Microsoft is rolling out new desk reservation capabilities for Microsoft Places. These updates are part of the unified desk booking experience, which is currently being rolled out.
The new desk reservation capabilities include:
- Partial-day and multi-day desk reservations
- Automatic release of unclaimed desks
- Desk booking delegation
- Option to reserve nearby desks for coworkers (user-controlled)
- Interactive floor maps
All listed capabilities require a Teams Premium license and the Places Enhanced service plan for users who want to access them.
Content
Timeline
The rollout should be completed by the end of September 2025.
These new capabilities are part of the unified desk booking experience.
New desk reservation capabilities
Partial-day and multi-day desk reservations
Users can now reserve desks for only a few hours instead of the entire day. Additionally, reservations can cover multiple days in a single step, eliminating the need to book each day separately.
Note:
The unified desk booking experience still lacks support for certain regional settings, such as week-start configurations.
Automatic release of unclaimed desks
If users reserve a desk but do not check in, the Places admin can configure the desk to be automatically released after a defined period. Auto-release is supported only for desks in Reservable mode.
Users must check in if auto-release is enabled for a desk. Administrators can also enable auto check-in for supported desks.
Configuration can be done via the Places Management Portal or with Exchange Online PowerShell using the Set-CalendarProcessing cmdlet.
How to manually check in?
- Places web app, Places Teams app, or Outlook
Perform a building check-in (counts as a desk check-in).
- Teams
Change your current work location to the building to trigger an automatic check-in.
- By Email
Microsoft Places sends an email reminder before auto-release, allowing users to check in via email. If no check-in is performed the reservation is automatically declined and the desk is released.
Desk booking delegation
Users can now reserve desks for others. Microsoft highlights this capability for executive assistants, but it works for any account with proper rights.
Desk booking delegation relies on the existing Outlook calendar delegation model. A user must grant delegate permissions on their calendar before someone else can book on their behalf.
After delegation is set up, the delegated user can switch calendars during desk booking and make reservations on behalf of the other person. The process is otherwise identical to booking for yourself.
Important:
The target user also needs a Teams Premium license to use a desk reservation.
Ability to reserve nearby desks
With a Teams Premium license, users receive desk suggestions based on their defined coworkers in Microsoft Places. Suggestions appear only if coworkers share their work location.
Additionally, Places can suggest alternatives if a preferred desk is already booked, and users can search for any colleague, not just coworkers.
Interactive floor maps
The unified booking experience supports interactive floor maps (if uploaded and configured).
Organizations without maps can still use the booking flow, but uploading floor plans is recommended for the best experience.
I’m currently setting up a demo floor plan in my own configuration — thanks to a friend who kindly shared some sample maps with me.
