Making reservations using the Create a reservation agent

  • Release version: Xanadu
  • Updated January 11, 2026
  • 3 minutes to read
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    Summary of Making Reservations Using the Create a Reservation Agent

    The Create a Reservation Agent is designed to help employees efficiently find and book workplace reservations. Through the enhanced chat interface in Employee Center and Now Mobile®, employees can interact with the agent to reserve spaces based on their profiles and past behaviors.

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    Key Features

    • Location Estimation: The agent estimates employee locations and suggests spaces based on their assigned profiles and frequently reserved locations.
    • Manual Space Selection: If the agent cannot find a suitable space, employees can manually select a space from the reservation portal.
    • Date and Time Consideration: Reservations are made based on the current date or specified times, accommodating all-day or specific time requests.
    • Configurability: The agent’s behavior can be influenced by the Reservable Module settings, such as maximum future reservation days and office hours.
    • Workplace Insights: The agent utilizes workplace presence data to provide customized space suggestions, checking employee in-office days.

    Key Outcomes

    By using the Create a Reservation Agent, employees can quickly and accurately reserve workspaces that meet their needs, improving workplace flexibility and efficiency. The ability to manually input preferences enhances user experience when automated suggestions do not meet expectations. Overall, this tool simplifies the reservation process for employees and encourages better space utilization within the organization.

    The Create a reservation agent enables employees to find an available space and create workplace reservations quickly. Employees can interact with the reservation agent using the Now Assist in Virtual Agent enhanced chat interface in Employee Center. They can also use the Now Mobile® chat interface for interacting with the Virtual Agent.

    The reservation agent estimates where the employees are located for a given workday. It considers their workplace profile (assigned space to an employee) and the spaces they most frequently reserve. Based on this information, the reservation agent finds and suggests spaces for reservations. The employees can suggest a different space, time or location using the chat interface. The agent also provides employees with an option to select a space manually from the reservation portal. The option to select a space manually is provided by the reservation agent when it is not able to find a space that is requested by the employee or when the employee wants to search for a different space than what is suggested by the reservation agent.

    While searching for a space and making a reservation, the reservation agent considers the following:
    • Date and time information when the employee is requesting to book a space for reservation.

      For example, if the reservation agent doesn't find a date in the utterance "Reserve a space for me", the reservation agent reserves a space for the current date and for all day. If time is provided, it tries to find an available space for the suggested time. For example, if you enter the prompt “Reserve a space for me from 3 pm to 4 pm” in the Virtual Agent chat interface, it reserves a space for you from 3 pm to 4 pm.

      If no time is provided, it reserves a space for All day. For more information, see Configure a reservable module.
      • When the All day meaning Reservable module configuration value is set to Office hours, the reservation agent makes a reservation for daytime. For example, if the office Start time is 9 am and End time is 5 pm, the reservation agent reserves a space based on the start day and end day reservation properties.
      • All day meaning Reservable Module value set to Full day.

        The reservation agent reserves a space based on the 24-hour clock or 12-hour clock notations. For 24-hour time format, it reserves the space from (00 to 23.59). For 12-hour time format, it reserves a space from (9 am- 12 pm) and evening (1 pm to 5 pm) based on the office working hours. For more information, see Properties installed with Workplace Reservation Management.

    • Max days in future value in the Reservable Module. This value is set by your workplace administrator. The reservation agent reserves a space and provides dates for reservation based on the highest value given in the Max days in future configuration. If the Max days in future value is empty, the reservation agent provides a navigational link to the Advanced Reservation Portal. Employees can select the link to navigate to the Advanced Reservation portal and select a space manually. For more information, see Create a reservation.
    • The reservation agent also checks the Workplace Concierge employee presence dashboard for insights on employees in-office days. For more information, see Configure workplace space suggestions for employees.

      If Workplace Concierge isn’t installed, the reservation agent uses the workplace profile information (assigned space to an employee) to reserve an available space. It uses the primary location that is set for an employee to fetch the building location and available spaces for reservation.

      If the workplace profile isn’t available, the reservation agent considers the past reservation data of an employee and shows space suggestions based on the past reservation data (most frequently reserved spaces, date, and time). If the reservation agent isn’t able to fetch or predict a location, it asks employees to enter manually their preferred workplace locations in the Virtual Agent chat interface. It provides space suggestions based on employee prompt inputs.