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

 Release :

    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama Employee Service Management

ft:clusterId :

    - emplsm

bundleId :

    - emplsm

workflow :

    - Employee


---

# Manage

# Managing workplace locations {#ariaid-title1}

* Release version: Yokohama
* 
* Updated January 30, 2025
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read

Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Managing workplace locations

The Workplace Space Management application extends the core space administration capabilities by enabling detailed configuration and management of workplace locations such as buildings, floors, areas, rooms, and spaces.
It supports creating and maintaining records for these workplace locations and offers enhanced functionality for space measurement, allocation, usability, and status management within ServiceNow.
Show full answer Show less  

## Key Features

* **Space Management View:** Access detailed workplace location forms to specify measurement details including size and units, and for buildings, floors, and areas, define total and usable sizes to support infrastructure and maintenance planning.
* **Allocation Management:** Assign cost centers, departments, or workplace entities to locations to track usage and workplace activities. Supports automatic push down of allocations from parent to child locations with configurable replacement options and progress tracking.
* **Space Usability and Configuration:** Mark space types as usable or not to include or exclude them from reservation activities and usable size calculations. Configure workspaces/desks as flexible (reservable) or permanent (non-reservable) to control availability on the Reservation portal.
* **Anomaly Detection:** Identify and view discrepancies between workplace profile assignments and location allocations to resolve workplace profile anomalies.
* **Hierarchical Location Creation:** Create and manage campus, building, floor, area, room, and space records with relevant details such as region, site, time zone, size, and allocation.
* **Status Management:** Change workplace location status (Active, Future, Temporary, Retired) to control their availability for workplace activities.
* **BOMA Classification:** Define and map space types to BOMA standards for standardized space classification.
* **Space Recommender Rules:** Create rules to assist users in obtaining optimal space allocation recommendations via the Workplace Service Portal, leveraging the Workplace Central plugin.
* **View and Tracking Configurations:** Configure scenario planner or building overview views and track allocation changes using the Space Allocation Type Change Tracker table.

## Key Outcomes

* Efficient management of workplace location data with precise measurement and allocation details improves space utilization and planning.
* Automated allocation push down and anomaly detection streamline administrative workflows and ensure data consistency across locations.
* Flexible configuration of space usability and reservation availability enhances workplace experience by matching spaces to user needs.
* Integration with Workplace Service Portal enables users to request and receive tailored space allocation recommendations, facilitating better space management decisions.
* Tracking allocation changes and configuring views supports proactive space planning and operational oversight.  
Apart from the space administration features provided by Workplace Core, the Workplace Space Management
application enables you to configure exclusive space-related settings.

To create workplace location records for buildings, floors, areas, and spaces you can use Workplace Core or Workplace Space Management. To add a workplace records using Workplace Core, see [Create records for your workplace data](https://www.servicenow.com/docs/GtVXSqb7och8c2Ta5Jk47g "Create individual records of your workspaces, floors, office buildings, and workplace locations within the Workplace Core application. Either insert new data or add records to the existing workplace data.").

Workplace Space Management provides more options for workplace-related functionality to the workplace location records. You can use the Workplace Space Management application to view the workplace location forms in the Space Management view.  
The following features are available in the Space Management view on the workplace location form:

Measurement details
:   Specify the measurement details of the workplace location such as the location size and the unit of measurement. For buildings, floors, and areas, you can also specify the total size and the usable size to plan
    infrastructure and other maintenance activities. For more information, see [Compute CAD file properties to extract space or room surface area](https://www.servicenow.com/docs/oXMFRgq4~pAzgBE_y9UqLg "Extract room and space dimensions from CAD files or Indoor Mapping Map Studio. Use the extracted properties in Workplace Service Delivery (WSD) space measurement table.").

Allocation
:   Allocate or assign a cost center, department, or a workplace entity to workplace locations to track locations and perform workplace-related activities.

Push down the allocation to child locations
:   Automatically assign the allocation type of the parent location to the child locations. Specify how you want to implement the push down functionality in the Push down field. You can track the
    progress of the push down process in the Push down state field.  
    The push down functionality depends on the following conditions:

    * If the child location has an existing allocation, the child location's allocation is either replaced or not replaced based on the Push down option specified in the parent location.
    * The accessibility of the spaces assigned with an allocation depends on whether the user workplace profile configuration and the Space type configuration match. For more information, see [Allocation - types, setting, and impact](https://www.servicenow.com/docs/~PEJJ7iFw7xTIiWW1WefPw "You can categorize the locations in your organization based on cost center, department, or workplace entity.").
    {#Creating-workplace-location-records-using-spce-mgmt__ul_wz2_pd1_xpb}

Space usability
:   Specify whether a space type is usable. If a space type is usable, the spaces assigned to that space type are included in reservation-related activities and the usable size calculation of the parent location. If a space
    type isn't set as usable, then the spaces assigned to that type aren't included in reservation-related activities or the usable size calculation of the parent location.

Flexible or permanent spaces
:   Configure a space as a flexible or a permanent space. This feature is applicable only to spaces of the space type Workspace/desk. If you configure a space as flexible, then the space is available
    for reservation on the Reservation portal. If you configure a space as permanent, then the spaces ares not available for reservation on the Reservation portal.

View anomalies caused in a workplace profile
:   You can view the reason for anomalies in a workplace profile. Anomalies in workplace profiles are caused by a mismatch in the cost center, department, or assignment type between the user and the workplace location. For
    more information, see [Workplace location assignment anomaly types](https://www.servicenow.com/docs/~KAfDuWzVjDhtXXK9EVaag "Anomalies occur when there’s a mismatch in the allocation or assignment of a workplace profile and workplace location.").
* **[Add a campus](https://www.servicenow.com/docs/40y61EBYUDXOzwEwnTR1tg)**   
  A Workplace Service Delivery campus contains buildings, floors, areas, or spaces.
* **[Add a building using Workplace Space Management](https://www.servicenow.com/docs/4qZP7g_VrV7LQRpfrFnfnw)**   
  Create a record for every building that is part of your organization. Specify to which region, site, and time zone does the building belong to.
* **[Add a floor using Workplace Space Management](https://www.servicenow.com/docs/~k9vNdXbR3y8h6cgwWFAVw)**   
  Create a record for every floor of a building. Specify the measurement details of the floor such as the total size and the usable size.
* **[Add an area using Workplace Space Management](https://www.servicenow.com/docs/qBjexZgkAP7xu6z~lCmiJQ)**   
  Create a record for every area that is located on a floor.
* **[Add a room using Workplace Space Management](https://www.servicenow.com/docs/gUB1mtwJDJUdIHIgMzUTaQ)**   
  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.
* **[Add a space using Workplace Space Management](https://www.servicenow.com/docs/JwE96s3DW9RDEbqghO~a0g)**   
  Create a space record for every workspace located on a floor. Specify the space type and the size of the space.
* **[Allocate a cost center, department, or workplace entity](https://www.servicenow.com/docs/vAjJkgsK~~KABJDkLwzmLw)**   
  Assign either a cost center, department, or workplace entity to a workplace location. Manage space consumptions, expenses, workplace assignments, and reservations based on an employee cost center, department, or workplace entity.
* **[Configure a workspace or desk as flexible or permanent](https://www.servicenow.com/docs/_CwX1jaZulbgpjMRlX3sUw)**   
  Define if a space is flexible or permanent. On the Reservation portal, the availability of a space for a user profile depends on its assignment type.
* **[Update the measurement details of a workplace location](https://www.servicenow.com/docs/ow5aBROFs7H1XmNiAkj3Rw)**   
  Specify the size of a location. If the location is an area, floor or building, then you can update or recalculate the total and usable size.
* **[Change the status of a workplace location](https://www.servicenow.com/docs/QeRY5vcYJaDiDohHxMIW1A)**   
  Change the availability of a workplace location to Active, Future, Temporary, or Retired. The availability of a workplace location for any workplace-related activities is determined based on the status that is set.
* **[Configure a BOMA type](https://www.servicenow.com/docs/wOkGL5N5TP46kB7zTTl7Fw)**   
  Define a BOMA type using which you can classify a space based on its BOMA standard.
* **[Map a space type with BOMA type](https://www.servicenow.com/docs/uj8xxOCBICY7VDe~i0NMbg)**   
  Using Workplace Space Management, map a space type that you created using Workplace Core with a BOMA type.
* **[Create a Space Recommender rule](https://www.servicenow.com/docs/GIpVXeU30WNmD82q2xkeiQ)**   
  Define a space recommender rule using which the qualifying spaces must be calculated when a user raises a space assistance request using Workplace Service Portal. You must have Workplace Central plugin.
* **[Raise a space assistance request](https://www.servicenow.com/docs/517LE~lCaybkeoNpgSzZaw)**   
  Submit a workplace service request to get space allocation recommendations using the Workplace Service Portal. The Workplace Service Delivery space assistance provides you with the best space allocation plan options based on the space quantity and the department that you specify. You can select the most suitable allocation or none. Depending on your selection, the Space planner deploys the plan to use.
* **[Create a view-by configuration](https://www.servicenow.com/docs/harIfT0jHWN5x_af3RMXow)**   
  Create a configuration to filter the view of the scenario planner or building overview.
* **[Reviewing allocation changes](https://www.servicenow.com/docs/UGZGfJDhV6TMvirdDn33Bw)**   
  Review allocation changes in the Space Allocation Type Change Tracker table to plan changes for your scenarios.