Reserve a workplace for a day

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

    • Reserve workplaces for a day on which you want to return to the office by using Workplace Core.

    Before you begin

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

    Role required: sn_wsd_core.workplace_user

    About this task

    Reserve spaces for a period less than or equal to 24 hours on the day that you want to work from the office. Reserve spaces, either in a defined shift schedule or in your custom timings.

    You can also access the reservation form from the Now Mobile app. Navigate to Services > Workplace Safety Management and choose one from Reserve a shift and space for a day or Reserve a space for a day.

    Procedure

    1. Navigate to All > Self-Service > Employee Center > Workplace services.
      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 either for a defined day shift or a custom date.
      • To reserve a space for a defined shift schedule, select Reserve a shift and space for a day.
      • To reserve a space for custom timings, select Reserve a space for a day.
    4. On the Reserve a space form, fill in the fields.

      For a description of the field values, see Reserve a space form.

      Note:
      The visibility of some of the following fields depends on the application settings made by your administrator.
    5. If the Area and Space fields are available, select an area or a space that you want to reserve.
      • If you are using the 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 reservation details.

    What to do next

    You can check the details of your reservation or choose to cancel it anytime using Workplace Service Portal or the Now Mobile app.
    • On the 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.

      If your organization has enabled the functionality to book an Uber from your mobile device, you would see a Book Uber option on your reservation details screen on Now Mobile. Tapping on it would redirect you to the Uber mobile app, if you have the app installed on your mobile device.

    You will receive an email notification 15 minutes before the reservation to check in and another email notification 30 minutes before the reservation end time to check out.
    • In the check-in email, select any of the following actions.
      • Check in: Check in your reservation.
      • Cancel this reservation: Cancel if the reservation is no longer required.
      • (Optional) Check out: Check out early before the reservation end time.
      Note:
      If you do not check in at the reservation start time, the reservation is automatically set to No Check In after 24 hours.
    • In the check-out email received before the reservation end time, select Check out to check out the reservation.
      Note:
      If you do not check out at the reservation end time, the reservation is automatically set to No Check Out after 24 hours.