Managing workplace reservations for employees
Summarize
Summary of Managing workplace reservations for employees
This guide explains how workplace managers can efficiently manage and create workplace reservations for employees using the Workplace Core application. It focuses on reserving office areas and spaces to support safe physical distancing and smooth return-to-office processes. Reservations notify employees of their assigned locations, and pending requests can be reviewed and managed to optimize workspace allocation.
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Key Features
- Area Reservations: Managers can reserve workplace areas based on defined capacity limits. Reservations cannot be made if the capacity field is zero or empty, ensuring adherence to safety guidelines.
- Single and Bulk Space Reservations: Create space reservations for individual employees for specific days or multiple days using predefined shifts. Bulk reservations allow assigning multiple employees to shifts over date ranges, useful for department-level scheduling.
- Child Reservation Records: Parent reservations generate child records for each applicable working day based on shift schedules. Conflicts with existing reservations prevent child creation for those days, allowing manual adjustments.
- Managing Pending Requests: After employees submit reservation requests, managers can review pending requests when requested spaces are unavailable and assign alternative workplaces to fulfill them.
- Capacity Settings: Define workplace area capacity in Workplace Core to control reservation limits and maintain safety protocols.
Practical Use for ServiceNow Customers
By leveraging these features, ServiceNow customers can:
- Ensure workplace safety by managing area capacities and preventing overbooking.
- Streamline employee workspace assignments through automated single or bulk reservations tied to shift schedules.
- Handle conflicting reservations effectively by reviewing and reallocating spaces as needed.
- Maintain clear communication with employees by notifying them of their reserved locations.
- Review and approve employee reservation requests promptly to optimize space usage.
Next Steps
To implement these capabilities, customers should configure workplace areas with capacity, define shifts and schedules, assign workplace user roles, and familiarize themselves with related tasks such as importing workspace data, configuring workplace cards, and approving reservation requests.
Reserve available areas or spaces for your employees and review pending reservation requests from employees in Workplace Core so you can verify physical distancing measures when they return to the workplace. Once you make reservations, employees are notified about the locations to which they have access. The Workplace Service Delivery also offers more advanced workplace reservation options in the Workplace Reservation Management application.
Creating workplace reservations for employees
- Reserving workplace areas
As a workplace manager, you can make reservations for employees for areas on the floors of your office buildings. When employees return to the office, they can work from any of the spaces from the reserved area. The number of employee reservations that you can make for an area of your workplace depend on the capacity defined for that area. If the Capacity field of an area is set to 0 or left empty, reservations cannot be made for that area.
- Creating a single space reservation
- Using the shifts that you defined, you can create a space reservation for an employee for a single day or multiple days.
- Creating space reservations in bulk
You can generate in one action reservations for multiple employees who are assigned to a shift for a specific date range. For example, you can use this feature to create reservations for employees of a specific department who would all be assigned to the same shift.
- Child reservation records for employee space reservations
When you reserve a workplace for an employee, the reservation generates child reservation records for every applicable working day of the specified period. The applicable days are determined by the shift schedule that you select for this reservation. The reservation that you initially created acts as the parent reservation record.
If a child reservation conflicts with an existing reservation for any day in the specified period, the child reservation is not created for that day. You can manually create a reservation for a different workplace for that day.
For example, say you created a reservation for the workplace 2CN1612 for Mark Andrews in the afternoon shift from 06-01-2020 to 06-10-2020. Eight child reservation records for Mark Andrews for the workplace 2CN1612 would be created for each working day between 06-01-2020 and 06-10-2020. However, if a reservation for 2CN1612 on 06-08-2020 exists for another employee Jane Doe, the child reservation for Mark Andrews on 06-08-2020 is not created. You can manually create a reservation for Mark Andrews for a different workplace for 06-08-2020.
If you update the details of a parent reservation later, all its child reservations except the ones with dates in the past are updated accordingly.
Working with space reservation requests from employees
After an employee requests a workplace for a given date range and the manager approves the request, the application checks the availability of the requested space. If the workplace is unavailable for any or all days of the specified period, the request moves to the Pending state. As a workplace manager, you can review these pending reservation requests and allocate a different workplace to the employee to complete the request.