Managing workplace locations

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Managing workplace locations

    The Workplace Space Management application extends the core space administration capabilities by enabling detailed configuration and management of workplace locations such as buildings, floors, areas, rooms, and spaces. It supports creating and maintaining records for these workplace locations and offers enhanced functionality for space measurement, allocation, usability, and status management within ServiceNow.

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    Key Features

    • Space Management View: Access detailed workplace location forms to specify measurement details including size and units, and for buildings, floors, and areas, define total and usable sizes to support infrastructure and maintenance planning.
    • Allocation Management: Assign cost centers, departments, or workplace entities to locations to track usage and workplace activities. Supports automatic push down of allocations from parent to child locations with configurable replacement options and progress tracking.
    • Space Usability and Configuration: Mark space types as usable or not to include or exclude them from reservation activities and usable size calculations. Configure workspaces/desks as flexible (reservable) or permanent (non-reservable) to control availability on the Reservation portal.
    • Anomaly Detection: Identify and view discrepancies between workplace profile assignments and location allocations to resolve workplace profile anomalies.
    • Hierarchical Location Creation: Create and manage campus, building, floor, area, room, and space records with relevant details such as region, site, time zone, size, and allocation.
    • Status Management: Change workplace location status (Active, Future, Temporary, Retired) to control their availability for workplace activities.
    • BOMA Classification: Define and map space types to BOMA standards for standardized space classification.
    • Space Recommender Rules: Create rules to assist users in obtaining optimal space allocation recommendations via the Workplace Service Portal, leveraging the Workplace Central plugin.
    • View and Tracking Configurations: Configure scenario planner or building overview views and track allocation changes using the Space Allocation Type Change Tracker table.

    Key Outcomes

    • Efficient management of workplace location data with precise measurement and allocation details improves space utilization and planning.
    • Automated allocation push down and anomaly detection streamline administrative workflows and ensure data consistency across locations.
    • Flexible configuration of space usability and reservation availability enhances workplace experience by matching spaces to user needs.
    • Integration with Workplace Service Portal enables users to request and receive tailored space allocation recommendations, facilitating better space management decisions.
    • Tracking allocation changes and configuring views supports proactive space planning and operational oversight.

    Apart from the space administration features provided by Workplace Core, the Workplace Space Management application enables you to configure exclusive space-related settings.

    To create workplace location records for buildings, floors, areas, and spaces you can use Workplace Core or Workplace Space Management. To add a workplace records using Workplace Core, see Create records for your workplace data.

    Workplace Space Management provides more options for workplace-related functionality to the workplace location records. You can use the Workplace Space Management application to view the workplace location forms in the Space Management view.

    The following features are available in the Space Management view on the workplace location form:
    Measurement details
    Specify the measurement details of the workplace location such as the location size and the unit of measurement. For buildings, floors, and areas, you can also specify the total size and the usable size to plan infrastructure and other maintenance activities. For more information, see Compute CAD file properties to extract space or room surface area.
    Allocation
    Allocate or assign a cost center, department, or a workplace entity to workplace locations to track locations and perform workplace-related activities.
    Push down the allocation to child locations
    Automatically assign the allocation type of the parent location to the child locations. Specify how you want to implement the push down functionality in the Push down field. You can track the progress of the push down process in the Push down state field.
    The push down functionality depends on the following conditions:
    • If the child location has an existing allocation, the child location's allocation is either replaced or not replaced based on the Push down option specified in the parent location.
    • The accessibility of the spaces assigned with an allocation depends on whether the user workplace profile configuration and the Space type configuration match. For more information, see Allocation - types, setting, and impact.
    Space usability
    Specify whether a space type is usable. If a space type is usable, the spaces assigned to that space type are included in reservation-related activities and the usable size calculation of the parent location. If a space type isn’t set as usable, then the spaces assigned to that type aren’t included in reservation-related activities or the usable size calculation of the parent location.
    Flexible or permanent spaces
    Configure a space as a flexible or a permanent space. This feature is applicable only to spaces of the space type Workspace/desk. If you configure a space as flexible, then the space is available for reservation on the Reservation portal. If you configure a space as permanent, then the spaces ares not available for reservation on the Reservation portal.
    View anomalies caused in a workplace profile
    You can view the reason for anomalies in a workplace profile. Anomalies in workplace profiles are caused by a mismatch in the cost center, department, or assignment type between the user and the workplace location. For more information, see Workplace location assignment anomaly types.