Create a group reservation

Reserve multiple spaces for different users in a single group reservation.

Before you begin

You can make a group reservation only if the configuration is enabled by your organization.

Role required: sn_wsd_core.workplace_user

About this task

Reserve multiple spaces at a time for different employees in a single group reservation. After you submit the reservation, the reservations are created individually for each employee along with a parent reservation. You can view all the individual reservations in a single parent reservation and modify any details if required.

For example, assume you are reserving four workplaces for four different employees. After you submit the reservation, a total of five reservations are created. The fifth reservation is the parent reservation where you can see all the child reservation details and modify them if required.

Note:

You cannot invite attendees to a group reservation.

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 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. Select Make a reservation on the homepage directly. Select New general reservation from the Workplace services catalog, and do the following: 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. Search for the workplace item that you want to reserve using the following available options:
   • Type: Workplace item that you want to reserve. For example, a meeting room or desk.
   • Building: Name of the building.
   • Start date: Date and time from when you would start using the workplace item. The time is displayed based on the selected building's time zone.
   • End date: Date and time until when you would use the workplace item. The time is displayed based on the selected building's time zone.
   • Recurring: Option for reserving the workplace item on a recurring basis. Select this field and specify the number of days and the number of times that you want to repeat the reservation. For weekly reservations, select the days of the week for reservation.
3. Click Search.
   The available workplace items that match the search criteria appear.

   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.
4. 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.

5. Select the workplace item that you want to reserve using any of the following options.
   • Click Add.
   • If you have selected the Schedule view tab, click Add.
   • If you have selected the Map view tab, select any space that is colored green and click Add.
6. Select Next.
7. On the form, specify the reservation details.
   1. In the Reservation subject, enter the subject of the reservation.
   2. To set the privacy of all the spaces, select or deselect the Mark space details private option.
   3. Optional: To specify privacy for each space, use the Make space details private option for each space.
   4. Clear the Reserve these items together for the same person option.
   5. In the Number for attendees section, specify the number of attendees of each selected workplace item.
   6. In the Location details section, for every location, select a user for whom you are making the reservation.
8. Click Submit reservation.

Result

The group reservation is created. You can view the reservation details on the Reservation summary page.

• Individual reservations are created for each user. Users can view the reservation details in their own My reservations page. They cannot edit or cancel the reservation.
  Note:

  You cannot share the details of a group reservation from the parent reservation directly. Instead, you can share the individual reservations that are created from the group reservation.
• To edit a reservation, open the parent reservation and click Actions > Change reservation details. After making the changes, click Update reservation details.

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 reservation including a virtual meeting link
• Create a shift 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