Request a workplace reservation for multiple days

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 3 minutes to read

    • Request a workplace reservation for the days during which you want to return to office by using Workplace Core.

    Before you begin

    To request a workplace reservation using your mobile device, you must have installed the Now® Mobile app.

    Role required: sn_wsd_core.workplace_user

    About this task

    Request a workplace reservation either in a defined shift schedule or for a custom time for a specific date range during which you want to work from the office.

    You can also access the reservation form using your mobile device. From the Now Mobile app, navigate to Services > Workplace Safety Management and choose either Request a short-term shift and space or Request a short-term space.

    Procedure

    1. Navigate to Workplace service portal > Workplace Service Portal Home.
      Note:
      You can also raise a request from the Employee Center. On the home page, navigate to Workplace > Browse all Workplace and select the workplace service.
    2. Open the Site safety category.
      1. Select Catalog.
      2. Select Browse by Categories.
      3. In the Workplace Services Catalog, select Site safety.
        Note:
        If there are multiple catalogs configured on the portal, go to the Catalogs list and select Workplace Services Catalog > Site safety.
    3. Reserve a space for a predefined shift or for a custom time.
      • To reserve a space for a defined shift schedule, select Request a short-term shift and space.
      • To reserve a space for a custom time, select Request a short-term space.
    4. On the form, fill in the fields.
      Note:
      The visibility of some of the following fields depends on the application settings made by your administrator.
      Table 1. Reserve a short-term space form
      Field Description
      Region Region of your office location.
      Site Location of your office.
      Campus Campus of your office building.
      Building Office building that you want to return to.
      Start date Date from which you want access to the workplace.
      End date Date until which you want to access the workplace.
      Shift The shift schedule during which you want to visit the office.

      Only the shifts available for the selected location and date range are displayed.

      Only the shifts that you are part of are displayed. This is dependent on the system properties which were configured by your organization.
      Shift detail

      Details of the shift that you selected.

      The shift detail is auto-filled based on your shift selection.

      Start time for each day

      		 Time from when you would access the workplace.

      This field is visible if you selected Request a short-term space.

      End time for each day

      		 Time until when you would access the workplace.

      This field is visible if you selected Request a short-term space.
      Floor Floor of the area or space that you want to access.
    5. If the Area and Space preference fields are available, select an area or a space that you want to reserve.
      • If you are using Workplace Service Portal or if you are using the Now Mobile app, and if you know which workplace to select, then select an area or a space from the Area or Space fields.
      • If you are using Workplace Service Portal and floor plans for your workplace have been uploaded, you can also select the area or space from the interactive floor plan that is displayed at the bottom of the form. The animation (Floor map render indication) on the Workplace Service Portal header indicates that the map is rendering. Wait until the map fully renders.
        The label colors of the workplaces indicate their availability.
        • Green: The workplace is active for reservation and is available for the date and time that you selected.
        • Red: The workplace is active for reservation but is unavailable for the date and time that you selected.

          You can see who has the reservation by hovering over a reserved space, if your system administrator has enabled this setting.

        • Grey: The workplace is inactive for reservations.
        Sample interactive floor plan
    6. Select Submit.

    Result

    The web page or your mobile screen is refreshed to show your submitted reservation request. The state of your request is set to Awaiting approval, which indicates that the request has been sent to your manager for approval.

    What to do next

    You can check the status of your reservation request or choose to cancel your request using Workplace Service Portal or the Now Mobile app.
    • On Workplace Service Portal, go to the Requests tab to view your requests and reservations.
    • On the Now Mobile app's navigation bar, tap For Me and scroll down to the My request section to view your requests and reservations.
    • To cancel a reservation, go to the Requests page in the Workplace Service Portal or My request page in the Now Mobile:
      • To cancel the reservation request, select Cancel request.
      • To cancel a single reservation within the reservation request, select Reservation details. Select the reservation you want to cancel and select Cancel reservation.