Manage workplace schedule and in-office presence using Workplace Service Delivery for Mobile

  • Release version: Yokohama
  • Updated July 23, 2025
  • 2 minutes to read
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    Summary of Manage workplace schedule and in-office presence using Workplace Service Delivery for Mobile

    Workplace Service Delivery for Mobile enables employees to efficiently plan and manage their hybrid workplace schedules and in-office presence. Through the mobile app, employees can reserve workspaces for single days or create bulk reservations, specify preferred office locations (including remote or visiting other offices), and coordinate in-office days with collaborators to enhance productivity and collaboration.

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    The platform offers desk suggestions based on employee preferences, past and future reservations, proximity to collaborators, favorite spaces, neighborhoods, and available workplace services. Employees can also view whether a workspace is part of a specific neighborhood and manage their workplace preferences via the Employee Center portal.

    Key Features

    • Workspace Reservation: Employees can reserve spaces via the mobile app before arriving at the office, including options for single or bulk reservations.
    • Personalized Desk Suggestions: The app provides workspace recommendations based on multiple factors such as location preferences (campus, building, floor, neighborhood), favorite spaces, collaborators’ proximity, and reservation history.
    • Configurable Space Suggestions: Administrators can configure the Space Suggestions table to prioritize suggestion types (location, proximity, past/future reservations, services, collaborators) with weighted values that influence ranking of workspace options.
    • Advanced Search Options: If preferred spaces are unavailable, employees can manually search for alternatives using advanced reservation features.
    • Presence Preferences Management: Employees can customize and update their in-office presence preferences and modify existing reservations including location, date, and time.
    • Reservable Module Filtering: The system considers available reservable modules, space types, building filters, and maximum future reservation windows to select optimal workspace locations for employees.

    Practical Benefits for ServiceNow Customers

    • Empowers employees to manage hybrid work schedules flexibly and collaboratively, improving workplace utilization.
    • Increases employee satisfaction by providing personalized workspace recommendations aligned with their preferences and collaboration needs.
    • Enables administrators to fine-tune workspace suggestions and availability settings to optimize office space usage and workforce presence.
    • Facilitates a seamless mobile reservation experience that supports proactive planning and efficient office visits.
    • Supports bulk reservation management, allowing employees to plan multiple in-office days efficiently.
    • Ensures employees have visibility into neighborhood-based workspace groupings, aiding in team collaboration and location preference alignment.

    Employees can plan their hybrid workplace schedule using the Workplace Service Delivery for Mobile. They can reserve a space for a day or make bulk reservations using Workplace.

    Employees can indicate their preferred office location (office, remote, or visiting another office), get desk suggestions based on their location preferences, add workplace services available for a location, add preferred collaborators and match their in-office days with collaborators in-office days to increase productivity and collaborate effectively. While reserving or viewing a space, employees can see if the selected space is part of a neighborhood.

    Note:
    The option to add your workplace preferences and suggestions are also available on the Employee Center portal. Employees are expected to use the Workplace Service Delivery for Mobile app to reserve a space and to view or modify their preferred workplace locations and workplace schedule suggestions. Reserve a workspace using your mobile app before coming to the office. Get desk suggestions based on your preferred location, past and future reservations, proximity (preferred collaborators), favorite spaces, neighborhoods, and standard services.

    When proposing a space to an employee for reservation, the application considers the following employee preferences and Space Suggestions table configurations:

    • Location preferences (campus, building, floor, and neighborhood)
    • Favorite space or spaces set by an employee
    • Past and future reservation data
    • Preferred collaborators
    • Start time and end time (based on building time zone and Reservable module configuration for a location).
    Application also considers the following configurations when fetching your preferred workplace locations:
    • Filter and fetch locations from the Available Reservable Modules:
      • Fetch locations from all Reservable Modules that are marked for workplace experience in the Space types property [ sn_wsd_concierge.suggestions_space_types]. For more information see Properties installed with Workplace Concierge
      • Verifies if it matches one of the allowed space types in the sn_wsd_concierge.suggestions_space_types property.
    • Filter locations by Building: For each Reservable Module, application checks if employee's preferred location exists in the specified building. It retains Reservable Modules that are available in a building.
    • Selects the Best Reservable Module:Looks at all matching Reservable modules and picks the best one based on the following:
      • If a module has no Max days in future Reservable Module property restriction, it is selected.
      • Then, it considers and selects the Reservable Module with the highest value in the Max days in future property configuration.

    Administrators can configure the following to provide better workspace suggestions to employees:

    • Space Suggestions table configuration based on Suggestion types (location, proximity, past and future reservation data, standard services, and collaborators). Each of these Suggestion type is a given a weight value (integer value). While proposing a space to an employee, application takes into account these weight values and accordingly ranks it in the search results based on the priority or weightage given to a Suggestion type. If any of the spaces doesn't fulfill the criteria, the employee is shown the next available preferred space. If a preferred workspace is not available for an employee they are also given the option to manually search for available spaces using the advanced reservation option.

      For more information, see Space suggestion Configuration

    • Employee presence configuration in Workplace Concierge

      For more information, see Set Employee Presence.

    • Properties enabled for Workplace suggestions and preferences.

      For more information, see Properties installed with Workplace Concierge.

    For more information, see Configure a reservable module.