The Flex Office settings page is the starting point for configuring the module: attendance profiles, general settings, locations, visitors, imports and the equipment catalogue.
Before you start #
- The page opens with access to the Flex Office module and the permission for at least one of its tiles, from Settings › Flex Office.
- Each tile only exists if you have the permission for its screen. Without this permission, the tile is not shown.
- The Imports tile only appears if you can import at least one type of object, that is, if you have the permission to configure at least one of these objects at the Execute level.
- The Equipment tile only appears with the permission to manage floor plans.
Permissions in the role matrix #
- “Flex Office module — Access”: entry to the module, required for the page.
- Integrations tile: one of the permissions “API tokens — View”, “Webhooks — View”, “Application store connectors (OAuth connect / disconnect)” or “Calendar integrations — company settings (what is pushed, OAuth app)”.
- “Notifications — company defaults and locks”: Notifications tile.
- “Manage attendance profiles, their rules and assigned employees”: Profiles tile.
- “Flex Office general settings”: General settings and Visitors & Externals tiles.
- “Configure work locations (sites, offices, floors, zones)”: Booking locations tile.
- “Manage floor plans and zone placement”: Equipment tile.
- Imports tile: at the Execute level, one of the permissions to configure work locations, floor plans, meeting rooms, car parks, attendance profiles or catering.
What this page is for #
It shows one tile per configuration screen. Each tile opens its screen with Configure:
- Profiles: attendance profiles and their rules, including the remote-work policy (quotas, forbidden or mandatory days, approvals). See Attendance profiles.
- General settings: past and future entries, working and non-working days, approvals, reminders, week template. See General settings.
- Booking locations: the configuration of locations for Flex Office (zones, floors, plans and desks, car parks, catering, meeting rooms, closures and events, check-in). See Locations and floor plans.
- Integrations: the public API and its keys, webhooks, Slack, Teams and calendars: their status for Flex Office. See Integrations.
- Notifications: what employees receive by default for Flex Office notices, channel by channel, and what they cannot change. See Notifications.
- Visitors & Externals: inviting visitors, the temporary badge, the required fields. See Visitors.
- Imports: CSV file import of zones, desks, meeting rooms, parking spots, profile members and rules, restaurants, services and menus. See Imports.
- Equipment: “The company-wide catalogue: screens, docking stations, adjustable desks… carried by the desks.” It is also used for meeting rooms. See Locations and floor plans.
Step by step #
- Open Settings, then Flex Office. The Flex Office settings page is shown.
- Click Configure in the tile you want.
- In each screen, the back button returns to this page.
Good to know #
- The module’s permissions are set in the same place as all permissions: Settings › Manage Employees › Employee Roles. The module has no roles page of its own.
- The remote-work policy no longer has a separate page: its quotas, forbidden or mandatory days and approvals are rules of the attendance profiles, applied by the server.
- The module’s emails (bookings, parking, meals, week template, site, meeting rooms, visits, reminders) are set in Settings › Manage Illizeo › Emails, “Workplace” category. See Notifications.
- Before general opening (go-live). Until the module is open to everyone in your workspace, only administrators have access to it.
- Log. Configuration changes (locations, zones, floors, plans, desks, equipment, meeting rooms, check-in QR codes, car parks, restaurants, menus, settings, profiles and rules) and actions that affect other people (closures, events, spot and desk assignments, profile members, reminder exclusions) are recorded in the application log, under the “Flex Office” module.
