---
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


---

# Make a reservation

# Make a reservation {#ariaid-title1}

Release version: Australia  
Updated March 12, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 4 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 Make a Reservation

The 'Make a reservation' form, also known as the Reservation portal, is designed for reserving workplace items like meeting rooms and desks.
Customers can manage their reservations and will receive notifications upon confirmation.
Reservations can be made for any time between 00:00 and 23:59 on the same day, with separate requests needed for reservations spanning multiple days.
Show full answer Show less  

## Key Features

* Access reservations through the Workplace Reservation Management application or the Workplace Service Portal.
* View availability of workplace items and utilize workplace floor maps for reservations.
* Reserve items for yourself or others and create group or multi-building reservations.
* Modify, cancel, or share reservation details effortlessly.
* Utilize Virtual Agent chat support for reservation assistance.
* Set up recurring reservations, with automatic conflict resolution for overlapping bookings.
* Receive email notifications regarding reservation statuses, including approval or conflict updates.

## Key Outcomes

Customers can effectively manage their workspace needs by making reservations for various items, ensuring that they have the necessary facilities for meetings and collaborative work. The system helps in resolving conflicts automatically and keeps users informed about any changes to their reservations, enhancing overall workplace efficiency.  
The 'Make a reservation' form also referred to as the Reservation portal, is a central location for reserving workplace items, such as meeting rooms and desks. You can also view and manage your reservations. After a
reservation request is confirmed, you're notified about the reservation details.

You can reserve a workplace item for any period between 00:00 to 23:59 (midnight to 11:59
p.m.) on the same day. For example, you can make a reservation until anytime before 23:59. If
the reservation continues to another day, you must create a separate reservation.  
You can make a reservation from the Workplace Reservation Management application and the Workplace Service Portal.

* To open the 'Make a reservation' form from the application, navigate to Workplace Reservation ManagementNew Reservation.
* To open the 'Make a reservation' form from the Workplace Service Portal, perform the following actions:
  1. Select ReservationsMake a reservation.
  2. Select Make a reservation directly on the home page.
  3. Select New general reservation from the Workplace services catalog.
  {#reservation-portal__ol_a2q_4f3_mhc}
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The 'Make a reservation' form enables you to do the following:

* View workplace items such as meeting rooms and desks for your location or for a different location.
* View the availability of a meeting room or desk before making a reservation request.
* Use workplace floor maps to find and reserve a space within Workplace Core. To view the maps in the Location directory and within Workplace Reservation Management, use Mappedin and Indoor Mapping. For more information on how to use floor maps, see [Workplace Space Mapping](https://servicenow-prod.fluidtopics.net/6ByX69HJ7~NMnTFKerTi3g "ServiceNow Workplace Space Mapping provides indoor maps for interactive locations and wayfinding with Indoor Mapping and Mappedin. Indoor Mapping is part of the Workplace Service Delivery suite while Mappedin a third-party map provider.").
* Check for any standard services that are available with workplace items, such as whiteboards, seating capacity, and projector.
* Reserve a workplace item for yourself or on behalf of someone else.
* Reserve multiple buildings for a single reservation. For more information, see [Create multi-building reservations](https://servicenow-prod.fluidtopics.net/ZefbJNLe~eY8uDpnqAE2zQ "Reserve multiple spaces spanning across multiple buildings in different timezone. Create multi-building reservations for the same date and time in a single reservation.").
* View the details of the reservations that you've created.
* Modify or cancel the reservations that you've created.
* Share reservation details with others.
* Browse workplace locations near a person and make a reservation.
* Reserve multiple workplace locations in a single reservation.
* Make a group reservation for different users in a single reservation. You can manage the group reservation in the parent reservation.
* Download an iCalendar of a reservation to add the reservation to your calendar.

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You can also use the Virtual Agent chat support on the Workplace Service Portal to make a reservation and view your reservation details. The chat support enables you to do the following:

* Create a reservation for a location.
* View the reservations that you created on the current day.
* See when your reservation will start or happen.
* Cancel a reservation.
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## Recurring reservations {#reservation-portal__section_ymn_wrb_tmb}

When you reserve a workplace item for a recurring event, the reservation gets repeated for
the indicated days of the specified period. You determine the applicable days when you
create the request. The reservation that you initially created acts as the parent
reservation record.  
If a reservation occurrence conflicts with an existing reservation on a particular day, the reservation occurrence for that day is not confirmed and the state changes to Conflicted. The system tries to find an alternative space automatically for Conflicted states.

* If a floor map is available, the Workplace Reservation Management application finds a space closest to the same capacity, then looks for one with more capacity, and lastly, for one with less capacity.
* If no floor map is available, the application finds an alternative space in the same area or on the same floor.
* The favorite spaces are prioritized over 'location' (within the same area or proximity).
* The employee can find an alternative space easily if no alternative space was found.
* The employee is notified when the application assigns an alternative space.

{#reservation-portal__ul_rr3_mdl_1vb}For more information about automatically resolving recurring conflicts, see [Configure a reservable module](https://servicenow-prod.fluidtopics.net/l6p53Vg_ZxeRsZRFSwIxtg "Create a Reservable Module to add a group of similar reservable workplace items. These workplace items are displayed in a single category on the Reservation portal.") and [Create a reservation](https://servicenow-prod.fluidtopics.net/LBkfqMjl97bJJBIqLj9nug "Create reservations across multiple buildings, campuses, neighborhoods, or sites, spanning a single day or multiple days. Add attendees, visitors, and workplace services such as room configurations and catering, and synchronize details or resolve conflicts for recurring reservations.").

If Workplace Reservation Management is unable to find a new workplace, date,
and time, relevant messages are shown to the user so that the conflicted reservation can be
manually resolved by selecting a different workplace item or by changing the time of the
reservation.

For example, if you have reserved a workplace item for a meeting that occurs every
Wednesday for one month. Four reservation records are created for each occurrence. But if
another employee reserved that same room for the same time as one of your recurring
reservations, then your reservation occurrence will conflict with the other employee's
reservation. In such a case, you can modify your reservation for that day by selecting a
different meeting room or time.

## Reservation states {#reservation-portal__section_vwj_jxp_zlb}

After you make a reservation, the state of the reservation changes to
Confirmed.

If the reservation requires approvals, its status changes depending on what your approver
does. You receive email notifications of these changes. The possible changes are the
following:  
* If your approver has not taken action on your reservation, the state of the request stays Awaiting approval.
* If your approver approves your reservation and the availability is confirmed, the state of the reservation changes to Confirmed.
* When the recurring reservations are automatically resolved, the New Space state is shown below the Confirmed state to indicate that Workplace Reservation Management has assigned a new workspace, date, or time.
* If your approver rejects your reservation, the state of the reservation changes to Rejected.
* If your approver approves your reservation but the workplace item is not available for the selected date and time, the state of the reservation changes to Conflicted.  
  Note:  
  If there are recurring conflicts, employees are expected to manually resolve the reservation conflicts by selecting a new workspace, time, and date. For more information, see [Create a reservation](https://servicenow-prod.fluidtopics.net/LBkfqMjl97bJJBIqLj9nug "Create reservations across multiple buildings, campuses, neighborhoods, or sites, spanning a single day or multiple days. Add attendees, visitors, and workplace services such as room configurations and catering, and synchronize details or resolve conflicts for recurring reservations.").
* If you're reserving a workplace item for recurring days, the reservation gets confirmed for the days and times when the item is available. For the remaining days and time, the state of the reservation remains as Conflicted.

  You
  can modify your reservation and follow up with your approver to resolve your
  conflicting reservation.
* If you cancel your reservation, the state of the reservation changes to Cancelled.
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