Create a reservation
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.
Antes de Iniciar
- Workplace Core
- Workplace Central
- Workplace Space Management
- Workplace Case Management
- Workplace Indoor Mapping
- Workplace Visitor Management
- Workplace Maintenance Management
Por Que e Quando Desempenhar Esta Tarefa
Reserve a workplace space based on your office working hours.
Create a workplace reservation for a single day or for multiple days. Administrators can set the max days in future value in the Reservable Module Configuration tab. For more information, see Configure reservation multi-day settings in Reservable Module.
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.
- Max days in the future
- Max number of occurrence
- Min and Max duration
- Available in
- All day
Role: sn_wsd_core.workplace_user.
Procedimento
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Select any of the following context menu navigation options to make a workplace reservation.
Location Navigation path From Employee Center Portal - Navigate to .
- On the Employee Center portal, select .
- Select the New general reservation card.
Make a reservation portal page opens for you to make workplace reservations.
The Make a Reservation page opens in a new tab. - Opcional:
Select Recurring to make a recurring reservation.
When making a recurring reservation, select the most suitable recurring pattern (Daily, Weekly, or Monthly) based on the space availability within the recurring series.
Nota:Reservations in a recurring series cannot be updated in bulk. To update a reservation from a recurring series, select a reservation and edit it as required. The option to make a recurring reservation is configured by your administrator. The Allow recurring reservations Reservable Module configuration option should be enabled for making recurring reservations. This option is dependent on the Max days in future and Max number of Occurrences value. For more information, see Configure a reservable module Reservations with single occurrences are converted to a single-day reservation.Shift-based reservable module configuration is not supported for Recurring reservations.
Calculate and set a recurring meeting pattern define the frequency and recurrence pattern in the Add Recurrence dialog box.- Set a start date, end date, and duration (start time and end time) for your reservation.For example:
- Start date: Select 25/02/2026 as your reservation start date.
- End date: Select 23/08/2026 as your reservation end date.
- From: Select a start time for your reservation.
Duration or start time and end time depends on the selected building time zone.
- To: Select a time when you want to end your meeting or reservation.The end time is based on the standard working hours (full day) of your office.Nota:The start date is reset if you select a different start and end date in the Add recurrence dialog box. For more information, see Step c. It's recommended that you select the start and end dates prior to setting the recurrence patterns in the Add recurrence dialog box.
- Select Recurring list options as required:
- Daily: Option to set daily recurring series.
- Weekly on Wednesday. This option label changes as per the weekday that you have selected as your start day. For example, selecting Wednesday as your meeting weekday shows Weekly on Wednesday.
- Monthly on fourth Wednesday. This option label changes as per the selected weekday. For example, selecting Wednesday as your meeting start day shows Monthly on fourth Wednesday.
- Every weekday (Monday to Friday)
- Custom: Customize your recurring reservation options as required for Daily, Weekly, or Monthly recurrences.
- Select any of the following recurring patterns to open the Add recurrence dialog box and select the required recurring pattern:
- Daily:The meeting occurs every day. You can define a repeat interval of every X days.
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In the Add recurrence dialog box, confirm that the start and end dates are correct. Select the required recurrence pattern.
Select the duration, repeat duration, and number of occurrences or date when you want to end the reservation.
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Select Save.
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- Weekly: The meeting takes place on the same weekday each week. You can define a repeat interval of every X weeks. For example, select the following recurrence Pattern for weekly or biweekly reservations.
- Weekly, Every 1 week on Wednesday. The meeting occurs every Wednesday starting Feb 25, 2026, ending on Aug 19, 2026 (the last Wednesday before Aug 23). Confirm that the start and end dates are correct.
Select the required recurrence pattern.
- Bi-Weekly (Every 2 Weeks). Every 2 weeks on a selected weekday. For example, bi-weekly on Wednesday.
- Select Save after selecting the required weekly recurring pattern and duration.
If the reservation time duration has only one occurrence in case of weekly recurring reservation, the single occurrences are converted to a single-day reservation. For example, consider a recurring reservation from 13-02-2026 to 18-02-2026 set to repeat weekly once on every Monday. Since, in this duration, there's a single Monday when the reservation is scheduled to repeat weekly, it is considered as a single-day reservation.
- Weekly, Every 1 week on Wednesday. The meeting occurs every Wednesday starting Feb 25, 2026, ending on Aug 19, 2026 (the last Wednesday before Aug 23). Confirm that the start and end dates are correct.
Select the required recurrence pattern.
- Monthly: Specific day of a month. For example, the last Wednesday of every 1 month. In the Add recurrence dialog box, confirm that the start and end dates are correct. Select the required recurrence pattern.
You can define a repeat interval of every X Month. To select a day of the month, select On. Select from a date range, for example 29, 30,
31 or Last day
Day 29,30, and 31: You can only select these days for a month, if the selected dates are available for a selected month. For example, February and April are skipped by the application if you select the date as 31. If you set it to the Last day option, it selects the last day of a month automatically.
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Nota:If you select an invalid date range or number of occurrences for a recurring patter, the Save button is not available for selection. Reset the date range to save your changes. - Daily:The meeting occurs every day. You can define a repeat interval of every X days.
- Custom: Customize your recurring reservation options as required for Daily, Weekly, or Monthly recurrences.
Nota:If you change the start and end time duration for a reservation after setting a recurring reservation, it resets the duration for the reservation. You should add or update the recurring series and pattern again.Nota:The option to set a recurring reservation pattern is also available on the My favorites page. Select a favorite space. On the Space details page, you can set a reservation to recurring.Consider the following when selecting a recurrence pattern. For example, select a recurring reservation from Feb 25, 2026 - August 23, 2026:- Total Reservation Duration: The date range span covers approximately 179 days, which is about 25 weeks.
- Reservation End duration: If the pattern extends beyond the end date 23.08.26, application ends the reservation. You can choose to end the recurrence after a certain number of occurrences. The calendar doesn’t allow you to select a range beyond what is specified in the Max number of occurrences reservable module property configuration.
- If your workplace manager has enabled time-bound allocations, the workplace availability changes based on the start and end date of an allocation. For example, if you select five recurring days, and the workplace is allocated for 3 out of the five days, the availability of the workplace is 3/5. Only the first occurrence of the recurring reservation is checked for time-bound allocations.
Upon confirming the required recurring reservation pattern and saving your changes, the Make a reservation portal page displays the recurring reservation duration selected by you.To update or edit recurring reservation series, select the edit option to edit your recurring reservation.Nota:Recurring series cannot be edited. You can edit single reservation at a time and not the entire series. - Set a start date, end date, and duration (start time and end time) for your reservation.
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View search results using the Card, Schedule, or Map tab.
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Select the workplace item that you want to reserve using any of the following options:
- Select the Card, Schedule, or Map tab.
- Select a Campus on the Map.
- Select a Floor from the drop-down list.
The floor names are alphabetically sorted or sorted based on the sorting Order. The values are sorted based on the indicated sort order, if it’s available. You can indicate the sort order in the Floors table. 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 Floor names are alphabetically sorted based on the label names. For example Floor A, Floor B, and so on. For more information about sorting order, see Add a floor using Workplace Space Management.
Nota:If the Order is null for all available buildings in a selected campus, then floor names are alphabetically sorted based on floor name label. For example Floor A, Floor B, and so on. - Zoom in to select a building and location
The building names are alphabetically sorted or sorted according to the Order that you have configured in the Buildings table.
- Select a Campus on the Map.
- Select a space and then, select Add to add a space.
While reserving or viewing a space, the employee can see if a space is part of a neighborhood. The neighborhood icon (
) is displayed on the space card.If your organization is using floor maps, you can view the floor maps for a location using Indoor Mapping as your map provider.
.If you have selected the Browse by neighborhood option in Step 6, the reservation portal shows spaces for a neighborhood.
When you browse by neighborhood, all spaces belonging to a neighborhood are displayed but you can only select available spaces within a neighborhood.
- Select the Card, Schedule, or Map tab.
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To show or hide spaces or layers on the Map, do the following:
- Select a building or a floor on the Map.
- Select the Filter out layers and places icon (
) to filter out spaces and layers on the map. - From the Display Options list, select Spaces or Layers and clear to remove the selected spaces or layers from the Map View.
- Select Apply.
By default, all the spaces and layers are selected or checked.
Nota:The spaces and layers that are displayed on the floor map are based on the Layer types and Place types table configuration settings in Indoor Mapping. Navigate to or to open the Places or Layer types page respectively. Set the Filter out layers and places Filter out layers and places column to true to display the places (spaces) or layers that you want to display on the floor map. - Opcional:
Select a space and mark a location as favorite by selecting the favorite icon (
) on the space card.
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Select Next to add spaces and make a reservation.
When you create a reservation in a sync-enabled space or location using Personal Authentication mode, a valid OAuth token is required to access your Microsoft Outlook or Google Calendar account.Nota:If you have activated Personal Authentication mode in Workplace Calendar Synchronization and attempt to reserve a sync-enabled space or location without a token, a pop-up notification is displayed informing you that the token is unavailable. To retrieve the token, log in using the respective email credentials: Microsoft Exchange Server credentials for Microsoft Outlook or Google Calendar credentials for Google Calendar.Selected space is added to reservable items. The Reservation Details page opens. -
On the Reservation Details form, fill in the fields.
Tabela 2. Reservation details from Field Description Reservation subject Subject of your meeting. For example, Status meeting. Make subject private Option to make reservation subject as private. Make space details private Option to set the space details of the space as private. Nota:The option is displayed based on the privacy setup of the space.If you have selected multiple spaces while adding a reservation, you can specify your privacy preference for each workspace individually by using the Make space details private.
Reserve these items together for the same person Option to reserve all the workplaces for the same user. This option appears if you have selected multiple workplace items for reservation. Add a virtual meeting link Option to generate a virtual meeting link so that remote employees can join the reservation. Nota:(Only applicable for Microsoft Teams) As of the May Store 2023 release, when adding a meeting link, the application retrieves the meeting details while synchronizing the event with a calendar provider.This reservation is for If you're requesting a reservation on behalf of your team member, select the name of that person. Leave this field empty if you're requesting a reservation for yourself. Number of attendees Number of people expected to attend the meeting. Add notes Option to add the meeting note to a reservation using the rich text editor. The notes can be shared with the meeting invitees. Users can also copy and paste text to the editor. The message can contain a maximum of 65,000 characters. Note is saved on the reservation record. You can update the note as required. The invitees receive a notification when note is added or updated. The reservation summary page shows the summary of the meeting note.
This option is available only if your administrator has configured the Allow reservation message option on the Reservation module. For more information, see Configure a reservable module.
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Add invitees to this reservation section Nota:This section appears only if your administrator has enabled the configuration to invite attendees to this workplace location on the Reservable module. This option doesn't appear if the Number of attendees option is available for a selected location.Invite coworkers Coworkers or team members are added to the meeting invite and are notified when this option is selected. Invite external visitor Option to invite an external visitor. Nota:This option appears only when Workplace Visitor Management is installed and configured. The visitor details are automatically logged in the Workplace Visitor Management for the reception staff to perform visitor-related tasks.- If you have already registered a visitor, 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 any details if necessary. The details are updated automatically in all the visitor-related records and registration records.
- If you're registering a visitor for the first time, do the following:
- Select Add new visitor.
- Select the Visitor type.
- If the guest 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.
- Add the visitor by selecting Save and add.
Add extra services Select Add extra services to select a service from the list to add a workplace service to your current reservation. Nota:The Add extra services option is not available for recurring reservation.When you select multiple buildings while adding a reservation, new services are shown for selected locations. You can add these services as required to your reservation.
From the list options, select Space arrangement as an extra service. Select the following options:- On the Add Space Arrangement dialog box, select a service from the list. For example, select Chair layout.
- Select the Chair layout options:
- Classroom style
- Banquet rounds
- Theater style
- Select the Number of seats.
- Add additional comments for the service item.
- Select Add.
- A new case is created when a reservation or services are updated. A reference is added to the old and new service.
- Application tries to retain the services when you update a location.
When updating a reservation, if the location isn’t updated, the services are visible and you can update the reservation after changing the date and time.
- In case, if space or location is changed while updating a reservation, the application tries to propose available services for a new location. Select the required services and add it to your reservation while updating or modifying a reservation.
- If you’re adding a new space while updating a reservation, you must add the services manually.
Nota:If a workplace service is added to a reservation, a workplace case is created. If you update the reservation date, time, or location and update services by retaining or removing the services, a reference is added to the updated workplace service. The replacement case for option is displayed on the new case record form and also a reference is added to the old service. A summary is added to a workplace case record for items that are added, updated, or removed. For more information, see View and track workplace cases.Edit <services name> Select Edit to update the services. - The Update <services name> dialog box is shown.
- Select Update to update the services.
Remove <services name> Select Remove to remove the services from a reservation. A confirmation message is shown to confirm whether you want to remove the services from a reservation. - If you have already registered a visitor, do the following:
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Select Submit reservation.
The Reservation Summary page opens.
If the workplace item doesn't require any approval, the selected item is reserved. The reservation details are displayed on the Reservation summary page. The state of the request is updated to Confirmed. If your request requires approval, it’s submitted to a workplace approver. The state of the request is updated to Awaiting approval. For more information, see Approve a reservation.
An email notification is sent regarding the reservation confirmation along with the details to the organizer and the user is added to the reservation. If you have invited attendees or any visitors, they receive a notification for the reservation invite. You receive email notifications when reservable synchronization is configured for Workplace Calendar Synchronization. You receive notifications for your reservation on your mobile device when push notification is enabled.
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Review the reservation summary page.
Nota:For multi-day reservation, the reservation summary shows reservation end time duration. For a single day, reservation, only the start date and time are shown.
While reserving or viewing a space, the employee can see if a space is part of a neighborhood.
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On the Reservation summary page, select .
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On the Reservation summary page, select .
Resultado
- Select to view and track your reservation on the Reservation portal home page or on the Reservation summary page.
- Confirmed: Reservation State to indicate that the reservation for the selected building is confirmed. Nota:The New space state indicates that a new space is assigned due to a conflicted reservation.
- Conflicted: Reservation State on the Reservation summary page. This state shows that the application was not able to resolve the recurring reservation. You must manually find an alternate space, date,
and time. Use the Actions tab on the Reservation Summary page to select the Change reservation occurrence, Cancel series, or Share
reservation.
An email notification is sent and the reservation is updated with your changes.
Nota:When a conflicting recurring reservation gets auto-resolved with the auto-resolution feature, its status in the Reservation subtype column is shown as Exception on the Workplace Reservations table.For more information, see Auto-resolve recurring reservations.
O que Fazer Depois
While reserving or viewing a space, the employee can see if a space is part of a neighborhood. The neighborhood icon () is displayed on the space card.
- To share the reservation details with others, perform the following actions:
- On the Reservation summary page, select .
Sh
- In the Send reservation details to field, select the users that you want to share the reservation with.
- In the Include a note, enter a note if necessary.
- Select Send
- When you share a reservation, invitees receive an email notification.
- You can perform the following from a shared reservation email:
- Log in as an administrator.
- Navigate to .
- Two navigational links Browse all spaces and Reserve a space for me are shown:
- Browse all spaces: Select the Browse all spaces link to open the reservation portal page.
If the shared reservation start date (current date) is within the number of days specified in the Max number of days for browse near a person, the Browse all spaces clickable link. The clickable links are shown from a shared email notification with pre-filled dates for a selected team member.
- The Browse near a person reservable path is selected by default. If it path isn’t available, the Browse all path is used.
- All the fields are pre-filled for a selected team member or a colleague.
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For multi-day reservation, the first day of a multi-day reservation is prefilled. If the first day is in the past but the current date is still within the reservation time, the current date is selected. In case of multi-day reservation, consider the following:
- From: The start date of your reservation.
- Time: Select the start time for your reservation from the drop-down list.
- To: End date of your reservation.
- Time: Select the end time for your reservation from the drop-down list.
For more information about multi-day reservation, see Create a multi-day reservation.
Nota:If the start day (current date) of a shared reservation is past the value set in the Max number of days for browse near a person Reservable module property, the Browse all spaces link doesn't show prefilled dates on the Make a reservation page. The application shows a validation error message "Reservation date for the selected user has changed. Select a date. You must manually, select the start date and time and end date and time for a reservation. - Reserve a space for me: When you select the Reserve a space for me URL link from an email, the space reserved for a colleague or team member is selected by
default on the reservation portal. A reservation is created with the same start and end date and time from your previous reservation. If the start date of the reservation falls prior to the current date, the
current date is taken as the start date of the reservation. For example, if the start date of your previous reservation is October 15, 2023 and the current date is October 17, 2023, the application uses the
current date (October 17, 2023).Nota:When making a reservation directly by using the Reserve a space for me navigational link option, the application ignores the value set in the Max number of days for browse near a person Reservable module configuration and creates a reservation.
- Browse all spaces: Select the Browse all spaces link to open the reservation portal page.
The reservation details are shared when a reservation is Confirmed. If you edit the reservation details after sharing, you’re prompted to send an email update to reservation invitees.
- On the Reservation summary page, select .
- To edit or cancel your reservations, see Share, modify, or cancel a reservation.
- To download an iCalendar, see Download an iCalendar for a reservation.
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- If you want to reserve a space using a shared reservation, after you select Reserve a space for me, the application automatically reserves one of your favorite locations that has the closest proximity to the space reserved in the shared reservation details.
- Navigate to to view all workplace reservations.
- Navigate to to view all reservations made by you.