The General settings page sets the module’s common rules: working days, entries in the past and in the future, week template automatic booking, approvals, reminders and free notes. For a person without an attendance profile, these settings act as the default profile.
Before you start #
This page is reserved for people with the permission to set the Flex Office general settings. Without this permission, the General settings tile and the page do not exist. Saving requires this permission at the Execute level; without it, there is no Save button.
Permissions in the role matrix #
- “Flex Office general settings”: Access to open the page; Execute to save. The same Execute level also saves the settings of the Visitors & Externals page.
What this page is for #
- Working days: “Define the working days of the week. Unchecked days will be greyed out in the calendar.” Boxes M, Tu, W, Th, F, Sa, Su.
- Retrospective declarations: what can be done on dates that have already passed, Declaration and correction allowed, Add only (corrections blocked) or Locked.
- Schedule anticipation: Restrict the schedule scope and the Allowed horizon (weeks), how many weeks in advance a schedule can be filled in. “Applies only to people without a dedicated profile.”
- Week template automatic booking: the Horizon (days) over which, every night, each person’s week template books their desk, spot and meal.
- Planning outside working days: Yes or No, declare a workplace at weekends, on public holidays or on any day outside the contract.
- Mandatory remote work approval: Yes or No, every day of remote work requires the manager’s approval, even if the profile’s caps are respected.
- Submit all bookings for approval: “Otherwise, only bookings targeted by a profile rule are sent for approval. Without a configured approval workflow, the person’s manager approves.”
- Completion reminders: Weekly, Daily or Never, then Sending reminders: the day and time (weekly), or the working days in advance and the time (daily).
- Free notes on declaration: an optional text field, the comment, with each declaration.
- Detailed site sheet: a switch that the screen describes as follows: “Displays for each office a summary sheet with the address, access instructions, available equipment and useful contacts.” The setting is saved, but no screen of the module uses it today.
Step by step #
- Open Flex Office settings › General settings.
- Tick the Working days. At least one day stays ticked: the last one cannot be unticked.
- Choose the rule for Retrospective declarations.
- If needed, enable Restrict the schedule scope and enter the Allowed horizon (weeks).
- Enter the week template’s Horizon (days), from 1 to 365.
- Answer Yes or No to Planning outside working days and to Mandatory remote work approval.
- Enable or disable Submit all bookings for approval.
- Choose the frequency of the Completion reminders, then set Sending reminders:
- weekly: the sending day and time;
- daily: the working days before the day to fill in, from “The previous working day (D-1)” to “10 working days before (D-10)”, and the sending time.
- Enable or disable Free notes on declaration and Detailed site sheet.
- Click Save. Cancel returns to Flex Office settings without saving. If saving fails: “Settings could not be saved. Check your permissions, then try again.”
Good to know #
- Applied by the server. Past entries, horizon, non-working days, remote work approval and comment are checked on every booking, the week template included. In the calendar, a day closed to entries is greyed out; the booking panel gives the reason: “Entries closed on that day: …”.
- Non-working days. They remain hatched in the calendar. If planning outside working days is allowed, they open on click; otherwise the server refuses to book them.
- Default profile. A person without an attendance profile follows these settings. A dedicated profile can set its own horizon.
- Public holidays. The public holiday calendar comes from the location, then from the office’s country, then from the company. It is set in Organisation, not here.
- Approval. The approvers are those of the configured workflow, failing that the manager, then the next manager up the hierarchy. With no possible approver, the booking is refused. See Approvals.
- Reminders. The sending time is that of each person’s home site. Only people whose schedule is incomplete are reminded. See Reminders.
- Week template. The horizon (14 days by default, from 1 to 365) stays limited by the window of each car park and each restaurant, and by the person’s horizon. See Week template.
- Comment. If free notes are switched off, the Comment field is not offered in the booking panel and the server does not keep the comment.
- What is not set here. On-site check-in and the release of desks not checked in are set location by location, as are capacity, desks, meeting rooms, car parks and restaurants. See Locations and floor plans.
- Log. Every change is recorded in the application log (value before, value after).
