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

 Release :

    - xanadu

ft:locale :

    - en-US

ft:publication_title :

    - Xanadu Employee Service Management

ft:clusterId :

    - emplsm

bundleId :

    - emplsm

workflow :

    - Employee


---

# Create a reservation in Microsoft Outlook add-in

# Create a reservation in Microsoft Outlook add-in {#ariaid-title1}

* Release version: Xanadu
* 
* Updated December 7, 2025
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 7 minutes to read

Employees can create a workplace reservation in Microsoft Outlook. They can use the Workplace Reservation Management manifest add-in file for Microsoft Outlook add-in.

## Before you begin

Install and configure the following:

* Workplace Reservation Management
* Workplace Calendar Synchronization
* Workplace Core
* Workplace Case Management
* Workplace Concierge
* Indoor Mapping
{#outlook-create-rsv__ul_c4w_5vv_fhc}  
Verify that you have completed the following Microsoft Outlook add-in manifest file configuration:

* Add a manifest file for Microsoft Outlook add-in
* Upload the manifest file in Microsoft Outlook Add-in. Depending on your usage, complete the following:
  * Upload the manifest file for a single user
  * Upload the manifest in Microsoft Outlook

  {#outlook-create-rsv__ul_uvj_hwv_fhc}

  For more information, see [Activate the add-in for Microsoft Outlook](https://www.servicenow.com/docs/YLd3Q9N7_3vvnq34gLwqQg "Workplace Reservation Management administrators can activate the manifest add-in for Microsoft Outlook. Add a manifest add-in file and customize it as per your requirements.").
{#outlook-create-rsv__ul_byh_2wv_fhc}

Role required: sn_wsd_core.workplace_user

## Procedure

1. Open your mailbox in Microsoft Outlook to make a reservation.
2. Perform any one of the following actions depending on the type of reservation that you want to make:  
   * To set up a meeting in Microsoft Outlook, open the calendar and select "New Event" or "New Meeting."
   * Complete the New Event form details in Outlook Calendar:
     * New Event: Option to provide the meeting title or subject.
     * Add Attendees: Add meeting attendees.Use Optional field to enter any optional meeting attendees.
     * Date: Option to select a Date for your reservation.
     * From: Option to select the start time of your reservation.
     * To: Option to select the end time of your reservation.
     * All day: Option to enable All day reservation. For more information, see [Configure Reservable Module for Microsoft Outlook](https://www.servicenow.com/docs/C9GS5aSr03FO~gdF99dLgg "Configure Reservable Module settings for Microsoft Outlook in Workplace Reservation Management version 3.0.2. Employees can create a meeting or an event in the Microsoft Outlook calendar, and reserve a space using the Workplace Reservation Management manifest add-in file.").
     * Add a location: Option to display the meeting location. The locations you select on the Make a reservation form on the Outlook side bar in Step 3 is added in this field option. You can also opt to end the location manually using this option.
     * Use the Scheduling Assistant in Microsoft Outlook calendar to find a time that works for everyone and add a location or online meeting details.
     {#outlook-create-rsv__ul_cjq_p1x_fhc}
   {#outlook-create-rsv__ul_oyt_rwv_fhc}
3. Select the See more items icon (![See more items in outlook to select the Outlook add-in file.]() from the Microsoft Outlook ribbon, and, select the reservation add-in manifest file.  
   For example:
   Workplace_Outlook_add_in_manifest_example.xml  
   Note:  
   When you open the add-in manifest file for the first time, the MOA OAuth login screen appears. Provide your instance login access credentials. When the manifest add-in file is opened for the first time, it takes some time to load and display the Make a Reservation form.

4. Select Allow.
5. The add-in opens in a sidebar and displays the Make a reservation form.  
   Employees can search for a space and add locations for a given date and time. You can create multi-building reservations, neighborhood reservations, or make a reservation near your colleague. Employees can add
   workplace services to a reservation. They can edit a reservation or workplace services added to a reservation.

   Fill in the field information:{#outlook-create-rsv__table_elj_w1w_fhc__entry__2}

   | Field | Description |
   |-|-|
   | Type | Option to select a Reservable Module type. For example: Meeting rooms Note: Employees can only select a Reservable Module assigned to them by their administrator. For more information, see [Configure Reservable Module for Microsoft Outlook](https://www.servicenow.com/docs/C9GS5aSr03FO~gdF99dLgg "Configure Reservable Module settings for Microsoft Outlook in Workplace Reservation Management version 3.0.2. Employees can create a meeting or an event in the Microsoft Outlook calendar, and reserve a space using the Workplace Reservation Management manifest add-in file."). |
   | Where | Option to select a reservable path. * Browse all * Browse by area * Browse by neighborhood * Browse near a person For more information, see [Create a reservation](https://www.servicenow.com/docs/WNcxFHj405Jp3GJEhqQ0Jw "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."). {#outlook-create-rsv__ul_fgk_tbw_fhc} Note: Browse by Shift Reservable path is available for Microsoft Outlook Add-in reservations. |
   | Building | Select a building where you want to make the reservation. |
   | Floor | Select a Floor. Note: If the Reservable Module Configuration option Enable floor-based search option isn't configured by your administrator, this option to search by floors is displayed on the form. For more information, see [Configure Reservable Module for Microsoft Outlook](https://www.servicenow.com/docs/C9GS5aSr03FO~gdF99dLgg "Configure Reservable Module settings for Microsoft Outlook in Workplace Reservation Management version 3.0.2. Employees can create a meeting or an event in the Microsoft Outlook calendar, and reserve a space using the Workplace Reservation Management manifest add-in file."). |
   | Add another building | Select this option to add another building to your reservation. You can create multi-building reservations using this option. |
   [Table 1. Make a reservation form]

   {#outlook-create-rsv__table_elj_w1w_fhc}
6. Select Search to search for a space.  
   If the Auto-search option is enabled by your administrator, the Search button is not displayed and the spaces are fetched automatically for reservation.  
   Note:  
   Administrators can enable the auto-search by setting the sn_wsd_rsv.enable_auto_search system property to true. For more information, see [Properties installed with Workplace Reservation Management](https://www.servicenow.com/docs/8bl5BAx5tbK8gyAZCnzBtw "Properties available with Workplace Reservation Management.").  
   Note:  
   If a selected room for a meeting invite or event has an email address configured to it, the search results shows only the room that is configured with the email configuration. For example, eureka@sncplatform.onmicrosoft.com. Microsoft Outlook doesn't show any other locations while you're searching for spaces while making a reservation. For more information, see [Add a room using Workplace Space Management](https://www.servicenow.com/docs/5XqXDS5ZtLaer5tIRyzVag "Create a record for every room located in an area or a floor. Specify the size of the room. Assign the room to a cost center or a department.").

7. **Optional:** Select the Filter drop-down list to set filter criteria to search with the following criteria.  
   * Minimum capacity: Option to increase or decrease the space capacity.
   * Services: Option to add services
   * Purposes: Option to add location purposes.
   * Floors: Option to include floor-based search in a selected building.
   {#outlook-create-rsv__ul_mgf_vcw_fhc}

   Select Clear all to clear the filters.

   Select Apply to apply the filters.
8. The search results are displayed on the Card view and Map view.  
   Employees can select the Card or Map view to reserve a space.
9. Select Card or Map view to view a space on the Card or Map view.  
   Note:  
   The Workplace Reservation Management by default assigns the following two views to a reservable module:
   * Card
   * Schedule

   {#outlook-create-rsv__ul_k1r_msw_hhc}


   Map view is only available when Indoor Mapping is active.
   1. Card view: Select the Card tab. View and select a location or locations using the Card View.
   2. Map view: Select the Map tab. View and select location or locations on the map.
      * Floor: Select a Floor.
      * Select a space on the map. The space details card is displayed. Select Add to add the space to your reservation.
      * Legend: Select the toggle radio button to turn on or turn off the Accessibility patterns.

      {#outlook-create-rsv__ul_zmt_d2w_fhc}
   {#outlook-create-rsv__ol_wzc_3dw_fhc}
10. Select the favorite icon (![Favorite icon to favorite a space.]()) to favorite a space.
11. Select Next.  
    A message is displayed if you try to reserve a space on your remote office day. The application gives you an option to update your remote day to in office presence day using the Presence dashboard.  
    * Select the URL link shown in the message to navigate to the Presence Dashboard and update your remote day to in office day. For more information, see [Set in-office days](https://www.servicenow.com/docs/k6fFk_vctmI5x1N3GRMhmg "As an employee, using the Workplace Service Portal and the Employee Center, you can set your presence at the office.").

      Select the Remote drop-down list and select In-office or Visit another office as required.

    * On the Presence Dashboard, select the Remote day for a date that you were making reservation and change it to In office or Visiting another office.
    * Select the Make Reservation tab.
    * You're redirected to the MOA Reservation Auth login page.
    * Select Allow to access the Microsoft Outlook web portal.
    * Make your reservation.
    {#outlook-create-rsv__ul_mqy_43w_fhc}
12. **Optional:** Add invites to your reservation.  
    Note:  
    You can invite your colleagues in Microsoft Outlook Outlook by using the invite list (Invite attendees" or "Add required people"). If you want to add guests, you need to include the guests to your invite in Microsoft Outlook and register them in Microsoft Outlook Add-in.

13. **Optional:** Add external visitors to your reservation.  
    On the form, select one of the following options to add a visitor:
    * Previous visitor: Option to select a prior visitor.
    * Add a new visitor: Option to add a new visitor.
    {#outlook-create-rsv__ul_qfh_cl2_ghc}

14. Select Add extra services drop-down list to add workplace services available for a location.  
    Edit or remove workplace services as required. For example: Catering, space arrangement, projector, and so on.

15. Select Submit Reservation.  
16. The Reservation Summary page is displayed.  
17. Select Actions tab and select Change Reservation details from the drop-down list to edit or update your reservation.  
18. **Optional:** Edit Workplace Services or remove workplaces as required.  
    While editing and updating a reservation to a new location, date, or time, the application shows the missing services message for services that are missing in your new updated location.

19. **Optional:** Review the services that you want to retain before updating the reservation and select the Retain Services tab.  
    The services are retained from the changed location to the updated location.

20. Select the Update reservation details tab or Change location to update changes to your location, date, and time.  
    "The service creation or update is currently in progress. Reservation details can't be edited until the process is complete" message is displayed.
21. The updated reservation details are updated in the Reservation Summary page.
22. Select Send to send the meeting invite to invitees.  
    Note:  
    A Meeting invite when created in the Microsoft Outlook is in a Draft state. After it is sent to Microsoft Exchange Online, It takes some time for a meeting or reservation request sent from a client server to be synchronized with the Microsoft Exchange Online server. After it is synchronized, the reservation state changes to Confirmation.
23. **Optional:** Navigate to AllWorkplace Reservation ManagementAll Reservations.  
    Select your reservation to review the details on Workplace Reservation Management.

    If you have delegated access to a team member to create a reservation on your behalf, the All Reservations page shows the reservation details along with
    updated Requested for and Opened by column values.
    . For more information, see [Delegate reservations in Microsoft Outlook add-in](https://www.servicenow.com/docs/3UP00BLbfkbMD2HegR_VJA "Delegate additional permissions to read, create, or change items in your Microsoft Outlook mailbox. Delegate access to a colleague or team member. Delegates can create and reserve resources (desks, rooms, equipment, services like catering) for other employees.").

*[\>]: and then