Create a reservation waitlist

Yokohama Employee Service Management

Release

yokohama

ft:locale

en-US

ft:publication_title

Yokohama Employee Service Management

ft:clusterId

emplsm

bundleId

emplsm

workflow

Employee

Create a reservation waitlist

Release version: Yokohama

Updated June 9, 2026

5 minutes to read

When all spaces in a location are fully booked, and when employees are unable to find a space, they can join a reservation waitlist queue.

Before you begin

Employees can join a waitlist when no spaces are available for reservation. When a space is freed up or is available, application assigns the space to an employee in the waitlist. The space allocation is done on the basis of weight (priority), created date (start time when the reservation record was created), and alphabetical order. Email and push notifications are sent when a waitlist is Queued, Confirmed, Canceled, or Expired.

Make sure you have installed and configured the following:

Workplace Reservation Management
Workplace Core
Workplace Central
The Enable waitlist and Enable browse by neighborhood Reservable Module configuration options are enabled by your workplace administrator. For more information, see Configure Workplace Reservation Management portal.

Role required: sn_wsd_core.workplace_user

About this task

You can directly join a waitlist by submitting a reservation waitlist request on the Employee Center portal. When employees join a waitlist, they are added to the waitlist queue. When a Queued space is freed up and is available, a space is assigned for reservation. Status of the waitlist record changes from Queued to Confirmed.

Procedure

Create a reservation and if no spaces are available for your preferred location and selected date and time, join a waitlist.
Join a waitlist by navigating to All > Self-service > Employee Center.
Select Help Center > Workplace Services > Reservation Waitlist.
You can also navigate to the Reservation Waitlist record form by searching for Reservation Waitlist or waitlist in the search box.

The Reservation Waitlist form opens.

Fill in the form fields:

Table 1. Reservation Waitlist form
Field	Description
Requested for	Automatically updated with the logged in username.
Reservable type	Option to enter a Reservable Module type configuration. For example, Desks, Meeting rooms and so on. Note: Shift-based Reservable Module configurations aren't supported for waitlisting a space. The Enable waitlist check box option in the Reservable Module configuration should be selected by your workplace administrator for you to create reservation waitlist. The Reservable Module configuration selected is shown for selection here. For more information, see Configure a reservable module.
Building	Select a building location where you want to create a reservation waitlist. Note: Buildings added to the Reservable Table configuration are shown for selection. If you have updated the Workplace Locations in Reservable Table configuration, the Workplace Locations are prioritized over Buildings updated in the Reservable Table Configuration. For example, if you configure any buildings (AMSB1 or CALB1) in Workplace Locations, these locations get prioritized over the Buildings added in the Reservable Table Configuration. For more information, see Configure a reservable module.
Neighborhood	Option to select a Neighborhood. Note: Neighborhoods assigned to a selected building and to which an employee has access to are only shown for selection. The Enable browse by Neighborhood check box option should be enabled by your administrators in the Reservable Module Configuration. Only then Neighborhoods are displayed for selection. For more information, see Configure a reservable module
Floor	Select a floor in a building. Note: If you have selected a neighborhood, the floors in a neighborhood are shown for selection.
Start Time	Option to select a start time for your reservation waitlist. Note: Start time for a reservation should not be in the past. Start time value is dependent on the Max days in future Reservable Module configuration value. Time is shown in the selected Building time zone. For more information, see Configure a reservable module
End Time	Select an end time for your waitlist. Note: End time must be after start time. End time shouldn't be in the past.

Review the waitlist request form and confirm that the details are correct.
Select Submit.

A message is displayed "You have been added to the waitlist. We will notify you when the space is available."

An email notification and push notification is sent to the employee when they are added to a waitlist.

To view the notifications, navigate to All > System Logs > Emails. Filter and search by waitlist. Select Preview Email from Related links to open the email notification.

Note:
If a space is available for a preferred location, date, and time, the waitlist reservation request is immediately fulfilled and a space is assigned for reservation. In this case, the waitlist record is not queued as the request is fulfilled immediately.
The Waitlist Summary page opens when you submit a waitlist request.
1. The waitlist record status is shown as Queued.
2. Review the Waitlist number, location, and time details (start and end time, duration, and time zone details).
3. Select Quick Actions > Cancel Request.
  You can cancel a waitlist request if you don't want to join a waitlist. Workplace Reservation Event Planners can also cancel a waitlist record.
Navigate to Help Center > Workplace Services > Open my reservation list.
My Reservations page opens.
Select the Waitlist tab option on My reservations page.
Reservation waitlist status is shown as Confirmed, Queued, Canceled, or Expired.
- Confirmed: Confirmed waitlist records can't be canceled. You can only view details or view reservation for a confirmed waitlist. Select the more options icon () to View Details or View Reservation.
- Queued: Queued waitlist records can be canceled and you can view the waitlist details. Select the more options icon (.)
  Select Cancel waitlist to cancel a waitlist record.
  Select View details to review the Waitlist Summary detail.
- Canceled: You can only view details for a canceled waitlist record. Select the more options icon () to View Details for a waitlist record.
- Expired: Expired waitlist records aren't shown on the My Reservation Waitlist page.
Workplace reservation event planners can prioritize a waitlist that is queued. They can increase the weight of a Queued waitlist record to move it up in the queue for faster space assignment. They can update the weight of a waitlist record to prioritize it in the queue. They can also assign a space on behalf of others for waitlisting a space. For more information, see Manage reservation waitlist records.
To view all waitlist records, navigate to All > Workplace Reservations Management > Reservations Overview > My Waiting list.
The Reservations Waiting Lists (sn_wsd_rsv_waitlist_list) table opens.
Email and push notifications are sent to users for every waitlist record status change.

When your waitlist is Queued, you get notified. When it gets canceled, you are notified. When it expires, you get a notification. For every state change, you get a notification.

Note:
When the employee has an waitlist for the same module, date, and overlapping time, the waitlist record is created and the employee is informed. Resolving a waitlist item, will not complete any other overlapping items. These remain in the queue until these are cancelled, confirmed, or expired.