---
sourceDocument: Australia Employee Service Management
sourceDocumentLink: https://www.servicenow.com/docs/r/employee-service-management

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia Employee Service Management

ft:clusterId :

    - emplsm

bundleId :

    - emplsm

workflow :

    - Employee


---

# Create a reservation including a virtual meeting link

# Create a reservation including a virtual meeting link {#ariaid-title1}

* Release version: Australia
* 
* Updated March 12, 2026
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 5 minutes to read

Enable employees who are located outside the office to join a reservation by using a virtual meeting link. A virtual meeting link is created for an employee selected in "On behalf of".

## Before you begin

Note:  
You can create a virtual meeting link only if your administrator has enabled the virtual meeting configuration. For more information, see [Configure a reservable purpose](https://www.servicenow.com/docs/pbZO3GEs4wmnWjy5neU69w "Create a purpose that describes the use of a workplace item. Add this purpose to a relevant workplace space or room so that the purpose is displayed on the reservation portal.") and [Create a reservation](https://www.servicenow.com/docs/LBkfqMjl97bJJBIqLj9nug "Create reservations across multiple buildings, campuses, neighborhoods, or sites. Create a reservation spanning across multiple days. Add attendees or visitors to a reservation. Synchronize reservation details and resolve conflicts when scheduling recurring reservation events. Add workplace services (room configurations, catering, and so on) to your reservation.").

Role required: sn_wsd_core.workplace_user

## Procedure

1. Navigate to the Make a Reservation page from any of the following starting points.

   | Location | Steps |
   | From application navigator | Navigate to Workplace Reservation ManagementPortalNew Reservation. |
   | Employee Center | 1. Navigate to the Employee Center (AllSelf-serviceEmployee Center)). On the home page, navigate to WorkplaceBrowse all Workplace and select the workplace service. 2. Open the reservation portal and do one of the following: * Click ReservationsMake a reservation. * On the homepage, select Make a reservation directly. * From the Workplace services catalog, select New general reservation. 1. Select CatalogBrowse by categoriesWorkplace Services Catalog. Note: If there are multiple catalogs configured on the portal, go to the Catalogs list and select Workplace Services Catalog. 2. Select Reservation ManagementNew general reservation. {#Create-reservation-with-virtual-meeting__ol_mph_3tf_knb} {#Create-reservation-with-virtual-meeting__ul_ppn_gm4_2nb} {#Create-reservation-with-virtual-meeting__ol_jwh_shl_cnb} |
   |-|-|

   {#Create-reservation-with-virtual-meeting__choicetable_oxk_tfj_zsb}  
   The Make a Reservation page opens in a new tab.
2. Select the type of workplace item that you want to reserve.  
   The types are displayed as tabs, such as a meeting room or desk.
3. **Optional:** Select Browse all.  
   The Browse all reservable path is selected by default.
   1. Search for a workplace item that you want to reserve using the following available criteria.
   {#Create-reservation-with-virtual-meeting__substeps_gd4_c3h_prb}
4. Click Search.  
   The workplace items which match the search criteria and which are available for reservation are displayed.  
   Note:  
   While browsing near a person, if there are any private spaces, then they are not displayed in the search result.  
   Note:  
   You can switch between the Card view tab and Schedule view tab to review the availability of workplace items. If your company uploads floor maps, view the maps using Mappedin or Indoor Mapping. For more information on how to use floor maps, refer to [Workplace Space Mapping](https://www.servicenow.com/docs/6ByX69HJ7~NMnTFKerTi3g "ServiceNow Workplace Space Mapping provides indoor maps for interactive locations and wayfinding with Indoor Mapping and Mappedin. Indoor Mapping is part of the Workplace Service Delivery suite while Mappedin a third-party map provider.").
5. **Optional:** Sort the workplace items in alphabetical order or by using a filter with the Show filter option.  
   You can also sort the workplace items to display your favorite locations first. To view the option, you must have access to the Employee Center and also have favorite locations. Your favorite locations are displayed first in an alphabetical order followed by the other locations that match the search criteria.  
   Note:  
   You cannot sort workplace items in alphabetical order or by your favorite locations if you are browsing spaces near a person. The spaces near a person are searched based on proximity.
6. Select the workplace item that you want to reserve using any of the following options:
   * Click Add.
   * In the Schedule view tab, click Add.
   * In the Map view, select any space that is colored green and then select Add.
   {#Create-reservation-with-virtual-meeting__choices_ivs_jgj_zsb}
7. Select Next.
8. On the form, fill in the fields.  
   {#Create-reservation-with-virtual-meeting__table_bzj_mgj_zsb__entry__2}

   | Field | Description |
   |-|-|
   | Reservation subject | Subject of your meeting. |
   | Make subject private | Option to make reservation subject as private. |
   | Make subject private | Option to mark the reservation as private and to hide the reservation subject. |
   | Add a virtual meeting link | Option to generate a virtual meeting link so that remote employees can join the reservation. Note: * If a virtual link is not created successfully, the reservation details page doesn't display a meeting link and this option is cleared in the reservation record. To generate a meeting link again, select this option and submit the record. * If you add a meeting link for Microsoft Teams, the application retrieves meeting details while synchronizing the event with a calendar provider. {#Create-reservation-with-virtual-meeting__ul_vjk_fs2_q2c} |
   | This reservation is for | If you are requesting a reservation on someone else's behalf, select the name of that person. Leave the field empty if you are requesting a reservation for yourself. |
   | Add invitees to this reservation section | Note: This section appears only if your administrator has enabled the configuration to invite attendees to this workplace location. |
   | Invite coworkers | Select the employees whom you want to invite to the reservation. |
   | Invite external visitor | Option to invite an external visitor. Note: This option appears only if you have the Workplace Visitor Management application installed. * If you have already registered the visitor before, do the following: 1. Select Previous visitor. 2. In the Select a prior visitor field, select the visitor. You can also preview the visitor details and modify if required. The details are updated automatically in all the visitor-related records and registration records. {#Create-reservation-with-virtual-meeting__ol_a1n_zhj_zsb} * If you are registering the visitor for the first time, do the following: 1. Select Add new visitor. 2. Select the Visitor type. 3. If the visitor is a special guest, enable VIP. 4. Enter the First name of the visitor. 5. Enter the Last name of the visitor. 6. Specify the Email Address of the visitor to send registration details and communications. 7. Enter the Phone number of the visitor. 8. Enter the Organization details of the visitor. 9. Enter the Title of the visitor. 10. In the Private notes section, specify any private information. 11. In the Visitor preferences and Notification preferences fields, select the visitor's preferences. 12. Click Save and add to add the visitor. {#Create-reservation-with-virtual-meeting__ol_q44_d3j_zsb} {#Create-reservation-with-virtual-meeting__ul_vxc_5hj_zsb} |
   | Add extra services | Extra services available with the reservation. |
   [Table 1. Reservation details from]

   {#Create-reservation-with-virtual-meeting__table_bzj_mgj_zsb}
9. Click Submit reservation.

## Result

The reservation is created with a virtual meeting link. If you have invited attendees to the reservation, the meeting link is provided to them along with the reservation details.  
To view the reservation recording, go to Reservation summary of the reservation and select Additional details. If passcode is configured for virtual meeting provider, then, in the Additional details, you can also view the relevant passcode. Only the organizer and the user specified in the This reservation is for field can view the passcode.

* Zoom: If a Zoom meeting link is added, the link appears in the Location field of the email containing the meeting invite.
* Microsoft Teams: When a reservation is created with a virtual meeting link, the application retrieves the meeting link and the joining-related details. When this reservation is synchronized with Microsoft Outlook calendar, the meeting link and the joining-related details are added to the body of the calendar event. Similarly, when a reservation is created in the Microsoft Outlook calendar using the Teams meeting toggle button, the meeting link is retrieved and saved as a virtual meeting link.  
  Note:  
  As the meeting link appears in the body of the email, in any case, if you want to update or change the meeting details, you must do it only using the Workplace Reservation Management. Because when a reservation synchronization is performed, the details (in this case, the meeting link and details) are synchronized only in one way, that is, from Workplace Reservation Management to the calendar provider(in this case Microsoft Teams). If you already made any changes to the meeting details or the notes from the calendar provider, it is overwritten by Workplace Reservation Management when a synchronization is performed.
* Any other virtual meeting providers: The meeting link is added in the Location field of the email containing the meeting invite.
{#Create-reservation-with-virtual-meeting__ul_ucr_f3p_5wb}
**Related tasks**   

* [Create a reservation](https://www.servicenow.com/docs/LBkfqMjl97bJJBIqLj9nug "Create reservations across multiple buildings, campuses, neighborhoods, or sites. Create a reservation spanning across multiple days. Add attendees or visitors to a reservation. Synchronize reservation details and resolve conflicts when scheduling recurring reservation events. Add workplace services (room configurations, catering, and so on) to your reservation.")
* [Add invitees as collaborators and create a reservation](https://www.servicenow.com/docs/XDpjbIqT1kk0yWypW63JOA "Employee can add their colleagues as collaborators while making a reservation. Employees can view availability of their colleagues on the reservation portal search page while making a reservation to find an available space.")
* [Auto-resolve recurring reservations](https://www.servicenow.com/docs/B8U8Li63I7_XGuwXIU~DYw "While making a recurring reservation, only the availability of the first occurrence is checked. It’s possible that a future occurrence of the meeting may run into conflicts. To avoid such conflicts, while scheduling a recurring reservation, the Workplace Reservation Management application tries to auto-resolve any recurring conflicts.")
* [Set a location as favorite using the Space details page](https://www.servicenow.com/docs/001ubWYpjE9seabDujOp2w "Mark your most reserved workplace location as favorite in the Workplace Service Portal. Once the location is set as favorite, it is displayed first whenever you search for locations to make a reservation.")
* [Reserve a space near your colleague](https://www.servicenow.com/docs/L19xVLd4qgYuvQbpAcA~GQ "Make a workplace reservation and reserve a space near your team member or a colleague.")
* [Create a multi-day reservation](https://www.servicenow.com/docs/34QIMTh3g8roLFoByLyXdw "Workplace users can now reserve a space covering multiple days. Employees can reserve a space that spans across multiple days.")
* [Create multi-building reservations](https://www.servicenow.com/docs/ZefbJNLe~eY8uDpnqAE2zQ "Reserve multiple spaces spanning across multiple buildings in different timezone. Create multi-building reservations for the same date and time in a single reservation.")
* [Create neighborhood reservations](https://www.servicenow.com/docs/FJNmnWQiImwiBl0nHiOJzQ "Reserve neighborhood spaces using Advanced reservation.")
* [Create reservation for multiple workplace items](https://www.servicenow.com/docs/4UlIof51PqYOsO8DpT6ItQ "Reserve multiple workplace items for the same date and time in a single reservation.")
* [Enable shift-based reservation](https://www.servicenow.com/docs/sUbI6XvUMLn~1a9Mfg1xbg "As an admin, enable employees to reserve a workplace item for a shift. Configure the spaces that can be reserved for a shift. Specify the users who can make shift-based reservation.")
* [Create a reservation along with a shared reservation](https://www.servicenow.com/docs/msEiHhbsss1p1LBKXIvVeg "Reserve a workplace near to your co-worker using their shared reservation details.")
* [Create a shift reservation](https://www.servicenow.com/docs/ikR~LMAvxBX7iCdlL_rnlA "Reserve a workplace item for a shift. Create a single reservation or a recurring reservation for the same shift.")
* [Create a group reservation](https://www.servicenow.com/docs/8JlpIX~eDfQ0YZlGxIGSqw "Reserve multiple spaces for different users in a single group reservation.")
* [Share, modify, or cancel a reservation](https://www.servicenow.com/docs/Q~jQy9nLQCyOFVI9ImW~cw "You can view, modify (update), or cancel a reservation. Update the reserved workplace item or the date and time for a reservation.")
* [Reserve a workplace using the Quick Reservation widget](https://www.servicenow.com/docs/syRM81Wfgxkw2thFD_DjVg "Reserve a workplace quickly by using the Quick Reservation widget in the Workplace Service Portal. The widget enables you to select from a list of available time slots instead of specifying the start and end times.")
* [Download an iCalendar for a reservation](https://www.servicenow.com/docs/EOKO0PFM1Dyy~g~gHWgcAg "Add the reservation to your office calendar by downloading the iCalendar of the reservation.")

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