Explore Workplace Reservation Management
Workplace Reservation Management provides one unified interface for employees to reserve desks, meeting rooms, parking spots, workplace equipments, services, and collaboration spaces.
Workplace Reservation Management provides flexibility to employees as to where to work from, where to meet, and how to collaborate with team members without wasting time or searching for an open desk or room. Workplace Reservation Management provides a single, intuitive application that makes it easy for employees to reserve desks, meeting rooms, conference spaces, or any workplace services. Employees can book a desk near their teammate or colleagues or plan a recurring meeting across multiple buildings.
Employees can create single, recurring, or group reservations, invite colleagues and visitors, add virtual meeting links, and even download iCalendar invites to sync with their schedules.
Workplace administrators can configure Reservable Modules, assign spaces, and add standard or flexible services like catering, seating arrangement, AV equipments, and so on. They can enable approvals, manage shift-based or group bookings, and track reservations.
Workplace Reservation Management integrates seamlessly with Microsoft Teams, Microsoft, Zoom, Microsoft Outlook, and Calendars. Reservation conflicts are auto-resolved, approvals are streamlined, and employees get real-time notifications.
Workplace and facility managers get actionable insights through dashboards, analytics and reporting. They can optimize space usage, reduce costs, and improve the workplace experience for everyone. With Workplace Reservation Management, workplace administrators can build smarter and connected workplace experiences.
Workplace Reservation Management provides a modern, intuitive reservation experience for employees, while giving workplace and facility managers the control and insights they need to optimize the workplace.
The following diagram explains the reservation workflow:
Simplify reservations with self-service for employees
Employees can perform the following using Workplace Reservation Management:
- Find and reserve spaces instantly. Reserve desks, meeting rooms, conference rooms, parking spots, or even services like catering, seating arrangement, projectors, and so on.
- Opt to reserve a space for an hour, for an entire day, across multiple days, or even multiple buildings.
- View the availability of a workplace item for a day using Map, Card, or Schedule options.
- View details of workplace items such as capacity, location, layout, and services available.
- Browse locations on floor maps and make reservations or raise a workplace issues based on space availability.
- Book recurring meetings with automatic conflict resolution so that workplace schedules stay on track.
- Add multiple buildings to a single reservation.
- Make reservations and browse near colleagues for better and efficient collaboration, browse by neighborhood or by an area.
- Set your In-office presence days on Workplace Presence Dashboard using Workplace Concierge. Change your remote days, visiting another office, or In-Office days as required using the presence dashboard. Match your In-office days with your colleagues' In-office days for better collaboration and productivity.
- Invite attendees and external visitors to a meeting invite. Employees can add invitees or external visitors to their reservations and include virtual meeting links for Microsoft Teams or Zoom.
- Share reservation details using iCalendar so that everyone in a team stays aligned.
- Set favorites so their preferred spaces appear first every time they try to make a reservation.
- Make reservations using a Kiosk Map.
- Create a reservation for yourself or on behalf of someone else.
- View, update, or cancel your reservations or reservations created for others.
- While reserving a room for a meeting, specify the meeting type as private for confidential meetings.
- Request extra services along with a reservation such as catering, seating arrangements, projectors or stationery supply.
- Reserve a workplace near a co-worker.
- Share your reservation details with others.
- Create a group reservation and assign workplaces to different employees in a single reservation.
- Download the iCalendar to download the reservation details and save it to your calendar.
- Set a workplace as favorite. The favorite space is displayed first when you search for workplaces to make a reservation,
- Create a virtual meeting link of the reservation to enable invitees outside the office to join.
- Invitee attendees such as co-workers or even external workers to attend a meeting.
- Create a virtual meeting link of the reservation to enable invitees outside the office to join.
- Invitee attendees such as co-workers or even external workers to attend a meeting.
- Set location privacy preferences on an organization or a building level.
- Integration of Workplace Reservation Management with Workplace Concierge provides employees with real-time insights to optimize their on-site presence in the workplace with their co-workers, improving team collaboration and learning. By using personalized suggestions, employees are guided to the best workspace when they plan to visit the office or travel to another office.
For more information, see Create a reservation.
Enhanced workplace monitoring, compliance, and visibility for workplace administrators and facility managers
- Configure reservable modules to group similar workplace items—like desks or meeting rooms.
- Set approval policies to match organizational needs, so reservations follow the right workflows.
- Enable shift-based reservations for workplaces with staggered schedules.
- Allow group reservations, letting one manager book for an entire team.
- Add standard or flexible services—everything from projectors to catering—to make meetings more productive.
- Generate QR codes for easy check-ins, displayed at reservable locations.
- Configure Outlook Add-in, Advanced Reservation, Kiosk Reservation, Workplace Experience, Quick Reservation capabilities, and so on.
- Display seat assignments on floor maps and enable automatic check-ins for no-hassle reservations.
- Configure the Reservations widget to display different types of reservable items which employees can reserve.
- Configure a wide range of standard services that are available with the reservable items.
- Configure reservable modules to group similar types of reservable items. Activate/deactivate a module to control its availability for the employees to reserve.
- Indicate if an approval is required. Doing so triggers an approval request whenever an employee tries to reserve any reservable item of the reservable module.
- Enable shift-based reservation on a reservable module. An employee can make a shift reservation for a workplace item of that reservable module.
- Enable group reservation on a reservable module. An employee or a manager can reserve multiple places for different employees in a single group reservation.
- Enable iCalendar generation so that employees can add the reservation to their calendar.
- Enable employees to invite attendees such as co-workers or external visitors.
- Configure virtual meeting providers to enable employees to share a virtual meeting link along with their reservation.
- Enable multi-building reservation.
- Enable browse by neighborhood.
For more information, see Configure a reservable module.
Smarter Integrations and Automation
- Microsoft Teams and Zoom
- Workplace Calendar Synchronization with Microsoft Outlook or Google Calendar, ensuring reservations show up in personal schedules.
- iCalendar downloads so employees can stay aligned across devices.
When reservation conflicts arise (such as two employees booking the same spac), the system uses the proximity logic to automatically find the closest available alternative.
For more information, see Manage Workplace Reservations for Microsoft Outlook Add-in.
Data-driven workplace optimization
- Track reservation patterns over a period of time.
- Understand space utilization across buildings, floors, and areas.
- Identify underused spaces and optimize layouts.
- Support smarter planning for hybrid work and future growth.
As a Workplace Reservation Management manager, you can:
- Manage reservations created by employees. You can view, update, and approve or reject the reservations created by the employees based on your organization’s guidelines.
- Generate reports to track the reservation requests over time.
- Add reservable purposes to a workplace item.
- Assign neighborhood spaces to an area.
- Assign spaces to an area
- Assign spaces to a neighborhood
For more information, see Analytics and Reporting Solutions for Workplace Reservation Management.
Workplace Reservation Event planner
The Workplace Reservation Event Planner enables you to track your organization's reservations from a single workspace in Workplace Central. The Event planner dashboard is available to both Reservation planner and Reservation viewer roles. As a reservation planner, manage the reservations on behalf of your employees. View reservation details, optimize reservations, and manage multiple workplace reservations using the schedule view.
For more information, refer to Event Planner.