Workplace Core

Use the ServiceNow® Workplace Core application to create safer, managed processes for returning employees to the workplace and staying open. Establish distancing plans, shift assignments, and sanitation scheduling and manage workspace allocation in stages. The Workplace Core is also available as a core application in the Workplace Service Delivery suite.

Space administration

Your organization's workplace administrators can add details for all workplace locations, such as:

• Areas such as employee workstations, conference rooms, and cafeterias
• Office buildings and campuses
• Regions of all locations

By tracking the availability of workspaces, workplace managers can plan and implement a phased return of employees to the workplace. For example, after the COVID-19 pandemic, your organization might want to allow a certain percentage (for example, 20%) of the total staff to return at a time at each office location, based on office configuration, local health recommendations, and other factors. Workplace managers can indicate workspace availability, leaving space for physical distancing. They can evaluate the situation periodically and make more workspaces available as conditions improve.

As a workplace manager, you can upload floor plans of your organization so employees can more easily view and select available spaces when they request workspace reservations.

Avoid large gatherings or long queues for locations at your workplace such as the cafeteria, gym, and entry and exit gates by defining arrival intervals and having employees schedule their arrivals.

Shift management

Workplace managers can create shifts for employees and schedule them for specific times and days. They can use this data to start planning for the occupancy levels of your workplaces by allocating employees and available workspaces to specific shifts.

For example, workplace managers can create a morning shift schedule with work hours of 08:00 to 13:00. They can then assign available workspaces to this shift based on organizational guidelines. These assigned workspaces can then be reserved for employees operating from the office during this shift.

Shift owners can review and modify the details of the shifts that they own. They can also view workspace reservations and requests made for the shifts they own.

Workspace reservations

Using the information about available employees and workspaces, workplace managers can reserve areas and workspaces for employees. Workplace managers can also generate reservations for multiple employees at once. Both the employee and the workplace manager are notified of reservations through email.

Employees can request workspace reservations when they are ready to return to the office. Using interactive floor plans, they can choose to reserve workspaces for a specified date range, a single day, or a few hours. Depending on your organizational guidelines, reservation requests might require an approval for confirmation.

If the workplace profiles of all employees are set up, the application automatically assigns available workspaces for employees based on their date and time selection when they make a reservation.

For more advanced workplace reservation options, use Workplace Reservation Management in the Workplace Service Delivery suite. For more information, see Workplace Reservation Management.

Workplace tasks

Workplace managers can monitor maintenance activities that are scheduled in the workplace for each shift. They can also schedule planned or on-demand maintenance tasks, and generate reports to track the progress of these activities.

Workplace Dashboard

Using data visualizations, you can evaluate the availability of workspaces and occupancy levels of your office locations, and monitor the progress of workplace tasks on the workplace dashboard.

Use guided setup to implement Safe Workplace suite apps

The Safe Workplace guided setup provides a sequence of tasks that help you configure the Safe Workplace and Emergency Response Management applications on your ServiceNow instance. To open the Safe Workplace guided setup, navigate to Guided Setup > Safe Workplace Guided Setup. For more information about using the guided setup interface, see Using guided setup.

Use with other Safe Workplace suite applications

Workplace Core is part of a suite of ServiceNow® Safe Workplace suite applications. Use it with these other applications to help your organization prepare its workforce and workplaces to resume operations after emergencies and pandemics like COVID-19.

• With the Employee Readiness Surveys application, evaluate the readiness of your users to return to the workplace by asking them to fill in a survey.
• Before users re-enter workspaces, use the Employee Health Screening application to screen users and ensure compliance with your entry requirements, such as a temperature check and PPE.
• You can manage the inventory of safety equipment for your workforce with the Workplace Personal Protective Equipment Inventory Management application.

All Safe Workplace suite applications are available in the ServiceNow Store.

Safe Workplace suite for federal customers

Federal customers using IL4 or FedRAMP environments will see the Safe Workplace suite applications ready and available to install on their nonproduction instances without having to make any special requests. Licenses are required to use Safe Workplace suite applications on production instances. Customers are responsible for configuring the apps to meet U.S. federal regulations and guidelines.

Table 1. Installation instructions for self-hosted and federal environments

Type	Instructions
Commercial on-premise	Visit the ServiceNow® Store to download and install the application.
Federal hosted	See the Federal downloads for the Emergency Response Management and Safe Workplace suite apps [KB0030260] article in the Store Help Center for more information.
Federal on-premise	If you are a federal on-premise customer and you would like to install this application, reach out to your sales representative or open a Now Support or HIWAVE ticket. In the ticket, request to be routed to the SHOT team. See the Federal downloads for the Emergency Response Management and Safe Workplace suite apps [KB0030260] article in the Store Help Center for more information.
On-premise	See the Commercial downloads for the Emergency Response Management and Safe Workplace suite apps [KB0030258] article in the Store Help Center for more information.

Notice regarding use by organizations

All decisions in connection with the implementation of this application are at the sole decision of the Organization utilizing this application. Organizations agree that use of the application is not a representation by ServiceNow regarding the application’s compliance with any law or regulation and any suggested language provided out of the box with the application does not constitute legal advice by ServiceNow.

Organizations remain solely responsible for complying with their legal obligations under applicable law, including (but not limited to) data protection and employment laws, and should modify any language within the templates provided to meet the Organizations' specific requirements.

Notice regarding use by government agencies

ServiceNow is offering this application to government agencies and their authorized users, not to employees of government agencies in their individual capacities. Use of this application is being offered free of charge for a limited or extended time period and with no expectation of payment from the government agency to ServiceNow for use during that time period, nor does usage create an actual or implied future obligation on behalf of the government. ServiceNow hereby expressly waives any future claims for payment from the agency in connection with usage of the application. Government customers are solely responsible to confirm with the agency’s Ethics Office or its authorized representative that acceptance and usage of the application is permissible.

All decisions in connection with the implementation of this application are at the sole decision of the government agency utilizing this application. Agencies remain solely responsible for complying with their legal obligations under applicable laws and regulations, including (but not limited to) data protection and employment laws and regulations, and should modify any language within the templates provided to meet the agency’s specific requirements.