SOM Facilities and Space Planning

Growing with the School of Medicine

Zoom Workspace Scheduler Q&A

Zoom Q&A

  • How To Manage Workspace Reservations on the Zoom Web Portal

    Reserve A Workspace

    1. Sign in to the Zoom web portal.
    2. In the navigation menu, click Workspace Reservation.
    3. At the top of the page, click the boxes to select the following information:
      • Select the date that you want to reserve a desk.
      • Select the timeframe that you want to reserve a desk.
      • Click the dropdown menu and select the floor where you want to reserve a desk.
      • Click the dropdown menu and select the contacts you want to display on the floor map.
      • (Optional) Use desk recommendation .
      • (Optional) Click the filter icon  to filter by Rooms, Desks, or Assets.
        Under Rooms, you can also filter by Capacity by entering a capacity range.
      • (Optional) Use the search bar to search for a specific user or workspace name.
    4. After you enter your workspace criteria, view the floor map for desk recommendations.
      You will see labels on the map that point out recommended desks, based on your search criteria (i.e., a desk by a starred contact or frequent collaborator).
    5. Click the desk that you want to reserve.
      A panel will appear with the workspace's information.
    6. (Optional) In the workspace's panel, select the following information:
      • To the right of Reserve for, click the dropdown arrow  to select who you want to make the reservation for.
      • To the right of Reserve Date & Time, click the forward arrow  to choose the date and/or time range of your reservation.
    7. (Optional) If a desk you want to book is busy, click the desk and select View Availability to continue to view and select an available time.
    8. Click Reserve.
      If the workspace has a questionnaire, complete the questionnaire, then click Submit and Reserve.
    The workspace will be reserved for you.
  • Reserve A Room on the Zoom Web Portal

    Reserve a room

    1. Sign in to the Zoom web portal.
    2. In the navigation menu, click Workspace Reservation.
    3. At the top of the page, click the boxes to select the following information:
      • Select the date that you want to reserve a room.
      • Select the timeframe that you want to reserve a room.
      • Click the dropdown menu and select the floor where you want to reserve a room.
      • (Optional) Click the dropdown menu and select the contacts you want to display on the floor map.
      • (Optional) Click the filter icon to filter by Rooms, Desks, or Assets.
        Under Rooms, you can also filter by Capacity by entering a capacity range.
      • (Optional) Use the search bar to search for a specific user or workspace name.
    4. After you enter your workspace criteria, view the floor map for room recommendations.
      You will see labels on the map that point out recommended rooms, based on your search criteria (i.e., a room by a starred contact or frequent collaborator).
    5. Click the room that you want to reserve.
      A panel will appear with the room's information.
    6. (Optional) In the room's panel, select the following information:
       
      • To the right of Reserve for, click the dropdown arrow to select who you want to make the reservation for.
      • To the right of Reserve Date & Time, click the forward arrow to choose the date and/or time range of your reservation.
    7. Click Next.
    8. Edit the following room reservation details:
      • To the right of Meeting Type, click the dropdown arrow to select the following options for your room reservation:
        • New Zoom Meeting: Create a new meeting for your room reservation by editing the following information.
          • Enter the name of your meeting.
          • Participants: Enter the participants' email addresses or names that you want to invite. To remove participants' names, click the X by their names.
          • Select Meeting Host: Select from the following options:
            Note: These selections will affect the Security settings. Selecting yourself will load your meeting settings. Selecting the person you are booking for will load their meeting settings.
             
            • Myself
            • If you are booking the room for someone else, their name will appear as an option.
          • Security: Select the following security options:
            • Require Meeting Passcode: Click the Require Meeting Passcode toggle to enable or disable it. If enabled, enter a meeting passcode. 
            • Waiting Room: Click the Waiting Room toggle to enable or disable it.
          • Encryption: Select if you want Enhanced or End-to-end encryption.
        • Existing Zoom Meeting: After you select the Existing Meeting option, select an existing Zoom meeting to the room reservation from the dropdown menu. Your existing meeting details and participants will appear in the room's panel after you make the reservation.
        • No Video Conferencing: Reserve a room with no meeting. 
          • Enter the name of your meeting.
          • (Optional) Add participants by entering their names or email addresses. To remove participants' names, click the X by their names.
    9. Click Reserve.
      If the room has a questionnaire, complete the questionnaire, then click Submit and Reserve.
    The room will be reserved for you.
    Notes:
    • If a room you want to book is busy, click the room and select View Availability to continue to view and select an available time.
    • When creating a workspace reservation for a Zoom Room that includes a new Zoom meeting, a meeting passcode will be automatically generated. You can also edit the meeting passcode.
    • The maximum number of days user can book in advance is 90 days.
  • View, Edit, or Delete Upcoming Reservations on the Zoom Web Portal
    1. Sign in to the Zoom web portal.
    2. In the navigation menu, click Workspace Reservation.
    3. In the top right corner, click My Reservations.
      A My Reservations panel will appear, displaying your upcoming reservations.
    4. (Optional) To the right of View, click the dropdown menu to select an upcoming date range for your reservations.
    5. Hover your mouse over a reservation, then click the ellipses and select an action:
       
      • Edit Reservation: Edit the details of your reservation, then click Reserve to save changes.
      • Edit Questionnaire: Update your answers in the workspace questionnaire.
      • Delete Reservation: Delete your reservation. After you click Remove, a confirmation window will appear. In the confirmation window, click Remove.