check-in policy is removed irrespective of what is set in the Requires check-in field of a workplace space or room.
    Cancel reservations exceeding check-in time Option to cancel a reservation if an employee does not check in within the specified time.
    Enable group reservation Option to allow group reservation on workplace items of this module.
    Enable employees to make spaces as private Option to enable employees to make the space details private when they make a reservation.

    When an employee is creating a reservation, the option Make space details private is displayed only if the employees are allowed to override their privacy preference for the selected space. Whether an employee can override privacy or not depends on the location privacy setup.
    Enable ical generation Option to enable user to generate an icalendar.
    Note: A user cannot download an iCalendar for spaces and reservations that already synchronizes with their calendar provider.
    Default reservation path when editing a reservation

    Option to set the context (Reservation Path) when editing a reservation. This option is also available on the Now Mobile app. The reservation paths define the available search criteria. Select any of the following options from the drop-down list:

    • Based on reservation:

      While editing a reservation, employees can search in the context (Reservation Path) used while creating a reservation.

      For example: Browse all,Browse an area, Browse by neighborhood.

    • Browse all:

      When editing a reservation, the context (path) is defaulted to Browse all. Employees can change the selected space or date and time of the reservation.

    For more information, see Create a reservation.

    Note: This option is not available on the Now Mobile app.
    Virtual meeting provider Select a virtual meeting provider to enable employees to create a virtual meeting link. If an employee selects the Add a virtual meeting link option, a virtual meeting link is automatically generated by the virtual meeting provider.
    Allow Multiple Building Reservations Option to add multiple buildings and select spaces from the buildings in a single reservation. The buildings can belong to different regions or locations and can be from different time zones.
    Note: Adding multiple buildings to a reservation is available only on the Workplace Service Portal. Recurring reservations are not supported for multi-building reservations. For more information, see Create multi-building reservations.
    Allow all day reservation Option to enable employees to reserve a workplace item of the module for an entire day. If this option is unchecked, the Require all day reservation field is disabled.
    Note: This option is not available on the Now Mobile app.

    If the Max days for multi-day Reservable Module value is set to more than 1 day, the All day option is disabled on the Reservation portal. If the Max days for multi-day value is set to 1, then employees can only make a single day or all day reservation.

    For more information, see the Max days for multi-day property description.

    Warning: From Workplace Reservation Management version , the Allow all day reservation and Require all day reservation fields are merged under the All day field as Enabled and Required respectively.
    Require all day reservation

    Option to enforce employees to make All day reservation. This option depends on the Allow All day reservation option.

    If the Allow all day reservation option is disabled, this option is cleared and disabled.

    Note: When Require all day reservation is selected, employees while making or updating the reservation will find the All day option on the Reservation portal enabled by default.

    Employees can modify the Start date but not the time on the reservation portal. For more information, see Create a reservation

    Warning: From Workplace Reservation Management version , the Allow all day reservation and Require all day reservation fields are merged under the All day field as Enabled and Required respectively.
    All day Option to enable manage All day reservation option on the portal. You can select from the following options:
    • Disabled: The All day option will be disabled and is not displayed on the Reservation portal.
    • Enabled: The All day option is available to the employees. They can select the option if they want.
    • Default: The All day option is available and selected by default. However, the employees can deselect or change the timings if they want.
    • Required: The All day option is displayed as selected and cannot be changed. The All day field is set as mandatory.
    Warning: From Workplace Reservation Management version , the Allow all day reservation and Require all day reservation fields are merged under the All day field as Enabled and Required respectively.
    Max days in future Option to specify the maximum number of the days in the future up to which the reservable module can be reserved. For example, if you set the max number of days in future to 90, employees can make future reservations on this module only up to 90 days in advance.

    If this option is enabled, users cannot select a date beyond the specified value in Max days in future while making a reservation. For more information, see Create a reservation.

    On Now Mobile app, if you try to select a date too far in the future than what is specified in the Max days in future, no results are returned.
    Note: Max days in future field indicates that the user cannot make a reservation beyond the number of days configured as the Max days in future value for any reservation. Max days in future is a reservation property and Max number of occurrences is a recurring reservation property. Max days in future value takes priority when both these options are used for the reservation.

    For example, if the Max days in future is 90 days, then the number of occurrences in the recurring reservation can not exceed 90 days even if the user has initially configured the value for Max number of occurrences as 180 days in the Reservable module.
    Allow recurring reservations

    Option to enable employees to make recurring workplace item reservations. Select the check box to display the recurring reservation options available to users as a search parameter while making a reservation.
    Auto-resolve recurring conflicts Option to automatically resolve recurring reservation conflicts. This option is available when you have enabled the Allow recurring reservations option.

    The system will find an alternative space by using proximity calculation in case of conflict in reservation and will automatically resolve it. If you are using floor maps, then spaces are selected based on the proximity logic.

    Option to automatically resolve recurring reservation conflicts. This option is available when you have enabled the Allow recurring reservations option

    Resolving a conflict uses one of the following proximity calculations:
    • If a floor map is available, in that case, the application tries to find a space that is closest by using proximity.
    • If in case a floor map is not available, then the application tries to find a space within the same area or floor.
      Note: Favorite spaces are always preferred in both the options.
    • Lastly, the application searches for an alternative space either with:
      • same capacity
      • more capacity
      • less capacity

    For more information, see Create a reservation and Auto-resolve recurring reservations.
    Max number of occurrences Option to specify the maximum number of occurrences for recurring reservation that can be made on the reservable module. The default value is 180. This option depends on the Allow recurring reservations check box field. If Allow recurring reservations is not selected, the Max number of occurrences field is disabled.
    Min duration Option to specify the minimum reservation duration of the reservable module.
    Max duration Option to specify the maximum reservation duration of the reservable module.
    Max days for multi-day Option to make a multi-day reservation. Employees can reserve an available space covering or spanning multiple days. For example, 5 days or more. For more information, see Create a multi-day reservation.

    Default value for this Reservable Module property is 1. To make a single day reservation, set the value to 1. Value 0 (zero) is not allowed.

    When the Max days for multi-day value is more than 1, the All day option is disabled on the Reservation portal while making a reservation.

    Note: The number of days for this property must not exceed the Max days in future value on the Reservable Module.
    Enable browse near a person Option to enable users to search for spaces near a person. When a user searches for a space near a person, the available spaces located on the user's floor are displayed. The display criteria are also based on the nearby area of the space or tags assigned to the spaces.
    Note: The search limit criteria is not applicable if the option is enabled.
    Max number of days for browse near a person Option to specify the number of days employees can reserve a space near a colleague. Admins can configure the maximum number of days an employee would like to reserve a space near a colleague using this property.

    Default value is 7. Admins can change this value to more than 7 days and enable employees to select the max number of days they would like to book a seat near a team member or a colleague. For more information, see Create a reservation.

    Note: This field is displayed only when the Enable browse near a person Reservable module property is enabled on the Reservable Module.

    The number of days provided for this property cannot be 0 or a negative number (for example, -10). The number of days for this property must not exceed the Max days in future value on the Reservable Module.
    Enable facet filter Option to enable facet filter on the workplace items. If the select this option, the filter options are displayed based on the search results. Only the items that are available in the generated search result are available to users for selection in the filter.
    Search limit Option to specify the maximum limit of search results when an employee searches for a workplace location.
    Reservation Widget Configuration
    Requires subject Option to make a reservation subject required before making a reservation.
    Require cancel notes Option to make a cancellation note required before making a cancellation.
    Warn employee for duplicate reservation Option to warn employees if a reservation exists for the selected space type module during the specified date and time for that employee. The warning is displayed based on the date and time specified in the search criteria.
    Warn employee about presence exception Option to warn employees if their presence is set to remote on the date of the reservation. The warning is displayed based on the presence routine of the employee. This option is available if Workplace Concierge is installed.
    Allow invitees Option to enable employees to invite attendees to their reservation. Employees can invite co-workers and also external visitors.
    • If the Allow invitees option is enabled, the Display number of attendees and Enable Group Reservations fields are disabled.
    • If Display number of attendees is enabled, the Allow invitees option is disabled
    • If Allow invitees is enabled, the Display number of attendees option is mandatory
    Display number of attendees Option to enable employees to specify the number of attendees while making a reservation. If the option is not selected, then the number of attendees is automatically set to 1.
    • If Allow invitees is enabled, the Display number of attendees and Enable Group Reservations fields are disabled.
    • If Display number of attendees is enabled, the Allow invitees option is disabled
    • If Allow invitees is enabled, the Display number of attendees option is mandatory
    Display on behalf of Option to enable employees to specify on whose behalf they are making a reservation. The option is enabled by default. An error is displayed if the option is disabled.
    Display sensitivity Option to enable employees to set the sensitivity of the reservation. They can set a reservation to Normal or Private. If the option is not selected, the sensitivity is set to Normal and the subject will be visible to others.
    Allow reservation message Option to add notes to a meeting and attach images while making a reservation. The notes and images can be shared with the meeting invitees.
    Note: When calendar sync is enabled for a space, the message or notes will also be added to the body when we sync the reservation.

    For Now Mobile app, the message is displayed on the summary page but employees cannot add or edit a message.

    For more information, see Create a reservation.

    .
    Additional details record producer Option to link to the record producer that you have configured with additional fields. You can display additional fields on the reservation form. For more information, refer to Configure reservable module with additional details.
    Show as Option to specify what status must the reservation show on the employee's calendar when a reservation is synchronized. This field appears only if Workplace Calendar Synchronization is installed.
    • Busy: The reservation will be displayed in the Employee's calendar with a Busy status. The employee's calendar is blocked during the reservation duration.
    • Free: The reservation will be displayed in the Employee's calendar with a Free status. The employee's calendar will not be blocked during the reservation duration.
    Note: For the Show as feature to work correctly, you must have the following versions of the connections:
    • For Microsoft, you must have Microsoft Exchange Online spoke version 3.2.4.
    • For Google Calendar, you must have the Google Calendar version 2.3.1.

    The time_picker_interval_size property for reservation start time and reservation end time is configured using the 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

  4. Click Submit.

Result

The reservable module is added to the application. The reservable items are available to employees based on the filter conditions.