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 reservations for workspaces when returning to the office. Reservations can be made for a single day or for multiple days, either by selecting a specific workplace or a general area. Reservation requests may require approval depending on organizational policies. Notifications keep users informed about the status and details of their reservations.

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    Key Features

    • Reservation Options: Employees can reserve a specific workplace or an area. When reserving an area, any available space within that area can be used on the reserved day(s).
    • Shift and Time Selection: Choose from predefined shifts or specify a custom time period if shifts are not used by the organization.
    • Approval Process: Reservation requests may need manager approval. For reservations of a day or less, approval may not be required, allowing direct reservation.
    • Request Status Tracking: Request states include Awaiting approval, Closed complete (approved and space confirmed), Closed incomplete (rejected), Pending (approved but space unavailable), and Canceled (if canceled by requester).
    • Notifications: Users receive email notifications for reservation requests and push notifications via the Now® Mobile app. Administrators can create custom notifications for upcoming reservations using the snwsdcorereservation table and related events.
    • Advanced Options: The Workplace Reservation Management application offers more advanced reservation capabilities.

    Key Outcomes

    • Employees can efficiently reserve workspaces aligned with organizational policies and schedules.
    • Managers can control and approve workspace usage, ensuring proper allocation and availability.
    • Automated notifications keep all stakeholders informed, reducing confusion and improving planning.
    • Flexibility in selecting shifts or custom time periods supports diverse workplace scheduling needs.

    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. The Workplace Service Delivery also offers more advanced workplace reservation options in the Workplace Reservation Management application.

    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 .