Make workplace reservations on the kiosk

Workplace visitors and guests with kiosk viewer role can make workplace reservations. They can search and select a space on the Kiosk Map to reserve a space.

Before you begin

Install and configure the following from the ServiceNow Store.

• Workplace Reservation Management
• Workplace Services Kiosk
• Workplace Central
• Workplace Indoor Mapping
• Workplace Core
• Workplace Space Management

Make sure that your device is set up on a kiosk to enable workplace reservations. For more information, see Setup a kiosk on a physical device for reservations.

You can’t add workplace services to a reservation in kiosk. Recurring, neighborhood, and browse near a person reservations aren’t supported for kiosk reservation.

Role required: sn_wsd_kiosk.viewer, sn_wsd.core_workplace_user

Note:

The sn_wsd.core_workplace_user (workplace user) role is part of the kiosk viewer role. Employees can log in with the sn_wsd.core_workplace_user role to view, search for spaces on a floor map and make a reservation. For more information, see Components installed with Workplace Services Kiosk.

Role: sn_wsd_kiosk.viewer.

Procedure

1. Log in to your instance with the kiosk viewer role.
   
2. Select Explore Map.
   The Explore Workplace page opens and displays workplace locations on the map.

   

3. From the menu, select Building and Floor to select a building and a floor.
4. Zoom in and select a space on the map to make a reservation.
5. Space details card for the selected space shows the Get directions and Reserve button.

   

   If the selected space is already reserved, it shows the Raise an issue tab. Raise an issue tab is also shown if the space type configuration in the Reservable Module configuration for the kiosk doesn't match the space type configuration of a selected space.

   • Select the ellipsis icon () and select Raise an issue.

     The Raise an Issue form opens.

     

   • On the form, fill in the field information.

     Table 1. Raise an Issue form

     Field	Description
     What can we help you with?	Option to provide the workplace issue for which you want to raise a case.
     Urgency	Option to prioritize the urgency of the case. Select any of the following options: Today This week Next week
     Requested for	Search and select a user for whom you are raising the workplace issue.

6. Select Reserve to create a workplace reservation.
   Note:

   Space types configured for you by your administrator are displayed on the map. For example, Meeting rooms or Desks/Spaces. If your administrator has set the space type configuration as Desks/Spaces in the Kiosk Reservable module, the floor map shows only desks or space. If the space type configuration is meeting rooms, the map shows meeting rooms for reservations. For more information, see Configure Reservable Module for kiosk reservation.
7. Optional: Select Get Directions.

   

   Select your current position on the map, and select the location on the map for getting directions on the map.

   Select Accessible or Default for getting directions to a workplace on the map.

8. The Reserve a space page opens and the selected space is shown on a schedule view calendar.

   

   On the form, fill in the information.

   Table 2. Reserve a space

   Field	Description
   Reserve for	Option to select a date. If All day Reservable module configuration is set to Disabled, the current date is selected and the Reserve for option is read-only. If Max days in future value is set to more than 1, the Reserve for option shows options to select calendar dates.
   From	Option to select the start time of the reservation.
   To	Option to select the end time of the reservation.
   Reservation subject	Option to provide the Reservation subject details. For example, Reservation for AI workflows. If the Require Subject check box is selected in the Reservation Widget Configuration tab, you’re required to enter the Reservation Subject label while submitting the reservation. For more information, see Configure Reservable Module for kiosk reservation

   When All day Reservable Module setting is set to Default on the Reservable module configuration, you see the actual time when you’re making a reservation. For example, if you’re making the reservation at 11.24 am, reservation start time shows 11.24. Start and end time for a reservation are based on the building time zone and reservation properties for setting office hours. For more information, see Properties installed with Workplace Reservation Management.

   

   If All day Reservable configuration is set to Enabled, the reservation start and end timings are rounded off. For example, 11.30 am to 12.30. The All day check box isn’t selected with office timing shown from 9 am to 5 am. The timing shown depends on your office start time and end time.

   

   If All day Reservable module configuration is set to Required, the All day check box shown in read-only mode and you can’t change the start time and end time. The building's current time is shown based on the building time zone.

   

   Note:

   If you’re trying to book a space beyond the time specified in the Min or Max duration, application displays an error message. The All day, Min duration and Max day duration values are set by your administrator. For more information, see Configure Reservable Module for kiosk reservation.
9. Select Submit Reservation.

   If a reservation can’t be created for a space that is already reserved, a message is displayed informing the employee that the space isn’t available anymore. The schedule view is refreshed with the latest search results. The Submit reservation button is inactive. The employee can change the date or time to find a new, available slot.

   Note:

   After your reservation is confirmed in the kiosk, email notifications aren’t sent to workplace users.