Zoom Workspace Reservations

Summary

How to use Zoom Workspace Reservations to reserve workspaces across Baker campuses.

Body

What are Zoom Workspace Reservations?
Reserve a space using a Computer or Web Browser
Reserve a space using the Zoom App
Check in for Zoom Workspaces
Canceling or modifying a reserved space.
Optional - Enable Calendar Permissions.

What are Zoom Workspace Reservations?

Zoom Workspace Reservations allow you to reserve Conference Rooms, Desks with Docking Stations, and in some locations, private offices. You can filter searches to meet your location and asset requirements. Clicking on a space will show available accommodations (camera, phone, etc.).

Reserve a space using a Computer or Web Browser

 

Visit https://bakercollege.zoom.us using the SSO Login option. If necessary use bakercollege.zoom.us as the Company Domain.

To make a reservation, click on the "Workspace Reservation" option on the left hand of the screen.
The menu on the left side of the zoom interface with an arrow pointing to Workspace Reservations.

Use the top navigational bar to find a location you are interested in. Once you have an area selected, you can see available Desks or Rooms colored in Green.
The workspace Reservation screen with a campus map with an arrow pointing to the top navigation bar and another arrow pointing to a room that is green and available to reserve.

Use the Filter button to only see locations that meet the criteria selected (i.e. only show locations with a docking station).
The workspace Reservation screen with an arrow pointing to 3 lines that acts as a filter drop down that shows Desks, Capacity, and Assets.

Once you select the area you would like to reserve, its color changes to Blue and you will see a detail pane appear. Click "Next" to continue.
The workspace reservation screen after clicking a room to reserve with an arrow pointing to the timeslot to reserve, and a arrow pointing to the next button.

Drag the slider to your desired time slot, or modify the times above to make the time slot bigger or smaller and click "Next".
The workspace Reservation screen after clicking the timeslot with an arrow pointing to the current time slot that is draggable, and another arrow pointing to the next button

A meeting Topic and Meeting Passcode are required. Every reservation will create a Zoom Meeting and calendar event automatically. The passcode you enter can be used for accessing the Zoom Meeting. However, using the Zoom Meeting during your reservation is not required. Click "Reserve" when done.
Note: To have your reservations appear automatically on your personal Calendar, please see Calendar Permissions.
The workspace reservation screen with three arrows pointing to required fields: meeting topic, passcode, and the Reserve button.

Reserve a space using the Zoom App

First time Marketplace setup (Required for the Zoom App only)

From the Zoom Marketplace you can add the Workspace Reservations app to all your computers and mobile devices that have the Zoom app.

This process can vary depending on if you are using a computer or phone. 

  • Find "Apps" on the Zoom App.
  • Search for Workspace Reservation and click "Add".
  • User Company Domain bakercollege.zoom.us and allow permissions.
  • The "Apps" feature on Zoom will now allow you to reserve workspaces.
     
  • Alternatively, you can visit https://marketplace.zoom.us/ 
    Sign in with SSO, using the Company Domain bakercollege.zoom.us
    Search for "Workspace Reservations" and click Add.

    Both methods will enable Workspace Reservation on all of your devices.

Once added from Zoom Marketplace above, Workspace Reservations will also show on your PC or Mobile devices Zoom App:

Computer Zoom App

The zoom app with an arrow pointing to the Apps button at the top of the screen.

Phone Zoom App

A mobile phone screenshot with the zoom app open, with an arrow pointing to the 3 dots more button.
The zoom app after clicking Apps at the top, with an arrow pointing to the Workspace Reservation Apps A mobile phone screenshot with the zoom app open, with an arrow pointing to the workspace reservation button.
The workspace reservation app with two arrows showing where to pick a floor, and where to filter additional options. A mobile phone screenshot with the zoom app open, with an arrow pointing to the drop down menu to select a campus or floor.


Check in for Workspace Reservation

Some Zoom Workspace Reservations will now require that you "Check in" to your workspace within 30 minutes of the Reservation Start time. If a Check in is not performed by you within 30 minutes of the scheduled reservation start time, the reservation will automatically be cancelled.
 

After reserving a space, you can Check in to your workspace using multiple methods:

  • Using the Zoom email sent to you at the reservation start time. (Within 30 minutes).
  • Using the Zoom Application on your phone or computer (30 minutes before the reservation start time through 30 minutes after).
  • If available, using the QR code posted at the space. (30 minutes before the reservation start time through 30 minutes after).
  • You may also "Check out" of your workspace to make it available early.
  • Check in will be disabled on select rooms (For example:conference rooms).
  • See example screenshots below:
Reservation notice: Desktop Zoom App Mobile
A screenshot showing the checkin requirements on the Zoom App. screenshot of an arrow pointing to the Check In button on the Zoom PC App. A screenshot of a the Check in button on the Zoom phone App.

 

Email Notification 1 Email Notification 2
A screenshot of a auto-generated Zoom Check in Reminder email.
 		 A screenshot of an auto generated Zoom reservation cancellation notice.

 

Canceling or modifying a reserved space.

To cancel a reserved space find the "Reservations" buton from any Zoom Application.


From the mobile Zoom App you can find that button here:


Delete, or make adjustments to your reservations by clicking Edit Reservation. 



 

Optional - Enable Calendar Permissions.

While not required, your reserved spaces can automatically be added to your Calendar (Note: you must grant permission to Zoom first). To enable this feature, visit https://bakercollege.zoom.us/ and click Profile.
The menu on the left side of Zoom on a computer with an arrow pointing to the Profile button.

Scroll down to the bottom of the screen to access "Configure Calendar and Contacts Service".An arrow points to the button that says Configure Calendar and Contacts Service within the first page of the Zoom Profile area

Choose the Google option.
An arrow points to Google indicating this is the option that needs selected out of Google, Exchange, and Office365.

Permissions should be set to Read and Write for the calendar and Contacts. 
An arrow points to the permissions area showing that they should be Read and Write for Calendar only, and not for the contacts section.

Log in if necessary, and verify that it is Zoom you are giving access to. Select all checkboxes displayed, and click Continue.


Details

Details

Article ID: 151614
Created
Thu 9/29/22 10:35 AM
Modified
Thu 5/2/24 8:30 AM

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