--- sourceDocument: Yokohama Employee Service Management sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/employee-service-management Release : - yokohama ft:locale : - en-US ft:publication_title : - Yokohama Employee Service Management ft:clusterId : - emplsm bundleId : - emplsm workflow : - Employee --- # Using the workplace collaboration Agent for space suggestions # Using the workplace collaboration Agent for space suggestions {#ariaid-title1} Release version: Yokohama Updated January 15, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 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 Using the workplace collaboration Agent for space suggestions The Workplace Collaboration Agent enhances collaboration and workplace productivity by providing intelligent space reservation suggestions based on your colleagues' in-office attendance and location. It helps employees find and reserve workspaces near their team members to facilitate easier collaboration when working onsite. Show full answer Show less ## Key Features * **Collaboration Insights:** The agent uses Employee Presence data, including exceptions and routine schedules, alongside your current reservations to determine when and where your collaborators (team members, managers, frequent invitees) will be in the office. * **Space Reservation Suggestions:** It recommends available desks or spaces near colleagues who are in the office, considering their reservation times and proximity. * **Collaborator Identification:** The agent identifies your preferred collaborators automatically based on past reservation invitees and team structure, resolving ambiguities when multiple employees share the same name. * **Workplace Preferences Management:** Employees can update their workplace preferences (remote or in-office days), which the system tracks via exceptions to adjust collaboration and reservation suggestions accordingly. * **Reservation Duration Matching:** When sitting near a colleague, reservation durations align with your colleague's desk booking (e.g., one-hour reservations if the colleague's booking is one hour). ## Practical Outcomes * Enables ServiceNow customers to efficiently locate and reserve workspaces close to collaborating colleagues, improving in-office teamwork. * Provides accurate and prioritized recommendations using comprehensive presence data and reservation details to optimize space utilization. * Streamlines the booking process by automatically identifying collaborators and suggesting preferred contacts, reducing manual search effort. * Supports dynamic workplace preferences and exceptions, ensuring reservation suggestions remain relevant as employee work patterns change. * Facilitates better planning and coordination of in-office attendance and workspace allocation within the ServiceNow platform. The Workplace Collaboration Agent provides insights on your team members in-office attendance. Based on this information, the reservation agent finds and reserves a space for reservation and collaboration. The collaboration agent considers your colleague's in-office days, location, and suggests a space for collaboration when you are in office. The Create a reservation agent helps employees find a space for reservation. The Workplace collaboration agent provides suggestions for reservations based on colleague's attendance and proximity. Employees can find and reserve a workspace near a colleague. The collaboration agent helps in improving collaboration and workplace productivity. The collaboration agent provides insights on your colleagues in-office days. Note: Desks reservations are supported by the Workplace collaboration agent. When providing suggestions for collaboration, the Collaboration agent uses the following priority order: Employee Presence Exceptions data, Employee Presence Routine, and your current reservations. If an employee's current reservation data and location are available but no workplace presence information exists, the agent prioritizes the employee's current reservations over workplace location. The agent uses this prioritization when suggesting spaces for collaboration. For more information, see [Workplace Concierge](https://servicenow-prod.fluidtopics.net/R0bBdKo7mgXqcT7fQYnxCg "The Workplace Concierge application is a Workplace Service Delivery application designed to provide employees with real-time insights to optimize their workplace experience."). Your collaborators can be categorized as: * Employee collaborators information derived from Employee Presence Exceptions and Employee Presence Routine in Workplace Concierge. * Collaborator information is also derived from the invitees that you frequently add to your reservations with while making a reservation. * Colleagues with whom you collaborate frequently. Your team members and your manager. If you are a manager, your collaborators are your team members reporting to you. {#suggest-space-agent__ul_dw1_5z4_xhc} The workplace collaboration agent improves employee's reservation and collaboration experience by providing the following: * Determines your collaborators (your team members, your presence collaborators (if available), and your reservation attendees). * Provides insights when collaborators are in office. * Provides insights about team members who are in office for a specific day. * Helps to reserve a space near a colleague. * When multiple collaborators with same name exists, the collaboration agent asks employees to select their preferred collaborator from a list of similar names. The collaboration agent makes suggestions and tries to find your preferred collaborator. For example, if there are two Abel in your organization, but you frequently collaborate with Abel Tuter, the collaboration agent selects Abel Tuter as your preferred collaborator. * Provides ability to change the workplace preferences of an employee (remote to in-office and vice versa). If employees change their remote day to in-office day, an exception is created by the application in the Employee Presence Exceptions table. {#suggest-space-agent__ul_qg5_4cf_whc} Note: If you're planning to sit near a colleague, and if your colleague has a desk reservation for one hour and doesn't have an All day reservation, you can make a reservation for one-hour only. If an employee doesn't have any Employee Presence Exceptions and has no reservations made for a day while in office, the collaboration agent prioritizes the employee's workplace profile location and spaces around that location is suggested to the employee for collaboration. **Related concepts** * [Set Employee Presence](https://servicenow-prod.fluidtopics.net/a5aJsPYyZ1YT6GYqmoDUnQ "Set your in-office days. Collaborate with your coworkers and plan your meeting and in-offce collaborations efficiently.") **Related reference** * [Components installed with Workplace Concierge](https://servicenow-prod.fluidtopics.net/2Ilkcw_UUKi69yrGN9OUEQ "Several types of components are installed with activation of the Workplace Concierge application, including tables, user roles, and business rules.")