How to set up desk booking

To set up desk booking for a team in Microsoft Teams, use Microsoft Places and Teams bookable desks.

1. Review prerequisites.
   • Access to the Microsoft Teams Pro Management portal is required.
   • Users need the new Microsoft Teams desktop app on Windows or Mac.
   • Users need the Bookable desks app in Teams. Check in Teams desktop client under Settings > App permissions.
   • Configure buildings and floors first, and enable Places Finder.
2. Create the desk resources.
   • Microsoft recommends individual desks over desk pools for a better user experience, more detailed analytics, and more management capabilities.
   • In Exchange, desk pools are created as workspaces and individual desks as desk resources.
   • After creating the account, allow 24 to 48 hours for it to appear in Outlook, Teams, and Teams Rooms Pro Management Portal.
3. Create desks in Microsoft Places.
   • Desks must be created under a section, which belongs to a floor in a building.
   • Use PowerShell to identify the target building and floor with Get-PlaceV3, create a section with New-Place, and then create the desk.
   Example:

      Connect-MicrosoftPlaces
      
      $building = Get-PlaceV3 -Type Building | Where-Object DisplayName -eq "NYC Times Square"
      $floor = Get-PlaceV3 -AncestorId $building.PlaceId | Where-Object DisplayName -eq "1"
      
      $section = New-Place -Name 'Section1' -Type Section -ParentId 'someFloorId'
      
      New-Place -Name 'Reservable Desk101' -Type Desk -ParentId $section.PlaceId -Mode @{Name='Reservable'}
   

   • To make a desk bookable, set its mode to Reservable or Drop-In.
   • A mailbox is created automatically if one is not provided.
4. Optionally add desk metadata and booking policies.
   • Add capabilities such as tags or accessibility info with Set-PlaceV3.
   • Apply booking policies with Exchange PowerShell Set-CalendarProcessing.
   Example:

      Connect-ExchangeOnline
      Set-CalendarProcessing <desk_mailbox_alias> -BookInPolicy <BookableGroupDL>
   

5. Link peripherals to desks.
   • This is recommended so users can reserve desks automatically when they plug in, and so utilization insights can be generated.
   • Devices can also be associated manually in the Pro Management portal under Planning > Inventory > Devices. Select a device marked Needs action, then choose Add device to a room or desk.
6. Enable optional automatic work location updates.
   • Enable the automatic work location update policy.
   • Users can then opt in in Teams desktop under Settings > Privacy > Manage my work location.
   • When enabled, connecting to a bookable desk can update the user’s work location to In the office or to a specific building.
7. Test the experience.
   • Wait 24 hours after associating the desk and device.
   • Sign in to Teams on a Windows or Mac laptop and plug into the associated peripheral.
   • If the desk is available, a reservation should appear in the calendar and an activity feed notification should confirm the desk is reserved.

For end users, desks can then be reserved in advance from:

• Teams: Calendar > New > Desk
• Outlook: New event > Desk
• Places: Help me find a desk

If an individual desk does not appear in Teams Rooms Pro Management Portal, verify the desk booking setup was completed and that enableBuildings is enabled for the tenant.

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