The Zoom Workplace desktop application (Windows and macOS) provides the most full-featured interface for reserving workspaces, including floor map visualization and recurring reservation options.

Step-by-Step: Reserve a Desk

1. Open the Zoom Workplace app on your computer.
2. Click the Workspaces icon in the navigation bar. If it is not visible, click the … More icon and select Workspaces from the list.
3. Next to the Reserve button, select the desired date and time frame for the reservation using the date and time selectors.
4. Select a floor / location from the location dropdown if your organization has multiple floors or buildings.
5. Browse the interactive floor map. Available workspaces appear in green; unavailable workspaces appear in red. 
6. To find workspaces with specific attributes, use the filter icon to select features, such as height adjustable desks, etc. 
7. Click the desired workspace on the floor map to select it.
8. (Optional) Configure additional reservation options (see Reservation Options section below).
9. Click the Reserve button to confirm. A confirmation email will be sent to you automatically.

Step-by-Step: Reserve a Room

Reserving a conference room or meeting space follows the same initial steps as a desk reservation, with these differences:

• Click the + Reserve button and select Reserve a room from the dropdown.
• Conference rooms show capacity and available amenities (display, whiteboard, etc.) in the detail pane.
• The maximum reservation duration for a conference room or classroom space is typically 2 hours (desk spaces allow up to 8 hours — limits are set by your administrator).
• Room suggestions may be offered by the AI-powered suggestion engine based on meeting size, time, and collaborator availability.

The Zoom Web Portal allows you to reserve workspaces from any modern web browser without installing the Zoom desktop application.

Step-by-Step: Reserve via Web Portal

1. Navigate to the Zoom Web Portal at zoom.us and sign in with your credentials.
2. In the left-hand navigation menu, click Workspace Reservation.
3. Select the desired date and time range at the top of the screen.
4. Click + Reserve and choose Reserve a desk or Reserve a room.
5. Use the floor map to locate an available space and click on it to open its detail panel.
6. Set the Reservation date, start time, and end time in the detail panel.
7. (Optional) Set recurrence, filters, or other options as needed.
8. Click Reserve to finalize. A confirmation email will be sent.

The Zoom mobile app (iOS and Android) allows you to make and manage reservations from your smartphone, and is especially useful for checking in when you arrive on-site.

Step-by-Step: Reserve via Mobile App

1. Open the Zoom app on your mobile device and sign in.
2. Tap the … More icon and select Workspaces.
3. The interactive floor map will load. Small circles next to each space indicate availability.
4. Adjust the date and time frame shown at the bottom of the screen.
5. Tap the circle next to the desired space on the floor map.
6. In the panel that appears, tap Reserve.
7. Tap Got It in the confirmation window. A confirmation email will be sent.

QR codes can be printed and placed at desks or rooms, allowing users to check in to existing reservations or make an on-the-spot reservation by scanning with their phone.

Check In Using QR Code (Zoom App Scanner)

1. Open the Zoom mobile app on your device.
2. Tap your profile picture in the top-left corner, then tap the QR code icon in the top-right corner of your profile screen.
3. Point your camera at the QR code posted at the workspace.
4. Zoom will automatically confirm your check-in. If a verification dialog appears, tap Check In to confirm.

Check In Using Native Camera

1. Open your device’s native camera app.
2. Scan the QR code at the workspace. A notification will appear.
3. Tap the notification to be redirected to the Zoom app, which will complete the check-in.

A Zoom Kiosk is a touch-screen device installed in the office lobby or common area that allows walk-up reservations and check-ins without using a personal device.

Step-by-Step: Reserve at a Kiosk

1. Approach the Zoom Kiosk terminal in your office.
2. Sign in using your Zoom credentials or scan your employee badge (if configured by your admin).
3. Tap Reserve a Workspace on the kiosk screen.
4. Select the desired date, time, floor, and space from the interactive floor map.
5. Tap Reserve to confirm.
6. You can also use the Kiosk to check in to an existing reservation by selecting your name from the upcoming reservations list.

When creating or editing a reservation through any method, the following options may be available depending on your organization’s configuration.

Date and Time

• Select any available date using the date picker calendar.
• Set a specific start time and end time for the reservation.
• Adjust using time-range sliders (available in some views) by dragging the shaded area to expand or shift the window.
• Desk reservations typically allow up to 8 hours; room reservations are typically capped at 2 hours (limits are set by your administrator).

Recurrence

If you have a consistent schedule, you can set a reservation to repeat automatically:

• Daily — repeat the reservation every day.
• Weekdays — repeat Monday through Friday only.
• Weekly — repeat on the same day each week.
• Custom — specify particular days of the week or a custom interval.

To set recurrence on the Desktop App or Web Portal: in the reservation detail panel, click or tap the Does not repeat dropdown and choose the desired recurrence pattern before clicking Reserve.

Filtering and Search

Use filters to narrow down available workspaces based on your needs:

• Amenities — filter by features such as monitors, standing desks, whiteboards, or phone availability.
• Location — filter by building, floor, or zone.
• Desk type — filter by assigned desks, hot desks, or collaboration zones.
• Team proximity — find desks near specific colleagues (if enabled by your organization).

AI-Powered Desk Suggestions

Zoom’s AI Companion can suggest desks and dates based on:

• Your past reservation preferences and frequently used spaces.
• Dates when your closest collaborators will also be in the office.
• Meeting capacity requirements and room amenities for scheduled meetings.

To use suggestions: start a new reservation and look for the Suggested spaces or Ask AI section in the reservation panel.

Timeline View

The Timeline View shows a chronological layout of all spaces and reservations on a floor. To use it:

• Switch to Timeline View from the view selector on the floor map screen.
• Click and drag across the desired time block for an available space to instantly create a reservation.
• Hover over existing reservations to see who has reserved adjacent spaces, helping you choose a spot near colleagues.

Viewing Your Reservations

• Desktop App or Mobile App: Click or tap Workspaces, then select My Reservations (top-right corner).
• Web Portal: Navigate to Workspace Reservation in the left menu, then click My Reservations.
• Use the month dropdown to view reservations in future months.

Editing a Reservation

1. Go to My Reservations.
2. Click the … (three dots) button next to the reservation you want to modify.
3. Select Edit Reservation from the dropdown.
4. Update the date, time, or other details as needed.
5. Click Reserve to save your changes. A confirmation email will be sent.

Cancelling a Reservation

You can cancel a reservation from the app or from your confirmation email:

• From the app: Go to My Reservations, click the … button, and select Delete Reservation. Confirm the deletion in the pop-up dialog.
• From confirmation email: Open the original Zoom confirmation email and click the Cancel Reservation link.

Getting Directions to Your Space

• From My Reservations, click the … button and select Get Directions to view a wayfinding map to your reserved desk or room.
• Directions may also include nearby amenities such as restrooms, printers, or emergency exits.

Check-in is required to confirm your presence and hold your reservation. Check-in starting 30 minutes before your reservation start time. If you do not check in within the required window, the space may be automatically released.

Check-In Methods Summary

Checking Out

1. Navigate to Workspace Reservation on the web portal or desktop app.
2. Select your avatar on the location map.
3. Click the Check Out button, then confirm on the check-out screen.