Reserve a space using Now Assist in Virtual Agent

  • Release version: Yokohama
  • Updated September 7, 2025
  • 8 minutes to read

    • The Reserve Space Virtual Agent topic enables you to create a reservation using Now Assist for Workplace Service Delivery (WSD). You can also add services to your reservation.

    Before you begin

    The Reserve Space topic should be added to Now Assist in Virtual Agent. For more information, see Configure Now Assist in Virtual Agent for Workplace Service Delivery.

    Make sure that you have the following applications:
    • Now Assist for Platform (sn_genai_platform)
    • Workplace Reservation Management Workplace Reservation Management (sn_wsd_rsv)

    Role required: sn_wsd_core.workplace_user

    Procedure

    1. Log in to the Employee Center portal.
      For more information, see Workplace services on the Employee Center portal.
    2. Select and open the Now Assist in Virtual Agent chat window.
    3. Enter your query or key words to reserve a meeting room.

      The Now Assist in Virtual Agent bot supports human-like conversational language. For example, you can query ' 'Reserve a space for me', I want to reserve a space for 10 AM, and so on.

    4. After the initial greeting message, the Now Assist in Virtual Agent bot provides an explanation of what you can expect from it.
    5. Enter your query or key words to reserve a space.
      A friendly, natural language conversation or utterance can be used while making or submitting your workplace requests.

      While the large language model (LLM) is processing your request (utterance), animated dots in the chat window indicate that the bot is working on your request.

    6. The Now Assist in Virtual Agent shows options to reserve a space.

      Now Assist showing the Reserve space topic.

      Note:
      The option to reserve a space using the Now Assist in Virtual Agent is available only if your administrator has added the Reserve Space Virtual Agent LLM topic in the Virtual Agent designer. For more information, see Configure Now Assist in Virtual Agent for Workplace Service Delivery
    7. Select (Topic) Reserve Space.

      When the Topic name button is selected, the workplace requester is launched into that topic flow within the Now Assist in Virtual Agent.

      The application tries to find “keywords” in the sentences that the employee enters. It uses the keywords entered by an employee for reservation requests and shows suggestions for reserving a space step by step. Based on the input provided, the bot tries to get as many data points as possible initially. For example; “I want to reserve a desk for Friday from 9 am till 11 am” are the keywords entered by an employee. The application captures the following data points and shows suggestions:
      • Space type: the system will filter on modules with "space" in it
      • Building AMS-B1, the employee is asked to confirm
      • Start time: 9 am
      • End time: 11 am

      Since, there is no date provided, the employee is asked by the bot to indicate the date.

      For example, If the employee enters "I want a space on next Monday from 9 am to 11 am." The building information is not provided in this input, so the bot asks to indicate the building. The Date is calculated based using the input "Next Monday" and start and end time. The more information an employee provides, less inputs are required by the bot to process and create a reservation.

    8. The Now Assist in Virtual Agent bot instructs you to select the type of reservation that you want to make.

      For example, select Meeting rooms.

      Note:
      Only the Browse All Reservable module configuration is supported by Now Assist in Virtual Agent. It shows all reservation types available in the Browse All Reservable module. For example, Desks, Desks within a shift, and so on.

      The Specific Unit Selection type is supported in the Reservable Table configuration. Container isn’t supported for Now Assist in Virtual Agent. For more information, see Configure a reservable module.

    9. The Now Assist in Virtual Agent bot instructs you to select a location for reserving a space.
    10. Select a building.
      For example, Cal-B2.

      Now Assist in Virtual agent showing location names.

    11. Now Assist in Virtual Agent bot instructs you to provide the Start and End dates for the reservation.
      Note:
      Recurring reservation and multi-day reservations are currently not available when you book a meeting room using the bot. Only single reservations for a selected date can be created. Make sure that the Start and end dates should be in the building's time zone and can’t be in the past.
    12. Now Assist in Virtual Agent bot confirms your selection for a location and reservation dates.
    13. Now Assist in Virtual Agent bot instructs you to provide the floor name, capacity, and space name where you want to reserve a meeting room.

      Now Assist in Virtual Agent prompts for adding a floor name.

      Note:
      Floor, capacity, and shift schedule are optional inputs. If there are no spaces available, the Now Assist in Virtual Agent bot shows the following message, "Sorry, there are no available spaces currently. Please revise your selections and retry". If the suggestions don't match your requirement, you’re also given the option to select None match my preference. If invalid user inputs are provided, for example, an incorrect building name or a past date, the bot asks you to enter the details again.

      The Now Assist in Virtual Agent bot shows location results. The name of the building, floor, and capacity are displayed in the result.

      Provide the capacity of the floor.

      Now Assist in Virtual Agent showing the space name and capacity.

      Select a space from the suggestions showed by Now Assist in Virtual Agent.

      The Now Assist in Virtual Agent processes the information that you have provided and completes your reservation.

    14. To view and update the reservation details, select the link Please click here to view reservation details.

      The Reservation summary page appears. On the Reservation summary page, you can edit and update your reservation details.

    15. Optional: Now Assist in Virtual Agent provides suggestions to add services to your reservation.

      You can add guests and external visitors, Zoom virtual meeting link, or Catering services to your reservation. If you don’t want to add any of these services to your reservation, you can skip this step and complete your reservation at this stage.

      Note:
      The option to add workplace services is shown based on the corresponding service availability for a selected location. For example, if Zoom spoke and the virtual meeting provider is configured in the Reservable module, the Added Zoom service option is shown by the bot. This also depends on the availability of a location or reservable module configuration settings by your administrator. So, if there is no Zoom spoke configured or guests are not allowed to a reservation, the bot doesn't display the related questions or suggestions. For catering services, the application checks if these are assigned for a selected location.
    16. Optional: Now Assist in Virtual Agent instructs you to invite guests to your reservation.
      Note:
      The option to add guests is shown only when the Allow Invitees configuration is enabled in the Reservation module. This option in the Reservable Module enables you to invite attendees and add them to your reservation. You can invite guests to your reservation. For more information, see Configure a reservable module.
    17. Optional: Select Yes if you want to add guests to your reservation.
      Note:
      You can add multiple invitees to your reservation. For more information, see Configure Now Assist in Virtual Agent for Workplace Service Delivery. You also need Workplace Visitor Management.
    18. Now Assist in Virtual Agent provides suggestions to select your guests.

      Adding guests to your reservation.

    19. Now Assist in Virtual Agent confirms the guests details that you have provided.
    20. Select Yes to proceed.
      Select No to change or update your selection.
    21. Optional: After adding guests, you can add additional services like external visitors to your reservation.

      You can only add visitors to a reservation for which you're the host. Workplace users with 'sn_wsd_rsv.manager' or 'sn_wsd_rsv.reservation_planner' roles can add invitees to a reservation. Workplace users with 'sn_wsd_core.workplace_user' role can’t add invitees to a reservation when they aren't the host.

      Visitor Email Id provided by Employee in theNow Assist in Virtual Agent.

      Note:
      Multiple visitors can’t be added all at once. You should add visitors sequentially. For example, if you have visitor A, visitor B, and visitor C. Start by adding visitor A first, and add visitor B, and Visitor C.
      1. Now Assist in Virtual Agent instructs you to provide the First Name, Last Name, and Email ID of the external visitor.

        If a visitor that is already added to a reservation is added again, the bot provides suggestions to add another visitor.

      2. Provide the required details.
      3. After adding the visitor, Now Assist in Virtual Agent confirms that visitor registration is done.
      4. Now Assist in Virtual Agent provides suggestions to add a few more visitors to your reservation.
      5. You can select Skip to proceed and continue with your reservation.
    22. Optional: Now Assist in Virtual Agent shows the option to Add Catering services.
      Note:
      The services that you add are default catering workplace services provided with Workplace Reservation Management. It doesn't support any custom catering or workplace services added by you.
      1. Select the required catering services (Lunch, Snacks, Drinks).

        You can also enter or add a conversational text like "Add lunch, some snacks, and drinks", "Add sparkling water and some snacks, and so on".

        Now Assist in Virtual Agent showing the catering services menu options.

        Note:
        When the requested catering service aren’t available, a message is shown that the requested catering service isn’t available.
      2. After selecting a catering option, the bot asks you to specify the quantity.

        Now assist in Virtual Agent asks to specify the quantity for selected catering services.

      3. The bot asks you to specify the quantity for all the selected catering menu items.
      4. After confirming your selection, the bot adds the catering services to your reservation.
      5. The Now Assist in Virtual Agent successfully adds the catering services to your reservation.
        Now Assist in Virtual Agent displaying the Catering services that are added to a reservation.
    23. Optional: Now Assist in Virtual Agent provides prompts to add a zoom meeting link.

      Make sure that you have the following:

      1. For more information, see Configure Now Assist in Virtual Agent for Workplace Service Delivery.
      2. Zoom Spoke is configured for Workplace Reservation Management. For more information, see Connect Workplace Reservation Management with Zoom.
    24. Now Assist in Virtual Agent shows an acknowledgment message along with the Workplace case task created after adding the Zoom virtual meeting link.

      Now Assist in Virtual Agent acknowledges adding the virtual meeting link to your reservation along with the Workplace Case task created for this request.

    25. The Now Assist in Virtual Agent shows the reservation summary.

      Now Assist in Virtual Agent summarizes the reservation details along with services that you have added to your reservation.