Making workplace reservations

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
    • Summarize
    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 Making workplace reservations

    Workplace Core enables employees to make reservations for office workplaces when returning to the office. You can reserve a workplace either for a single day or for multiple days. Reservation requests can be made directly or submitted for approval depending on your organization's policies. Once approved and confirmed, you will receive notifications with reservation details.

    Show full answer Show less

    How to Reserve a Workplace

    • Use Employee Center to request a workplace reservation.
    • You can select a specific available space or an entire area; if an area is selected, you can work from any space within it.
    • Choose a shift from predefined schedules or specify a custom time period if shifts are not used by your organization.
    • Reservations for a day or less can often be directly reserved without approval; longer reservations may require manager approval.

    Reservation Request States

    • Awaiting approval: Your request is pending manager action.
    • Closed complete: Request approved and space availability confirmed.
    • Closed incomplete: Request rejected by manager.
    • Pending: Approved but space availability not confirmed for all requested days; follow up with workplace manager for reassignment.
    • Canceled: Request canceled by you.

    Notifications

    • Email notifications are sent when a reservation request is submitted or updated.
    • Push notifications are available via the Now® Mobile app.
    • Notification content includes campus, space, and reservation duration details.
    • Administrators can create custom notifications for upcoming reservations using the snwsdcorereservation table and the snwsdcore.upcomingreservation event.

    Practical Use

    This functionality helps you manage your return to the office efficiently by securing your workspace ahead of time and receiving timely updates. Approval workflows ensure compliance with organizational policies, and notifications keep you informed throughout the process.

    Make workplace reservations in Workplace Core when you are ready to return to the office. You can reserve a workplace for a day or less directly or request a workplace for a specified period. Once a reservation request is approved and confirmed, you are notified about the reservation details.

    Reserving a workplace

    As an employee, you can request a workplace reservation using Employee Center.

    When making a reservation, you can choose an available space that you want to access or select an available area. If you have made a reservation for an area, you can work from any available space within that area when you return to the office.

    You can select a shift of your choice from the shift schedules defined by your organization. If your organization doesn’t use shifts, you can select a custom time period. Depending on your organizational guidelines, your reservation request might require an approval.

    Note:
    If you need a workplace for only a day or less, you can reserve it directly and don’t have to submit a request and get approval.

    Space reservation request states

    After you submit a space reservation request, the status changes based on the action taken on it by your approving manager or the workplace manager.

    • If your manager hasn’t acted on your request, the state of the request remains Awaiting approval.
    • If your manager approves your request and the space availability is confirmed, the state of the request changes to Closed complete.
    • If your manager rejects your request, the state of the request changes to Closed incomplete.
    • If your manager approves your request but the space you requested for isn’t available for all or some days, the state of the request changes to Pending.

      You can follow up with your workplace manager to get a new space assigned and resolve your pending space request.

    • If you cancel your request, the state of the request changes to canceled.

    Email and push notifications

    If you submit a space reservation request from the catalog item, or if a request is submitted on your behalf, you will receive an email notification about the request. If you have the Now® Mobile app, you will receive push notifications about your reservation requests.

    The notification contains campus details, space details, and the reservation duration.
    Reservation details like the campus, space, and duration.

    As an admin, you can create custom notifications for upcoming reservations by using the sn_wsd_core_reservation table. You can also use the sn_wsd_core.upcoming_reservation event to decide when the notification must be sent. For more information about notifications, see System notifications.