Mapping employees to their designated workspaces

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Mapping employees to their designated workspaces

    This functionality in Workplace Core allows you to automatically map employees to their designated workspaces, streamlining reservation requests and enabling automatic workspace assignment when the feature is enabled. It eliminates the need for employees to manually enter workspace details by populating these fields from their user profiles.

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    Key Features

    • Automatic Workspace Mapping: Connect user profiles with designated workspace details to pre-fill reservation forms.
    • Auto-Assignment of Workspaces: If enabled, the system reserves the designated workspace automatically when employees make reservation requests.
    • Fallback Reservation Logic: If the designated workspace is unavailable, the system searches for available spaces hierarchically by Area, Floor, Building, Campus, Site, and Region to find the closest available workspace.
    • User Workplace Profile Management: From version 2.16.1, profiles are managed in the Workplace Profile Location Assignment table, with a primary location flag for users with multiple locations.
    • Anomaly Detection and Reporting: Workplace managers can view and receive detailed reports on profile anomalies caused by allocation or assignment mismatches, helping maintain accurate workspace assignments.
    • Updated Allocation Types: The older allocation types (Department and Cost Center) are deprecated, replaced by the new Workplace Entity allocation type for enhanced management capabilities.

    Practical Application for ServiceNow Customers

    By mapping designated workspaces to employee profiles, organizations can:

    • Reduce manual effort in workspace reservation by employees.
    • Ensure employees are assigned their correct workspaces whenever possible.
    • Maintain accurate and up-to-date workplace profiles with anomaly detection to prevent allocation errors.
    • Leverage new allocation types for better workspace management aligned with organizational structures.

    This integration supports smoother workplace management and enhances the employee experience by simplifying workspace reservation and assignment processes.

    Next Steps

    • Map existing designated workspaces to user profiles in Workplace Core.
    • Set the primary location for profiles with multiple workplace locations.
    • Monitor and resolve workspace profile anomalies via Workplace Space Management.
    • Update workspace allocation types to use Workplace Entity for improved management.

    Map your employees to their designated workplace locations in Workplace Core automatically to fill in that detail in reservation requests and to take advantage of auto-assignment of workspaces if that feature has been enabled.

    For employees who had a designated workspace before they started working remotely, create a mapping between the user profile and the designated workspace details. This mapping populates the workspace details on reservation request forms so employees don't have to provide these details manually.

    If your system administrator has enabled the auto-assign feature, mapping workspaces for all employees also means that designated workspaces are automatically assigned when employees make a reservation request.

    The data from the User Workplace Profile [sn_wsd_core_workplace_profile] table is used to automatically assign the designated workspace to the employee.
    • If the user's designated space is available, this space is reserved for the employee.
    • If the designated space is unavailable for the requested date or time, the application searches for and reserves an available space in the employee's workplace in the order of Area > Floor > Building > Campus > Site > Region.

      For example, if no spaces are available in the designated area of the employee, the application finds and reserves an available space from the floor of this area.

    Note:
    From Workplace Core version 2.16.1, the workplace user profiles are created in the Workplace Profile Location Assignment [sn_wsd_core_workplace_profile_location] table. A new field Is Primary is added in the table so that you can specify if a location is the primary location when there are multiple locations. In case of existing user profiles created in the User Workplace Profiles [sn_wsd_core_workplace_profile] table, a fix script runs and automatically considers the latest workplace location added to the profile as the primary workplace location.

    If you have installed Workplace Space Management application, as a Workplace manager, you can also view the reason for an anomaly in a workplace profile if there are any. A schedule job also enables you to view a detailed report of all the anomalies logged in the application via an email. Navigate to Workplace Core > Administration > Workplace profiles and switch to the Space Management view, a Reason for anomaly column appears as a Glide list. An anomaly can happen due to a mismatch in the allocation or assignment type. For more information about anomalies, see Workplace location assignment anomaly types.

    From Workplace Space Management 1.12.0, only open spaces from the user's allocation type that are within the allocation start and end dates are listed. After an allocation expires, the anomaly is recalculated to the appropriate value.
    Important:
    Starting from Workplace Core version 2.16.1, the allocation type Department and cost center are no longer available. A new allocation type, Workplace entity is introduced that provides more advantages.