Boosting Productivity and Space Efficiency Through Reservation Compliance

[ElizabethBohlin]

As organizations continue refining hybrid work policies, one key question arises: How can we ensure that our workplaces are being used productively and efficiently? A growing number of companies are turning to reservation check-in and check-out policies to track in-office compliance, improve space utilization, and ultimately, support workforce productivity. 

Why Check-In/Check-Out Matters 

While many organizations initially implement check-in/out protocols to monitor return-to-office (RTO) policy adherence, the value extends far beyond compliance. These practices help create a clearer picture of how space is actually used—ensuring that underutilized or ghost-booked spaces can be made available to others. 

When done right, reservation compliance isn’t about surveillance—it’s about empowering employees to find and use the spaces that help them do their best work. 

 

Methods for Enforcing Reservation Compliance 

Organizations can choose from a spectrum of check-in methods depending on their goals and existing infrastructure. These methods range from manual options requiring employee interaction, to fully automated solutions that minimize friction. Here’s a breakdown: 

Check-In Method	Automation Level	Pros	Cons
In-app (Now Mobile or Employee Center)	Manual	Easy to deploy  Supports no-show policies  Promotes accountability	Requires mobile app or sign in Employees may forget to check-in
QR code	Manual	Intuitive and fast No hardware required	Might be forgotten Can be misused offsite Requires mobile app or sign in
Room Panels / Digital Pucks	Automated	Visual status display  Seamless experience  Tracks real-time use	Hardware cost Needs integration with reservations
Occupancy Sensors	Automated	No employee interaction required  Real-time space data  Detects no-shows	Doesn’t track individual usage Privacy concerns Higher cost
Badge System	Automated	Minimal user action  Integrates with access control  No additional hardware (if badge system exists)	May track building entry only  May not reflect space-level usage  Needs integration with reservations

What Are the Benefits of Reservation Compliance? 

✅ Policy Compliance Visibility 

With hybrid and RTO policies in place, organizations want insight into who is coming into the office and when. Reservation check-ins provide this visibility, especially when linked to required attendance days. 

✅ Improved Space Utilization 

Check-ins eliminate “ghost bookings,” freeing up unused spaces for others. This leads to a more accurate match between supply and demand—and a better employee experience. 

✅ Data-Driven Space Planning 

With reliable check-in/out data, real estate and workplace teams can better forecast future needs, track space use durations, and optimize layouts based on actual usage trends. 

What Our Customers Are Learning 

• Check-in compliance matters most when desk sharing ratios are above the 1-1 ratio. As sharing increases, so does the importance of knowing who’s actually using a space. 

• Desks are harder than rooms. Room check-ins tend to see higher compliance rates than individual desks, where use can be more spontaneous. 

• One-size-fits-all doesn’t work. Office culture, geography, and local expectations impact adoption—so tailor reservation policies as needed. 

How Workplace Service Delivery (WSD) Supports Check-In 

ServiceNow’s Workplace Service Delivery (WSD) platform enables several check-in methods: 

• Manual options include in-app check-ins via Now Mobile or Employee Center, and QR codes generated directly from WSD. 

• Automated options through integrations: integrating with Embrava (or other) digital display devices, offering a seamless, low-friction experience that drives compliance. Embrava offers an integration with ServiceNow Workplace Service Delivery today (learn more here). 

• Other integrations include badge systems and occupancy sensors, enabling organizations to tailor their compliance approach based on infrastructure and desired outcomes. 

Final Thought 

Check-in/check-out policies shouldn’t just be about policy enforcement—they’re a strategic lever for boosting office effectiveness. With the right tools and approach, organizations can improve compliance, optimize space, and support a more productive hybrid workforce. 

Want to learn more about how to enable reservation compliance with Workplace Service Delivery? Let's connect!