--- sourceDocument: Australia Employee Service Management sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/employee-service-management Release : - australia ft:locale : - en-US ft:publication_title : - Australia Employee Service Management ft:clusterId : - emplsm bundleId : - emplsm workflow : - Employee --- # Using the workplace collaboration Agent for space suggestions # Using the workplace collaboration Agent for space suggestions {#ariaid-title1} Release version: Australia Updated January 15, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Using the workplace collaboration Agent for space suggestions The Workplace Collaboration Agent enhances team collaboration by providing insights on colleagues' in-office attendance and suggesting appropriate spaces for reservation and collaboration. It leverages data about team members' presence, locations, and reservation patterns to recommend nearby workspaces, helping employees find and reserve spaces close to their collaborators. Show full answer Show less ## Key Features * **Collaborator Identification:** Automatically determines collaborators based on team membership, frequent reservation attendees, and employee presence data from Employee Presence Exceptions and Employee Presence Routine tables. * **In-Office Presence Insights:** Provides visibility into when colleagues are scheduled to be in the office, improving planning and collaboration opportunities. * **Space Reservation Suggestions:** Suggests workspaces near collaborators considering their attendance, location, and reservation information. * **Priority Data Handling:** Uses a prioritized order---Employee Presence Exceptions, Employee Presence Routine, then current reservations---to determine collaborator availability and location. * **Preferred Collaborator Selection:** Allows employees to disambiguate between collaborators with similar names by selecting preferred individuals, enhancing suggestion accuracy. * **Workplace Preferences Adjustment:** Supports changing employee workplace preferences (remote to in-office or vice versa), with exceptions automatically recorded for presence tracking. ## Practical Guidance for Customers * The agent supports desk reservations and suggests appropriate spaces based on real-time attendance data. * When colleagues have partial-day reservations, employees can make reservations for matching durations to sit nearby. * If no presence exceptions or reservations exist for a collaborator on a given day, the agent defaults to suggesting spaces near their workplace profile location. * Managers benefit from insights into their team members' in-office attendance, facilitating better space planning. ## Key Outcomes ServiceNow customers using the Workplace Collaboration Agent can expect improved workplace productivity and collaboration through intelligent space suggestions that align with colleague availability and location. The agent streamlines the reservation process, making it easier to coordinate in-person teamwork and optimize workspace utilization. The Workplace Collaboration Agent provides insights on your team members in-office attendance. Based on this information, the reservation agent finds and reserves a space for reservation and collaboration. The collaboration agent considers your colleague's in-office days, location, and suggests a space for collaboration when you're in office. The Create a reservation agent helps employees find a space for reservation. The Workplace collaboration agent provides suggestions for reservations based on colleague's attendance and proximity. Employees can find and reserve a workspace near a colleague. The collaboration agent helps in improving collaboration and workplace productivity. The collaboration agent provides insights on your colleagues in-office days. Note: Desks reservations are supported by the Workplace collaboration agent. When providing suggestions for collaboration, the Collaboration agent prioritizes data in the following order: Employee Presence Exceptions, Employee Presence Routine, and your current reservations. If an employee's current reservation data and location are available but no workplace presence information exists, the agent prioritizes current reservations over workplace location. For more information, see [Workplace Concierge](https://servicenow-prod.fluidtopics.net/gq6SQWhQ3vAQcAKxbcLUaQ "The Workplace Concierge application is a Workplace Service Delivery application designed to provide employees with real-time insights to optimize their workplace experience."). Your collaborators can be categorized as: * Employee collaborators information derived from Employee Presence Exceptions and Employee Presence Routine in Workplace Concierge. * Collaborator information is also derived from the invitees that you frequently add to your reservations with while making a reservation. * Colleagues with whom you collaborate frequently. Your team members and your manager. If you're a manager, your collaborators are your team members reporting to you. {#suggest-space-agent__ul_dw1_5z4_xhc} The workplace collaboration agent improves employee's reservation and collaboration experience by providing the following: * Determines your collaborators (your team members, your presence collaborators (if available), and your reservation attendees). * Provides insights when collaborators are in office. * Provides insights about team members who are in office for a specific day. * Helps to reserve a space near a colleague. * When multiple collaborators with same name exists, the collaboration agent asks employees to select their preferred collaborator from a list of similar names. The collaboration agent makes suggestions and tries to find your preferred collaborator. For example, if there are two Abel in your organization, but you frequently collaborate with Abel Tuter, the collaboration agent selects Abel Tuter as your preferred collaborator. * Provides ability to change the workplace preferences of an employee (remote to in-office and vice versa). If employees change their remote day to in-office day, an exception is created by the application in the Employee Presence Exceptions table. {#suggest-space-agent__ul_qg5_4cf_whc} Note: If you're planning to sit near a colleague, and if your colleague has a desk reservation for one hour and doesn't have an All day reservation, you can make a reservation for one-hour only. If an employee doesn't have any Employee Presence Exceptions and has no reservations made for a day while in office, the collaboration agent prioritizes the employee's workplace profile location and spaces around that location is suggested to the employee for collaboration. * **[Get space suggestions using the Workplace collaboration agent](https://servicenow-prod.fluidtopics.net/1coDXCH9lEMAMCIkXVpBgA)** The Workplace collaboration agent provides space recommendations based on workplace presence data, team members, and reservation attendees. **Related concepts** * [Making reservations using the Create a reservation agent](https://servicenow-prod.fluidtopics.net/T7B0zIYLXlGbZ4nynyxIdw "The Create a reservation agent enables employees to find an available space and create workplace reservations quickly.") * [Set Employee Presence](https://servicenow-prod.fluidtopics.net/gr4_aAcNavwHWbWl4pl3TQ "Set your in-office days. Collaborate with your coworkers and plan your meeting and in-offce collaborations efficiently.") **Related reference** * [Components installed with Workplace Concierge](https://servicenow-prod.fluidtopics.net/eIClK2YRp9Zis~H7np6Q8w "Several types of components are installed with activation of the Workplace Concierge application, including tables, user roles, and business rules.")