Making workplace reservations

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

    Workplace Core enables ServiceNow customers to make workplace reservations when returning to the office. Employees can reserve a workplace for a single day or for multiple days either directly or by submitting a reservation request. Once approved and confirmed, employees receive notifications with reservation details. The Workplace Service Delivery also provides more advanced reservation options through the Workplace Reservation Management application.

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    Reserving a workplace

    Employees can request a workplace reservation via the Employee Center by selecting an available space or an entire area. Reserving an area allows working from any available space within it. Employees can choose shifts defined by their organization or specify custom time periods if shifts are not used. Reservations for a day or less can be made directly without approval, whereas longer requests may require managerial approval based on organizational policies.

    Reservation request states

    • Awaiting approval: The request is pending manager action.
    • Closed complete: The request is approved and space availability confirmed.
    • Closed incomplete: The request is rejected by the manager.
    • Pending: Approved but space availability is partial; follow-up with workplace manager is needed to resolve.
    • Canceled: The request is canceled by the employee.

    Notifications

    Employees receive email notifications upon submitting a reservation request or when requests are submitted on their behalf. Push notifications are also sent via the Now® Mobile app containing campus, space, and reservation details. Administrators can create custom notifications for upcoming reservations using the snwsdcorereservation table and trigger events like snwsdcore.upcomingreservation to control notification timing.

    Practical use

    • Request workplace reservations for multiple days to plan office returns efficiently.
    • Make single-day reservations quickly without approval for spontaneous office visits.
    • Track and manage reservation statuses to ensure workspace availability.
    • Leverage notifications to stay informed about reservation status and details.

    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. The Workplace Service Delivery also offers more advanced workplace reservation options in the Workplace Reservation Management application.

    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.