Update for Workspace Reservation

New or enhanced feature

Admin features

Add notes to workspace cards

• Administrators can add or edit notes on workspace cards to provide contextual information about workspaces and rooms. Users and administrators can view these notes when selecting workspaces, including details such as equipment, conditions, or usage reminders. Text and hyperlinks are supported, with character limits applied for consistency.

Account-level busy and free status defaults with admin lock controls

• Account owners and administrators can define default busy or free statuses for workspace and meeting room bookings at the organization level. These defaults can be locked so users cannot change them.

General features

New floor map status color for occupied but unreserved rooms (Optional)

• Admins can now choose to display an orange status indicator for rooms that are occupied without a reservation on floor maps. Room occupancy is determined by sensor data and is shown separately from booked rooms (red) and available rooms (green). The Workspace timeline view includes the length of time a room has been occupied and occupant details when available.

Drag-and-drop functionality for reservations and rooms in timeline view

• In the Zoom Workspace Reservation timeline view, administrators and users can adjust reservations by dragging them to different time slots and by reordering rooms. Administrators can modify any reservation, and users can modify their own reservations when permitted. Visual indicators appear during drag actions to show conflicts or unsupported changes.

Default booking time snaps to next 15-minute interval

• Reservations will automatically default to the next available 15-minute interval to maintain consistent behavior across devices and avoiding differences in start times on mobile and desktop.

AI Companion (AIC) proactive room recommendations

• AI Companion (AIC) can provide proactive room suggestions based on participant count, meeting size, and workspace locations. AIC can send a one-time notification after event creation to the host when recommended rooms are available for various situations such as meeting without a reserved room, when the resered room no longer meets the meeting requirements, or if a larger room is available to replace multiple smaller rooms. Hosts can accept recommednations with a single action to reserve or change rooms. Account owners and admins can enable or disable AIC recommendations in the admin settings.