Reserve workplace items › Workplace Reservation Management › Workplace Service Delivery › Employee Service Management

Release: Australia · Updated: 2026-03-12 · Official documentation · View source

Create a reservation including a virtual meeting link

Enable employees who are located outside the office to join a reservation by using a virtual meeting link. A virtual meeting link is created for an employee selected in "On behalf of".

Before you begin

Note: You can create a virtual meeting link only if your administrator has enabled the virtual meeting configuration. For more information, see Configure a reservable purpose and Create a reservation.

Role required: sn_wsd_core.workplace_user

Procedure

Navigate to the Make a Reservation page from any of the following starting points.

Location Steps

From application navigator Navigate to Workplace Reservation Management > Portal > New Reservation.

Employee Center

Navigate to the Employee Center (All > Self-service > Employee Center)). On the home page, navigate to Workplace > Browse all Workplace and select the workplace service.
Open the reservation portal and do one of the following:
Click Reservations > Make a reservation.
On the homepage, select Make a reservation directly.
From the Workplace services catalog, select New general reservation. 1. Select Catalog > Browse by categories > Workplace Services Catalog.

Note: If there are multiple catalogs configured on the portal, go to the Catalogs list and select Workplace Services Catalog.

    2.  Select **Reservation Management** &gt; **New general reservation**.

The Make a Reservation page opens in a new tab.

Select the type of workplace item that you want to reserve.

The types are displayed as tabs, such as a meeting room or desk.
Select Browse all.

The Browse all reservable path is selected by default.
1. Search for a workplace item that you want to reserve using the following available criteria.
Click Search.

The workplace items which match the search criteria and which are available for reservation are displayed.

Note: While browsing near a person, if there are any private spaces, then they are not displayed in the search result.

Note: You can switch between the Card view tab and Schedule view tab to review the availability of workplace items. If your company uploads floor maps, view the maps using Mappedin or Indoor Mapping. For more information on how to use floor maps, refer to Workplace Space Mapping.
Sort the workplace items in alphabetical order or by using a filter with the Show filter option.

You can also sort the workplace items to display your favorite locations first. To view the option, you must have access to the Employee Center and also have favorite locations. Your favorite locations are displayed first in an alphabetical order followed by the other locations that match the search criteria.

Note: You cannot sort workplace items in alphabetical order or by your favorite locations if you are browsing spaces near a person. The spaces near a person are searched based on proximity.
Select the workplace item that you want to reserve using any of the following options:
- Click Add.
- In the Schedule view tab, click Add.
- In the Map view, select any space that is colored green and then select Add.
- Select Next.
On the form, fill in the fields.

Field	Description
Reservation subject	Subject of your meeting.
Make subject private	Option to make reservation subject as private.
Make subject private	Option to mark the reservation as private and to hide the reservation subject.
Add a virtual meeting link	Option to generate a virtual meeting link so that remote employees can join the reservation.Note: If a virtual link is not created successfully, the reservation details page doesn't display a meeting link and this option is cleared in the reservation record. To generate a meeting link again, select this option and submit the record. If you add a meeting link for Microsoft Teams, the application retrieves meeting details while synchronizing the event with a calendar provider.
This reservation is for	If you are requesting a reservation on someone else's behalf, select the name of that person. Leave the field empty if you are requesting a reservation for yourself.
Add invitees to this reservation section	Note: This section appears only if your administrator has enabled the configuration to invite attendees to this workplace location.
Invite coworkers	Select the employees whom you want to invite to the reservation.
Invite external visitor	Option to invite an external visitor.Note: This option appears only if you have the Workplace Visitor Management application installed. If you have already registered the visitor before, do the following: Select Previous visitor. In the Select a prior visitor field, select the visitor. You can also preview the visitor details and modify if required. The details are updated automatically in all the visitor-related records and registration records. If you are registering the visitor for the first time, do the following: Select Add new visitor. Select the Visitor type. If the visitor is a special guest, enable VIP. Enter the First name of the visitor. Enter the Last name of the visitor. Specify the Email Address of the visitor to send registration details and communications. Enter the Phone number of the visitor. Enter the Organization details of the visitor. Enter the Title of the visitor. In the Private notes section, specify any private information. In the Visitor preferences and Notification preferences fields, select the visitor's preferences. Click Save and add to add the visitor.
Add extra services	Extra services available with the reservation.

Click Submit reservation.

Result

The reservation is created with a virtual meeting link. If you have invited attendees to the reservation, the meeting link is provided to them along with the reservation details.

To view the reservation recording, go to Reservation summary of the reservation and select Additional details. If passcode is configured for virtual meeting provider, then, in the Additional details, you can also view the relevant passcode. Only the organizer and the user specified in the This reservation is for field can view the passcode.

Zoom: If a Zoom meeting link is added, the link appears in the Location field of the email containing the meeting invite.
Microsoft Teams: When a reservation is created with a virtual meeting link, the application retrieves the meeting link and the joining-related details. When this reservation is synchronized with Microsoft Outlook calendar, the meeting link and the joining-related details are added to the body of the calendar event. Similarly, when a reservation is created in the Microsoft Outlook calendar using the Teams meeting toggle button, the meeting link is retrieved and saved as a virtual meeting link.

Note: As the meeting link appears in the body of the email, in any case, if you want to update or change the meeting details, you must do it only using the Workplace Reservation Management. Because when a reservation synchronization is performed, the details (in this case, the meeting link and details) are synchronized only in one way, that is, from Workplace Reservation Management to the calendar provider(in this case Microsoft Teams). If you already made any changes to the meeting details or the notes from the calendar provider, it is overwritten by Workplace Reservation Management when a synchronization is performed.
Any other virtual meeting providers: The meeting link is added in the Location field of the email containing the meeting invite.

Parent Topic:Reserve workplace items

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