Booking a room is more than blocking a time slot. You need the right equipment, the right capacity, guest hosting, sometimes catering. FlexOffice bundles all of this in one booking.
Step-by-step #
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Pick the slot #
Filter by duration, minimum capacity, required equipment (video, whiteboard, touchscreen).
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Select the room #
The map shows available rooms with photos and equipment. Click to book.
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Invite participants #
Internal via Illizeo directory, external via email. Automatic calendar invite.
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Request services #
Coffee, catering, driver welcome, simultaneous translation: services offered by your office manager.
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Confirm #
You receive confirmation, access code and video link if the room is connected.
Best practices #
| Practice | Benefit |
|---|---|
| Book exactly the duration needed | Frees slots for other teams |
| Cancel as soon as you know | Avoids ghost bookings |
| Pick the right capacity | Optimises sqm |
| Enable check-in on arrival | Auto-releases after 15 min if no-show |
| Recurring only when needed | A ghost recurring meeting blocks the room for weeks |
FAQ #
What if all rooms are taken?
The app suggests an alternative slot or a room in another site per your preference.
How do I handle bottlenecks (over/under-booking)?
The Room usage report identifies over-bookings. You can adjust default durations.
Outlook / Google Calendar compatible?
Yes, two-way sync. An Outlook booking creates the FlexOffice booking.
For external guests?
They receive an email with address, directions, parking, and a QR code to enter.
