Reserve a space using the workplace reservation AI agent. The reserve a space AI agent enables employees to reserve a space quickly and schedule their workplace reservations. Employees can interact with the agent using the Now Assist in Virtual Agent enhanced chat interface.

The reserve a space AI Agent estimates where the employees are located for a given workday. It considers their Workplace Presence configuration (Workplace Concierge), Reservable Module configurations, and the meeting rooms they most frequently book (requires Workplace Concierge). Based on this information, the AI Agent provides space suggestions for reservations. The employees can change the suggestions provided by the AI agent and search for a different location, date, or time. The agent also provides them with an option to select a space manually from the Reservation portal.

While searching for a space and making a reservation, the AI agent considers the following criteria:
  • Date and time information when the employee is requesting to book a space for reservation.

    For example, if the agent doesn't find a date in the utterance "Reserve a space for me", the AI agent reserves a space for the current date. If you’ve provided a time, it tries to find an available space for the suggested time. For example, if you entered “Reserve a space for me from 3 pm to 4 pm”, it reserves a space for you from 3 pm to 4 pm.

    If no time is provided, it reserves a space based on the All day configuration in the Reservable Module.
    • All day meaning Reservable module value set to Office hours.

      The agent considers the office start day time and end day time. For example, if the office Start day time is 9 am and End day time is 5 pm, the agent reserves a space based on the start day and end day reservation properties.

    • All day meaning Reservable Module value set to Full day.

      The agent reserves a space from 00 to 23.59 or from morning (9 am- 12 am) and evening (1 pm to 5 pm) based on the office working hours. For more information, see Properties installed with Workplace Reservation Management.

  • Max days in future value in the Reservable Module. This value is set by your workplace administrator. The agent reserves a space and provides reservation dates based on the highest value given in the Max days in future configuration. If the Max days in future value is empty, the AI Agent provides a navigational link to the Advanced Reservation Portal. Employees can click the link to open the Advanced Reservation portal and select a space manually. For more information, see Create a reservation.
  • Workplace Locations tab information in a Reservable Module. The application provides suggestions from the configured workplace locations only. For example, if about 10 building locations are added to the Workplace Locations tab in a Reservable Module, employees can select a space only from one of these 10 buildings for reservation. Employees can’t reserve a space, which isn’t added to the workplace locations. For more information, see Configure a reservable module.
    Note: The AI agent shows a maximum of three space suggestions. Employees have the option to skip these suggestions and ask the AI agent to show a different space. If the employees can’t find their preferred spaces, the agent provides a navigational link to the workplace reservation portal page. Employees can select a space manually from the reservation page to make reservations.
  • User Criteria tab settings in the Reservable Module. For more information, see Configure a reservable module.
  • The agent checks the Workplace Concierge employee presence dashboard. For more information, see Configure workplace space suggestions for employees.

    If Workplace Concierge isn’t installed, the AI agent uses the Workplace Profile table to reserve an available space. It uses the primary location that is set for an employee to fetch the building location and available spaces for reservation.

    If the workplace profile isn’t available, the reserve a space AI agent considers the past reservation data of an employee and shows space suggestions based on the past reservation data (most frequently reserved spaces, date, and time). If the agent isn’t able to fetch or predict a location, it asks employees to enter manually their preferred workplace locations in the chat interface. It provides space suggestions based on these inputs.

Visit these resources about Now Assist in Virtual Agent.
Important: By default, pinning a chat window is enabled for Service Portal. For all other portals, an admin must create a system property to enable pinning a chat window. For more information, see Now Assist in Virtual Agent system properties.