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 reserve workspaces as they prepare to return to the office. Reservations can be made for a single day or for multiple days, either by directly booking an available space or by requesting access to an area for flexible use within that space. Reservation requests may require approval depending on organizational policies.

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    Reserving a Workplace

    • Employees use Employee Center to request workplace reservations.
    • They can select a specific space or a broader area, allowing flexibility in workspace choice upon arrival.
    • Shift schedules defined by the organization can be selected, or a custom time period if shifts are not used.
    • Direct reservations are possible for a day or less without requiring approval.

    Reservation Request States

    • Awaiting approval: Manager has not yet acted on the request.
    • Closed complete: Request approved and space availability confirmed.
    • Closed incomplete: Request rejected.
    • Pending: Approved but requested space is unavailable for some or all days; follow-up with workplace manager needed to assign alternate space.
    • Canceled: Request canceled by the employee.

    Notifications

    • Employees receive email notifications upon submitting or having a reservation request submitted on their behalf.
    • Push notifications are available through the Now® Mobile app, including details such as campus, space, and reservation duration.
    • Administrators can customize notifications for upcoming reservations using the snwsdcorereservation table and the snwsdcore.upcomingreservation event.

    Practical Usage

    • Reserve workplaces for specific days or multiple days when returning to the office.
    • Manage approval workflows and reservation statuses to ensure workspace availability.
    • Leverage notifications to stay informed about reservation status and details.

    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 .