---
title: Flex Office calendar
description: Declare where you work, book an office or a desk with a parking spot and a meal, view the plan of the day and check in on arrival.
url: "http://illizeo.com/en/centre-aide/flex-office-calendar/"
updated: "2026-11-05"
category: FlexOffice
---

# Flex Office calendar

The calendar is the entry point to the Flex Office module. You use it to declare where you work each day and to see where your colleagues are; you can book a parking spot and a meal at the same time, choose your desk on the plan of the day and, on a site that requires it, check in on arrival.

## Before you start

The calendar is open to anyone with access to the Flex Office module. Without this permission, the module does not appear in your menu.

- **Booking** (opening an empty cell, editing, duplicating, deleting, choosing a desk on the plan) and **checking in on arrival** also require the permission to book a workspace at the Execute level. Without it, you can view the calendar, but empty cells do not open.
- The **Parking**, **Restaurant**, **Reception** and **Reminders** buttons only appear with their respective permissions. See the [Parking](https://illizeo.com/en/centre-aide/flex-office-car-parks/), [Meals](https://illizeo.com/en/centre-aide/flex-office-meals/), [Visitors](https://illizeo.com/en/centre-aide/flex-office-visitors/) and [Reminders](https://illizeo.com/en/centre-aide/flex-office-schedule-reminders/) articles.
- The **Record an arrival** button only appears with the permission to check in someone else (reception). See [Visitors](https://illizeo.com/en/centre-aide/flex-office-visitors/).
- The **My team** filter only appears if your role gives you access to your team.
- The tab bar only shows **Dashboard** with one of the dashboard permissions, and **Meeting rooms** with the permission to book a meeting room.

**Before general opening (go-live).** Until the module is open to everyone in your workspace, only administrators have access to it and receive its notifications. Emails to external visitors are always sent.

### Permissions in the role matrix

- “Flex Office module — Access”, Access level: the tab, the calendar, the plan of the day, the “Site” row.
- “Book a workspace”, Access level: the “On site today” strip, **My cancellations**, the “My week at the office” tile; Execute level: book, edit, duplicate, delete, choose a desk, check in on arrival (button and QR code).
- “Book a meeting room”, Access level: the badge and **My meetings**; Execute level: **Book a room**.
- “Check in someone else (reception)”, Execute level: **Record an arrival**.
- “View who is expected on site (by name, limited to the role's target population)”, Access level: the **Reminders** button.
- “Book a parking spot” or “View the daily list of car park users (who is expected, on which spot and for which half-day)”, Access level: the **Parking** button.
- “Configure catering (restaurants, services, closures, menus)” or “View the daily list of restaurant guests (who is coming, to which service — never the dish chosen)”, Access level: the **Restaurant** button.
- “Manage visitor reception”, Access level: the **Reception** button.

## What this tab is for

- Declare your workplace, day by day: at the office, remote, in a coworking space or at another location.
- Choose the full day, the morning or the afternoon and, in a zone with desks, your desk.
- Add a parking spot and a meal to your desk.
- Check in on arrival at the site (“I have arrived” or the location's QR code) and find your cancelled bookings.
- See your colleagues' schedules and the plan of the day for a site, and find out who is at the office on a given day.
- See site closures, site events and your meetings in a room.
- Open, depending on your permissions, the Parking, Restaurant, Reception, Record an arrival and Reminders windows, as well as your preferences (week template, assigned desk, calendar, notifications).

## Finding your way around the screen

- **The “Office illizeo” header** takes you back to the calendar in one click.
- **The tab bar**: Dashboard, Flex Office calendar, Meeting rooms (depending on your permissions).
- **The search** “Search employees...” filters the rows by name.
- **The “On site today” strip**, below the search: your bookings for today on a site that requires check-in, with the **I have arrived** button, or the time of your check-in. Without a relevant booking for today, it does not appear.
- **The quick filters**:
  - **My favourites**: the colleagues you have starred;
  - **My team**: the members of your team;
  - **In office today** (or “In office on …” if another day is selected): the people who have booked a desk that day.
- **More filters** adds the **Workplace** filter (several locations possible). **Clear** removes all filters.
- **The actions** on the right: Interactive map, Parking, Restaurant, Reception, Record an arrival, My cancellations, Reminders, **Prefs.** (your preferences).
- **The legend**: Office, Remote, Travel, Coworking, Absence. Depending on the case, **Entries closed** and **Site closed** are added.
- **Navigation**: the arrows move to the previous or next period, **Today** returns to the current day, and the **Week / Month** toggle changes the view.
- **The “Site” row**, above the rows: closure banners and event badges.
- **Your row** always comes first, marked “(you)”. Your colleagues' rows follow, under **Team**.

![Screenshot — The calendar in Week view: your row, then your team’s rows](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-calendar-01.en_.png?resize=800%2C500&quality=80&ssl=1)
The calendar in Week view: your row, then your team’s rows.

## Step by step

### Book a desk

1. Click an **Empty** cell in your row, on the day you want. The **Book for** panel opens on the right, with the date.
2. Choose the time slot: **All day**, **Morning** or **Afternoon**.
3. If your company has enabled it, add a **Comment** (optional).
4. Under **Additional services**, tick **Parking** and **Restaurant** if needed (see [Parking](https://illizeo.com/en/centre-aide/flex-office-car-parks/) and [Meals](https://illizeo.com/en/centre-aide/flex-office-meals/)).
5. In the list of locations, click your choice:
   - **Remote work**;
   - a site: if it has zones, its zones are shown; click the zone you want;
   - a coworking space or another location;
   - the search “Search a location…” filters the list; a coloured bar shows how full each location and each zone is.
6. In a zone with desks, clicking the zone opens the choice of **Desk**:
   - leave **First free desk** (your assigned desk if it is free, otherwise the first free desk), or choose a desk from the list of desks free on the slot;
   - the line “Desk that will be assigned: …” announces the desk selected, or what is blocking;
   - click **Book**.
7. The server checks the booking before saving it:
   - everything is in order: the booking is saved straight away;
   - **Warning**: a warning is shown; click **Confirm** to proceed anyway, or **Cancel**;
   - **This booking will be submitted for approval**: the reasons are shown; **Confirm** sends it for approval;
   - **This booking is not possible**: the reasons are shown and **Confirm** is disabled; click **Choose something else**.

![Screenshot — The booking panel for a day, with the additional services](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-calendar-02.en_.png?resize=800%2C500&quality=80&ssl=1)
The booking panel for a day, with the additional services.

### View, edit, duplicate or delete a booking

1. Click a filled cell. The day card opens: type, time slot, location, zone and desk, comment, **Services** (parking, meal and, if you have the permission, **My meetings**), **Who's in the zone?** and, for a desk, your visitors.
2. **Edit** reopens the booking panel. The edited booking goes through the same checks again.
3. **Duplicate** suggests a date (the next day by default) in the **Duplicate on** field. Click **Duplicate**. If a check is shown, **Duplicate anyway** confirms.
4. **Delete** cancels the booking. It remains visible in **My cancellations**.

### Check in on arrival

On a site where your administrator requires check-in, your arrival is recorded on the day itself, in one of these ways:

1. **The button.** In the “On site today” strip of the calendar, or in the “My week at the office” tile on the home page, click **I have arrived**. If your browser asks, you can share your location: it serves as an indication (“on site”, “outside the zone”), never as a condition. If it is refused or unavailable, the check-in goes through anyway (“location not shared”).
2. **The location's QR code.** Scan the QR code displayed on the site. The **On-site check-in** page opens (after signing in if needed) and says **Arrival recorded**, **Arrival already recorded**, **No booking today** or **Invalid or revoked QR code**. Its **Open the calendar** link brings you back here.
3. **At reception**, or with the site's badge reader if your company has one.

Once checked in, the booking shows, for example, “Checked in at 09:12 · button · on site”. A second check-in changes nothing: the first one is kept.

### Find your cancelled bookings

1. Click **My cancellations**. The **My cancelled bookings** window opens on the 90 days before and the 90 days after today.
2. Change the period with **From** and **To** if needed: one year at most (366 days).
3. Each line gives the date, the half-day, the location (zone, floor, desk), the reason (“Cancelled by you”, “An approved absence covers it”, “The site is closed”, “Released: no check-in”…), the author if someone else cancelled, and when the cancellation took place.

![Screenshot — The My cancelled bookings window](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-calendar-05.en_.png?resize=800%2C500&quality=80&ssl=1)
The My cancelled bookings window.

### View the plan of the day and choose a desk

1. Click **Interactive map** (or the plan icon of **Who's in the zone?** in the day card). The **Office floor plans** window opens on the selected day.
2. Choose the location, then if needed the day, the slot (**Full day**, **Morning**, **Afternoon**) and the floor.
3. The plan shows the zones, shaded according to how full they are, and the desks according to their status: **Free**, **Taken**, **My booking**, **Assigned**, **Out of service**. A landmark zone cannot be booked; a priority zone reserved for certain departments is greyed out for everyone else. A slot on which the site is closed says so and offers nothing.
4. Click a zone or a desk: the panel on the right shows who is there (**People present**, only the names in your directory, the others counted), the visitors in the zone and, for a desk, its status by half-day and its equipment.
5. On a desk that is free for you, click **Choose this desk**: the booking is checked and then saved.
6. If you already have a booking on this slot, the button becomes **Move my booking to this desk**; a confirmation says which booking will be moved; click **Move** (or **Cancel**: nothing is sent).

### Mark favourites

- Click the star on a row to follow a colleague, then use the **My favourites** filter.
- In the booking panel, the star on a location places it in the **Favorites** section, at the top of the list.

### See your meetings and book a room

With the permission to book a meeting room, a badge on your day cell counts your meetings in a room (those you organise and your invitations you have not declined). In the day card, **My meetings** lists them and offers **Book a room**, which opens the Meeting rooms tab on that day and location. The booking panel also offers **Book a meeting room that day**. The room is booked separately from the desk. See [Meeting rooms](https://illizeo.com/en/centre-aide/flex-office-meeting-rooms/).

### Open a site event

Click an event badge in the “Site” row. Its card opens. See [Site events](https://illizeo.com/en/centre-aide/flex-office-site-events/).

## Home page tiles linked to the module

Three tiles on your home page show Flex Office information. Each one only appears if you hold its permission and the data it displays, and if the module is open to you. Your administrator can also set their visibility by role in the home dashboard settings.

- **My week at the office**: your five days, Monday to Friday of the current week. For each day: office (“pending” if it is awaiting approval), remote work, parking spot and meal (if you have the permission to book them), meetings in a room, and the markers “Non-working day”, “Public holiday”, “Half-day holiday”, “Site closed” or “To declare”. On the day itself, the tile carries the **I have arrived** button on your booking at a site that requires check-in. The marker **Incomplete schedule: declare the missing days.** follows the same rule as the [reminders](https://illizeo.com/en/centre-aide/flex-office-schedule-reminders/). The **Open the calendar** link leads here; an empty week offers **Book a desk**.
- **Site occupancy today**: for each site, the morning and afternoon rate, the number of people and the capacity. It requires the permission to view site occupancy. A site with 1 to 4 people shows “Fewer than 5 people”; sites are not added together. The **Dashboard** link opens the [dashboard](https://illizeo.com/en/centre-aide/flex-office-dashboard/).
- **Upcoming site events**: the next four published events for your audience, over 60 days. For each one: date, locations, places left (or “Full”) and your status: “Registered”, “Waiting list” or “Not registered”. A click opens the event card in the calendar.

## Good to know

- **Entries closed.** A day on which you cannot declare is greyed out in your row, with its reason: locked past date, beyond the allowed horizon, non-working day or public holiday at your site. The cell does not open. These limits come from the [general settings](https://illizeo.com/en/centre-aide/flex-office-general-settings/) and from your [attendance profile](https://illizeo.com/en/centre-aide/flex-office-attendance-profiles/).
- **Site closed.** A day on which your site is closed has a marker (“Site closed”, “Closed in the morning”…), without being greyed out. The marker says what is “Still possible”: remote work, another location, or the open half of the day. A booking on the closed part is refused. A closure set on the day itself keeps the half-day that has already started: the home tile says so (“morning kept (already started) — site closed”).
- **Release for lack of check-in.** On a site where check-in is required and automatic release is enabled, a booking for today that is not checked in on time is released: the deadline is the start of its half-day (09:00 or 14:00 by default) plus the delay set for the location (60 minutes by default). The linked parking spot and meal are cancelled with it, except a meal whose service has started. You are notified by the bell and by email. Nothing is restored afterwards, unless an arrival badge dated before the deadline comes in late: the booking returns if the slot is free, without the spot or the meal. You can also book the released slot again.
- **Counters.** In the booking panel, badges show where you stand with your rules (for example your remote-work days this week). Orange: limit reached. Red: limit exceeded.
- **Absences.** An approved absence is shown with red hatching, with its label.
- **Coworking.** A coworking location has its own colour in the calendar.
- **Parking and meals follow the desk.** Cancelling, refusing or releasing a desk also cancels the parking spot and the meal attached to it. Remote work has neither parking nor meals.
- **Editing means revalidating.** An edit goes through the checks again and, if an approval applies, through a new approval. The attached spot follows: the same spot if it is free, otherwise a spot of the same type at the new location, otherwise it is cancelled and you are notified. The attached meal follows in the same way. If the edit is refused, the original is restored.
- **Booking for a colleague.** If your role allows it, click an empty cell in their row. The server checks that the person is within your scope. They receive a notification.
- **Visitors.** A badge on a cell shows that visitors are expected that day. See [Visitors](https://illizeo.com/en/centre-aide/flex-office-visitors/).
- **Interactive map.** As long as a floor has no plan image, no drawn zone and no placed desk, the **Office floor plans** window shows “No plan for this floor yet”: the zones and desks remain in the list on the right. The plan of a floor is prepared in the location settings: see [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/).
- **Preferences.** **Prefs.** opens your [week template](https://illizeo.com/en/centre-aide/flex-office-week-template/) and, if you have one, your assigned desk. The **Calendar** block shows the status of your Google and Outlook calendars and the types of bookings you send there (**Save my types**); see [Integrations](https://illizeo.com/en/centre-aide/flex-office-integrations-and-exports/). The **My notifications** block sets your Flex Office notices, like the Notifications tab of your personal settings. The **Team** block is “Coming soon”.

## See also

- [Dashboard](https://illizeo.com/en/centre-aide/flex-office-dashboard/)
- [Week template](https://illizeo.com/en/centre-aide/flex-office-week-template/)
- [Meeting rooms](https://illizeo.com/en/centre-aide/flex-office-meeting-rooms/)
- [Parking](https://illizeo.com/en/centre-aide/flex-office-car-parks/) · [Meals](https://illizeo.com/en/centre-aide/flex-office-meals/) · [Visitors](https://illizeo.com/en/centre-aide/flex-office-visitors/)
- [Site events](https://illizeo.com/en/centre-aide/flex-office-site-events/) · [Reminders](https://illizeo.com/en/centre-aide/flex-office-schedule-reminders/)
- [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/)
- [Approvals](https://illizeo.com/en/centre-aide/flex-office-approvals/)
- [Flex Office: module overview](https://illizeo.com/en/centre-aide/flex-office-overview/)

### *Similaire*