Making workplace reservations

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Making workplace reservations

    Workplace Core enables employees to make workplace reservations as they prepare to return to the office. Users can reserve a specific workplace for a day or less directly, or submit a request to reserve a workplace for multiple days. Reservation requests may require managerial approval depending on organizational policies. Once approved and confirmed, employees receive notifications with reservation details.

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    Reserving a Workplace

    • Employees use the Employee Center to request workplace reservations.
    • They can select either an available specific space or an available area. Selecting an area allows flexibility to work from any available space within that area on the reserved day(s).
    • Shift schedules, if defined by the organization, can be selected; otherwise, employees can specify a custom time period.
    • Reservations for a day or less can be made directly without approval.

    Reservation Request States

    • Awaiting approval: Request pending action from approving manager or workplace manager.
    • Closed complete: Request approved and space availability confirmed.
    • Closed incomplete: Request rejected by manager.
    • Pending: Approved request but space unavailable for all requested days; requires follow-up with workplace manager to assign a new space.
    • Canceled: Request canceled by the employee.

    Notifications

    • Email notifications are sent when a request is submitted or acted upon.
    • Push notifications are available via the Now® Mobile app.
    • Notifications include campus, space, and reservation duration details.
    • Administrators can configure custom notifications for upcoming reservations using the snwsdcorereservation table and snwsdcore.upcomingreservation event.

    Practical Use

    ServiceNow customers can leverage this functionality to streamline workplace access management, ensure compliance with organizational policies, and improve communication with employees regarding their workplace reservations. The ability to reserve spaces flexibly and receive timely notifications enhances the workplace experience while supporting organizational planning.

    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.