Create a reservation including a virtual meeting link

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 and Create a 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 Management > Portal > New Reservation.
   Employee Center	Navigate to the Employee Center (All > Self-service > Employee Center)). On the home page, navigate to Workplace > Browse all Workplace and select the workplace service. Open the reservation portal and do one of the following: Click Reservations > Make a reservation. On the homepage, select Make a reservation directly. From the Workplace services catalog, select New general reservation. Select Catalog > Browse by categories > Workplace Services Catalog. Note: If there are multiple catalogs configured on the portal, go to the Catalogs list and select Workplace Services Catalog. Select Reservation Management > New general reservation.

   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: After selecting the reservable module that you want to reserve, select Browse all.
   By default, the Browse all option is selected.
   1. Search for a workplace item that you want to reserve using the following available criteria.

      Space and reservation planners (sn_wsd_rsv.reservation_planner) with the dedicated role (sn_wsd_rsv.bypass_module_validation) can ignore or bypass certain settings in the Reservable module configuration. For more information, see Allow Event planners to handle reservations with more flexibility.

      For example, reservation planners or space planners with the dedicated role (sn_wsd_rsv.bypass_module_validation) can ignore or bypass the following settings in the Reservable module:

      • Max days in the future
      • Max number of occurrence
      • Min and Max duration
      • Available in
      • All day

      Fill in the form fields.

      Table 1. Make a reservation form

      Field Name	Description
      Building	Name of the building for a selected campus. Select a building from the list. For example, Demo Campus. The building names and location names are alphabetically sorted or sorted according to the Order that you have configured on the Buildings and Regions tables. When a sort Order is configured for a building or region, the building names and locations are sorted accordingly. If the sorting Order value isn’t specified for an item, the items are listed on top of the list (ascending order), and sorted alphabetically. The building names and location names are alphabetically sorted based on the label name. For example Building A, Building B, and so on.
      Floor	Floor of a building where you want to make a reservation. The floor names are either alphabetically sorted or the values are sorted based on the indicated sort order. You can configure the sort Order in the Floors table. If the sorting Order value is not specified for an item, then the items are listed on top of the list (ascending order), and then, sorted alphabetically. The Floor names are alphabetically sorted based on the names and labels.
      From Note: The time directive fields (From, time, To) are also available on the MESP (Mobile Employee Service Portal) on the Now Mobile app.	Start date of your reservation. For a single day reservation, only the From field is shown and not the option to enter the end date. Employees can't select a date and create a reservation if the start date exceeds the Max days in future Reservable module value. Thisn’t value is configured on the Reservable module by your administrator. For more information, see Configure a reservable module. When the Max days in future value is configured by your administrator, you can’t select a date past the max allowed date. The dates in the calendar date picker are inactive for dates that are too far in future. Note: If the Max days in future value isn’t configured, the date selection isn’t restricted. Date selection is based on the Max number of occurrences value. For more information, see Configure a reservable module. If you enter an invalid date which is greater than what is specified in the Max days in future value, the application resets the date to the current date.
      Time	Start time when the reservation begins. Employees can select time using the drop-down list or by entering the time in the field. The time increment value depends on the value set by your administrator. Default reservation time duration available for selection is 30 minutes. The time_picker_interval_size property for reservation start time and reservation end time is configured using the Service Portal Widget instances. The start time field increment value depends on the value set in the time_picker_interval_size. Default reservation time increment value duration is 30 minutes. For more information see, https://www.servicenow.com/docs/bundle/xanadu-platform-user-interface/page/build/service-portal/concept/c_ConfigureWidgetInstances.html Note: You can’t select a date that occurs in the past. The time for a selected location depends on the building time zone.
      To	End date of your reservation. Employees can't select a date and create a reservation when the End date exceeds the Max days in future value. The Max days in future value specifies the maximum number of the days in the future up to which the Reservable module can be reserved. Note: In the case of a single day reservation, option to enter the end date isn’t available. If you enter an invalid date which is greater than what is specified in the Max days in future value, the application resets the date to the current date. Note: If the Max days in future value isn’t enabled, then the date selection isn’t restricted and is based on the Max number of occurrences value configured in the Reservable module. For more information, see Configure a reservable module.
      Time	End time when you would stop using the workplace item. Employees can select the end time using the drop-down list or by entering the time in the field. The end time increment value depends on the value set by your administrator. Default reservation end time duration is 30 minutes. The time_picker_interval_size property for reservation start time and reservation end time is configured using the Service Portal Widget instances. The start time and end time field increment value depends on the value set in the time_picker_interval_size. Default reservation time increment value duration is 30 minutes. For more information see, https://www.servicenow.com/docs/bundle/xanadu-platform-user-interface/page/build/service-portal/concept/c_ConfigureWidgetInstances.html Note: You can’t select a date that occurs in the past. For example, If the start time is 09:00, you can select an end time after this duration. You can’t select a time before 09:00 on the same day. The time for a selected location depends on the building time zone.
      Recurring	Option to reserve the workplace items on a recurring basis. Specify the number of days and the number of times that you want to repeat the reservation in a recurring series. For weekly reservations, select the days of the week for the reservation. The Recurring option is displayed based on the configuration that your admin has set. Also, if there are any recurring reservation conflicts, they’re auto-resolved if your admin has configured the same. Auto-resolve recurring conflicts</uicontrol> option is enabled on the Reservable module form. The application tries to auto-resolve recurring reservation conflicts. For more information, see Auto-resolve recurring reservations. Note: Adding extra services option isn’t available for Recurring reservations.
      All day	Option to reserve the workplace item for an entire day or a single day. This option appears if your Workplace administrator has enabled the All day reservation setting on the selected Type. The start and end times of the reservation depend on the timings set by your organization. The All day option is also available on the Space details page. Note: The All day option's appearance depends on your administrator's configuration. If your admin has mandated all day reservation for a selected Type, the reservation is automatically made for the entire day. In case of All day you can only modify the Start date of the reservation.
      Add another building	Reserve multiple workplace items spanning multiple buildings. The buildings time zones are different for a same date and time in a reservation. Note: This option is available if you have selected Allow multiple reservations check box on the Reservable Module > Reservable Module Configuration tab. For more information, see Create multi-building reservations.

      • If your administrator has set a limit on the maximum days that you can reserve in future, you can’t select days in the future beyond the set the date by the admin. A warning is displayed about the limitation.
      • For example, if your administrator has limited the days of future to 45 days, you can’t select a date beyond 45 days while making a recurring reservation. The number of days available for End on this date option differs based on the Daily, Weekly, or Monthly selections. The end date and time specified for recurring reservation are used to indicate the end date and time of the reservation.

        Table 2. Recurring reservation when the Max dates in future value is 45 days

        Repeat	Duration	Number of Duration
        Select Daily	Select For or Until from the drop-down list.	If you selected For, application showsNumber of days as 1 and maximum of 45 days. In case of Until, application shows the current date along with the selected time zone (for example: Europe/Paris).
        Select Weekly	Select the weekdays as required. For this example, all weekdays are selected (Monday, Tuesday, and so on) (Optional) You can also select For or Untilfrom the Lasts drop-down list.	If you select For, number of weeks is shown as 1 along with maximum of 6 weeks. For Until, the Ends on this date field shows the selected time zone along with repeat duration of weekly 6 times.
        Select Monthly	Select Until from the Lastsdrop-down list.	The End on this date field shows the selected time zone and the repeat duration as monthly 2 times.

      • If no such limitation is set by your administrator on the future days in the Reservable module, you can select any date. This also depends on how many occurrences you can select and make.
        Note:

        You can't select a date beyond a duration that is configured in the Max days in the future reservable module. For example, if Max days in future value are 45, you can’t select a date beyond this duration while making a recurring reservation. The number of days available for End on this date option differs based on the Daily, Weekly, or Monthly selections. If the Max days in future value isn’t configured on the Reservable module, the date selection isn’t restricted and employees can select a date based on the Max number of occurrences configuration.
4. Optional: Select Browse near a person to search for available spaces near a colleague or team member.
   Note:

   This option appears only if the Enable browse near a person Reservable Module property is enabled. For more information, see Configure a reservable module.

   The Max number of days for browse near a person Reservable Module property can be configured to reserve a space near a colleague for a maximum number of days. The default value of this property is 7. The Browse near a person is displayed only when the Enable browse near a person option is selected on the Reservable Module. The system counts Max number of days for browse near a person from the current date (day 1). Here, seven days includes current date (day 1) and the next six available calendar days.

   For more information, see Configure a reservable module.

   

   1. Who would you like to sit near?: Select the user or colleague that you want to reserve a space nearby.
   2. Specify the following details to search for the most suitable space near a colleague or team member.
      Note:

      You can’t create a Recurring reservation if you're making a reservation near a team member or colleague.

      • Select one of their reservation dates: Reservation dates to make a reservation.
        Note:

        In case, if your colleague has a workplace profile, all dates (date range) specified in the Max number of days for browse near a person are displayed. In case, if there’s no workplace profile, only the available reservation dates, if applicable, are shown for a colleague or team member. After selecting the dates, you can reserve available spaces. Spaces with privacy enabled (Private) spaces aren’t available for selection.

        The dates are visible, based on the following considerations:

        • Maximum days specified in the Max number of days for browse near a person Reservable Module property. For more information, see Configure a reservable module.
        • Start date and End date: If a multi-day reservation is enabled, you can select a date in the range of a colleague's multi day reservation when making a reservation.

          For example, if Max days for multi-day is 10 and you try to make a reservation for 15 days, the application shows a validation error. You’re only allowed to make a reservation for the next 10 days from the current date.

          For more information, see Create a multi-day reservation

      • Select one of their reserved spaces: Option to show dedicated spaces and reserved spaces that aren’t marked as private for a colleague or team member with a workplace profile. In case, if the selected user or colleague doesn’t have a workplace profile, only the available reserved spaces (if applicable) are displayed.
        Note:

        If a colleague has a permanently assigned space and has also had a reservation for the same day or has multiple reservations, you can select either of these spaces to make a reservation near their colleague.
      • From: Reservation start date. The time is displayed based on the selected building's time zone.
      • To: Reservation end date. The time is displayed based on the selected building's time zone.
      • All day: Select this option to reserve the workplace item for an entire day. The start date and time of the reservation depends on the date and time set by your organization. This option appears if your Workplace administrator has enabled the All day reservation setting for a selected workplace location.

      • For a multi-day reservation, the From and To fields show the date range specified for a multi-day reservation.

5. Optional: To show all available spaces in an area, select Browse by area.
   1. Specify the following details to search for the most suitable space in an area.
      • Area: Area in the building where you want to reserve a space.

        Areas are alphabetically sorted or sorted according to the Order that you have configured on the Areas Table. When a sort Order is configured for an area, it’s sorted accordingly. If the sorting Order value isn’t specified for an item, then the items are listed on top of the list (ascending order), and then, sorted alphabetically. The Area names are alphabetically sorted based on the label name. Items with Order are listed.

      • All day: Select this option to reserve the workplace item for an entire day. The start and end times of the reservation depend on the timings set by the company. You can’t change the end time. This option appears if your Workplace administrator has enabled the all day reservation setting on the selected Type.
6. 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.
7. 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.
8. 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.
9. Select Next.
10. On the form, fill in the fields.

    Table 3. Reservation details from

    Field	Description
    Reservation subject	Subject of your meeting.
    Make all space details private	Option to make all the selected spaces as private. Note: The option is displayed based on the location privacy setup configuration for selected spaces.
    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.
    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
    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: Select Previous visitor. 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. If you are registering the visitor for the first time, do the following: Select Add new visitor. Select the Visitor type. If the visitor is a special guest, enable VIP. Enter the First name of the visitor. Enter the Last name of the visitor. Specify the Email Address of the visitor to send registration details and communications. Enter the Phone number of the visitor. Enter the Organization details of the visitor. Enter the Title of the visitor. In the Private notes section, specify any private information. In the Visitor preferences and Notification preferences fields, select the visitor's preferences. Click Save and add to add the visitor.
    Add extra services	Extra services available with the reservation.

11. 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.

Related tasks

• Create a reservation
• Create reservation for multiple workplace items
• Create multi-building reservations
• Create neighborhood reservations
• Create a reservation along with a shared reservation
• Create a shift reservation
• Create a group reservation
• Share, modify, or cancel a reservation
• Reserve a workplace using the Quick Reservation widget
• Download an iCalendar for a reservation
• Set a location as favorite using the Space details page
• Auto-resolve recurring reservations
• Create a multi-day reservation