---
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


---

# Mapping employees to their designated workspaces

# Mapping employees to their designated workspaces {#ariaid-title1}

Release version: Yokohama  
Updated January 30, 2025  
![](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 Mapping employees to their designated workspaces

ServiceNow Workplace Core enables automatic mapping of employees to their designated workspaces, streamlining reservation requests and workspace assignments.
By linking user profiles to specific workspace details, the system auto-populates reservation forms and supports auto-assignment of workspaces if enabled by the administrator.
This feature is especially useful for employees who had assigned workspaces prior to remote work arrangements.
Show full answer Show less  

## Key Features

* **Automatic Workspace Assignment:** Uses data from the User Workplace Profile table to reserve designated workspaces automatically when employees submit reservation requests.
* **Fallback Workspace Allocation:** If the designated workspace is unavailable for the requested date or time, the system searches for available spaces hierarchically by Area, Floor, Building, Campus, Site, and Region.
* **Workplace Profile Location Management:** From version 2.16.1, workplace user profiles are managed in the Workplace Profile Location Assignment table, which includes an "Is Primary" field to designate primary locations when multiple are assigned.
* **Anomaly Detection and Reporting:** For customers using Workplace Space Management, anomalies in workplace profiles (such as allocation mismatches) can be viewed directly in the interface, with scheduled jobs providing detailed anomaly reports via email.
* **Updated Allocation Types:** Department and cost center allocation types are deprecated starting version 2.16.1; replaced by a new "Workplace entity" allocation type offering enhanced capabilities.

## Practical Benefits for ServiceNow Customers

* Reduces manual input and errors by employees when reserving workspaces.
* Ensures employees receive their designated workspace or an appropriate alternative based on availability and organizational hierarchy.
* Improves workplace management through clear designation of primary locations and anomaly detection.
* Supports seamless integration with space management features and reporting for better operational oversight.
* Enables customers to maintain accurate workplace profiles and allocate spaces efficiently using updated allocation types.

## Next Steps for Implementation

* Map existing designated workspaces to employee user profiles in Workplace Core to enable automatic workspace allocation.
* Assign primary locations for workplace profiles with multiple locations to ensure correct workspace assignment.
* Leverage Workplace Space Management tools to monitor and address anomalies in workplace profiles.
* Transition to using the new Workplace entity allocation type to take advantage of improved workspace management features.  
Map your employees to their designated workplace locations in Workplace Core automatically to fill in that detail in reservation requests and to take advantage of auto-assignment of workspaces if that feature has been enabled.

For employees who had a designated workspace before they started working remotely, create a mapping between the user profile and the designated workspace details. This mapping populates the workspace
details on reservation request forms so employees don't have to provide these details manually.

If your system administrator has enabled the auto-assign feature,
mapping workspaces for all employees also means that designated workspaces are automatically
assigned when employees make a reservation request.  
The data from the User Workplace Profile \[sn_wsd_core_workplace_profile\] table is used to automatically assign the designated workspace to the employee.

* If the user's designated space is available, this space is reserved for the employee.
* If the designated space is unavailable for the requested date or time, the application searches for and reserves an available space in the employee's workplace in the order of Area \> Floor \> Building \> Campus \> Site \> Region.For example, if no spaces are available in the
  designated area of the employee, the application finds and reserves an available space from
  the floor of this area.

  {#mapping-employees-to-existing-work-locations-wsd__p_op2_nfg_h1c}
{#mapping-employees-to-existing-work-locations-wsd__ul_vnx_d4b_jmb}  
Note:  
From Workplace Core version 2.16.1, the workplace user profiles are created in the Workplace Profile Location Assignment \[sn_wsd_core_workplace_profile_location\] table. A new field Is Primary is added in the table so that you can specify if a location is the primary location when there are multiple locations. In case of existing user profiles created in the User Workplace Profiles \[sn_wsd_core_workplace_profile\] table, a fix script runs and automatically considers the latest workplace location added to the profile as the primary workplace location.

If you have installed Workplace Space Management application, as a Workplace manager, you can also view the reason for an anomaly in a workplace profile if there are any. A schedule job also enables you to view a detailed report of all
the anomalies logged in the application via an email. Navigate to Workplace CoreAdministrationWorkplace profiles and switch to the Space Management view, a Reason for anomaly column appears as a Glide list. An anomaly can happen due to a mismatch in the allocation or assignment type. For more information
about anomalies, see [Workplace location assignment anomaly types](https://servicenow-prod.fluidtopics.net/~KAfDuWzVjDhtXXK9EVaag "Anomalies occur when there’s a mismatch in the allocation or assignment of a workplace profile and workplace location.").  
From Workplace Space Management 1.12.0, only open spaces from the user's allocation type that are within the allocation start and end dates are listed. After an allocation expires, the anomaly is recalculated to the appropriate value.  
Important:  
Starting from Workplace Core version 2.16.1, the allocation type Department and cost center are no longer available. A new allocation type, Workplace entity is introduced that provides more advantages.
* **[Map designated workspaces to user profiles](https://servicenow-prod.fluidtopics.net/wSeuXUafh6ZgY4twqoO_Yg)**   
  Map existing designated workspaces to employee user profiles in Workplace Core. This mapping is used to automatically allocate workspaces for employees so they don't have to select a workspace manually when requesting a reservation.
* **[Set the primary location of a workplace profile](https://servicenow-prod.fluidtopics.net/N7s_gcuw0CDSzxiZxri52A)**   
  Assign a primary location for the workplace profile if there are multiple locations assigned.

**Related concepts**   

* [Configure Workplace entity and entity types](https://servicenow-prod.fluidtopics.net/8jYozB28mp7iPH~UQ7nAZw "Create a business hierarchy based on your organization's businesses. Allocate workplace locations based on the business to which they’re associated with. Configure workplace entity types and workplace entities to create the structure. For example, add entity types such as Business Units, Marketing Units, and associate workplace entities such as ITSM, Facilities, and more under them.")
* [Managing workplace shifts that you own](https://servicenow-prod.fluidtopics.net/6v0s1FGS1lW4tbyw_5uqGQ "Review the workplace shifts that you own in Workplace Core and update the shift details if necessary. You can also monitor the reservations and requests made for the workspaces associated with these shifts.")
* [Managing workplace reservations for employees](https://servicenow-prod.fluidtopics.net/y0FGEkQ5cURihS8P8NmquQ "Reserve available areas or spaces for your employees and review pending reservation requests from employees in Workplace Core so you can verify physical distancing measures when they return to the workplace. Once you make reservations, employees are notified about the locations to which they have access. The Workplace Service Delivery also offers more advanced workplace reservation options in the Workplace Reservation Management application.")
* [Setting and tracking arrivals at the workplace](https://servicenow-prod.fluidtopics.net/pLaW9KrNNJWe1VXu9BjO2A "Workplace managers can set arrival intervals in Workplace Core for different locations at your workplace with defined capacities to facilitate staggered entry of employees into the office. Employees can then choose from the defined arrival slots.")
* [Managing workplace tasks](https://servicenow-prod.fluidtopics.net/o0ipKwkGQvQVPxSaRQmPjg "Using workplace tasks in Workplace Core, workplace managers can monitor workplace activities that are created and scheduled in the workplace for each shift. They can also schedule planned or on-demand maintenance tasks and generate reports to track the progress of these activities.")
* [Workplace knowledge management](https://servicenow-prod.fluidtopics.net/3Ywa~sdI~IOVj6a5f7tLoQ "As a workplace admin, you can create knowledge base articles for employees. In the articles, provide information to your employees about workplace services, such as workplace updates, self-help, troubleshoot, and others.")
* [QR code management](https://servicenow-prod.fluidtopics.net/DpU0JPe7c~j~RHnxQ9630A "Generate and print QR codes for spaces and rooms. Employees can use these codes to make reservation-related actions on the Now Mobile app.")
* [Location migration](https://servicenow-prod.fluidtopics.net/Y5dtJUHyMa7vXSOt7fAmpQ "Learn how to migrate location data from the ServiceNow Locations table to the Workplace Location table to use them in Workplace Service Delivery applications.")  
**Related tasks**   

* [Import your workspaces data from an Excel spreadsheet](https://servicenow-prod.fluidtopics.net/9GrB11olVXlqBzGO_4dWzw "Import your workspaces data from an Excel spreadsheet into the Workplace Core application.")
* [Add a space type configuration](https://servicenow-prod.fluidtopics.net/Q~5e2Qc3fNiSrRANB1Aa1Q "Configure the different types of spaces available in your workplace. You can add spaces based on different space types. The space types enable your employee to identify the different types of spaces that are available on a floor in a Mappedin floor map")
* [Configure a workplace card](https://servicenow-prod.fluidtopics.net/eXRYUVXEw0HFsYctxUqx2w "Create a workplace card to be used in your workplace applications.")
* [Block a workplace location](https://servicenow-prod.fluidtopics.net/vMz1BoHRzPRgB2gXAIxqaw "Block a workplace location for a specific period. The blocked workplace location is unavailable during the specified period for any type of reservation on the Workplace Reservation Management Reservation portal.")
* [Enable favorites option for Workplace Service Portal](https://servicenow-prod.fluidtopics.net/RwU6fSrrYLmPLDQgp7Z3gw "Enable employees to set a workplace location as their favorite while using the Workplace Service Portal. Integrate with Employee Service Center to configure the favorites option.")
* [Create a workplace performer criteria](https://servicenow-prod.fluidtopics.net/0BLOp9_amj0C18xxtbXLPw "Configure the users who are permitted to perform important actions in Workplace Service Delivery. Add approvers to approve workplace cases and reservations that are created through Workplace services.")
* [Assign the workplace user role to employees](https://servicenow-prod.fluidtopics.net/IdwCat1zntTnY0qtKh~Oow "Set rules in Workplace Core to assign the workplace user role to employees and apply conditions accordingly.")
* [Approve employee workplace reservation requests](https://servicenow-prod.fluidtopics.net/Y2BaDMHtTXAP1OdEEOk28Q "Review employee area and space reservation requests in Workplace Core and approve or reject them.")  
**Related reference**   

* [Configuring shifts for your workplace](https://servicenow-prod.fluidtopics.net/KYbZoMXUZmWGwLmBlmVEnw "Configure shifts for your organization in the Workplace Core application so you can efficiently plan and manage your workplace by assigning employees and workspaces to those schedules.")
* [View workplace service usage analytics with User Experience Analytics](https://servicenow-prod.fluidtopics.net/cwWTt6JKUFU4jFbzuNHxFw "The ServiceNow User Experience Analytics provides you with qualitative analytics on how the services provided by the Workplace Service Delivery applications are used by the workplace managers, employees, and other workplace users.")

*[\>]: and then