Making workplace reservations

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Making workplace reservations

    This functionality in Workplace Core enables employees to reserve workplaces as they prepare to return to the office. Users can book a specific workplace for a day or less directly, or request reservations for specified periods. Reservation requests may require approval depending on organizational policies, and users are notified about reservation details once approved and confirmed.

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    Reserving a Workplace

    • Employees use the Employee Center to request workplace reservations.
    • Reservations can be for a specific space or a broader area, allowing flexibility to work from any available space within that area.
    • Shift schedules defined by the organization can be selected, or users may specify custom time periods if shifts are not used.
    • Reservations for a day or less can be made directly without requiring approval.
    • Longer or multi-day reservations may require approval based on organizational guidelines.

    Reservation Status and Management

    • Requests remain in "Awaiting approval" until acted upon by the approving manager or workplace manager.
    • Approved requests with confirmed availability change to "Closed complete."
    • Rejected requests change to "Closed incomplete."
    • If partial availability exists, the request status changes to "Pending," allowing follow-up with workplace managers for reassignment.
    • Users can cancel requests, changing status to "Canceled."

    Notifications

    • Users receive email notifications upon submission of reservation requests or when requests are made on their behalf.
    • Push notifications via the Now® Mobile app provide timely updates about reservation status and details including campus, space, and duration.
    • Administrators can configure custom notifications for upcoming reservations using the snwsdcorereservation table and the snwsdcore.upcomingreservation event.

    Practical Use for ServiceNow Customers

    ServiceNow customers can leverage this feature to streamline office space management, ensure compliance with organizational policies for workplace usage, and enhance employee experience by providing clear reservation processes and timely notifications. The system supports both direct short-term bookings and managed multi-day reservations, offering flexibility and control over workplace occupancy.

    Make workplace reservations in Workplace Core when you are ready to return to the office. You can reserve a workplace for a day or less directly or request a workplace for a specified period. Once a reservation request is approved and confirmed, you are notified about the reservation details.

    Reserving a workplace

    As an employee, you can request a workplace reservation using Employee Center.

    When making a reservation, you can choose an available space that you want to access or select an available area. If you have made a reservation for an area, you can work from any available space within that area when you return to the office.

    You can select a shift of your choice from the shift schedules defined by your organization. If your organization doesn’t use shifts, you can select a custom time period. Depending on your organizational guidelines, your reservation request might require an approval.

    Note:
    If you need a workplace for only a day or less, you can reserve it directly and don’t have to submit a request and get approval.

    Space reservation request states

    After you submit a space reservation request, the status changes based on the action taken on it by your approving manager or the workplace manager.

    • If your manager hasn’t acted on your request, the state of the request remains Awaiting approval.
    • If your manager approves your request and the space availability is confirmed, the state of the request changes to Closed complete.
    • If your manager rejects your request, the state of the request changes to Closed incomplete.
    • If your manager approves your request but the space you requested for isn’t available for all or some days, the state of the request changes to Pending.

      You can follow up with your workplace manager to get a new space assigned and resolve your pending space request.

    • If you cancel your request, the state of the request changes to canceled.

    Email and push notifications

    If you submit a space reservation request from the catalog item, or if a request is submitted on your behalf, you will receive an email notification about the request. If you have the Now® Mobile app, you will receive push notifications about your reservation requests.

    The notification contains campus details, space details, and the reservation duration.
    Reservation details like the campus, space, and duration.

    As an admin, you can create custom notifications for upcoming reservations by using the sn_wsd_core_reservation table. You can also use the sn_wsd_core.upcoming_reservation event to decide when the notification must be sent. For more information about notifications, see System notifications.