---
title: "Flex Office: attendance profiles"
description: "An attendance profile sets what its members can book: remote-work quotas, forbidden or mandatory days, notice, minimum presence on site and approvals."
url: "https://illizeo.com/en/centre-aide/flex-office-attendance-profiles/"
updated: "2026-11-01"
category: FlexOffice
---

# Flex Office: attendance profiles

“Profiles bring together all the rules to apply to an employee.” An attendance profile sets what the people attached to it can book: remote-work quotas, forbidden or mandatory days, notice, minimum presence on site, approvals. The server applies these rules to every booking, the week template included.

## Before you start

This screen is reserved for people with the permission to manage attendance profiles. Without this permission, the **Profiles** tile and the screen do not exist. Creating, renaming or deleting a profile, and changing its rules and its employees, require this permission at the Execute level; without it, the rules can be read but not changed.

### Permissions in the role matrix

- “Manage attendance profiles, their rules and assigned employees”: Access to view profiles; Execute to create, rename or delete a profile and change its rules and its employees.

## What this screen is for

- **The list of profiles**: **Specific profiles**, with the number of rules and employees in each, the “Search for an employee” field (it filters the list by profile name) and the **General settings** button (with the general settings permission).
- **A profile's card**, in two tabs:
  - **Rules**: the profile's rules, sorted by type;
  - **Affected employees**: the people attached to the profile.

## Step by step

### Create a profile

1. Open **Flex Office settings › Profiles**.
2. Click **Create a specific profile** (or **+ Add a profile**). The profile is created under the name “Nouveau profil” and its card opens.
3. To rename it, click **Rename the profile**, enter the **Profile name**, then **Save**. Two profiles cannot have the same name: “A profile already has this name.”

![Screenshot — The list of attendance profiles](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-attendance-profiles-01.en_.png?resize=800%2C500&quality=80&ssl=1)
The list of attendance profiles.

### Add rules

1. In the **Rules** tab, click **Add a rule**. The **Choose a rule type** window opens; a type already present in the profile is marked “Already added”.
2. Choose the rule type (see the list below).
3. Complete the rule's sentence: the location type (Remote work, Business travel, Office, Coworking), the numbers, the period (week, month, year) and what the rule triggers:
   - **requires approval**;
   - **is forbidden**;
   - **triggers a warning** (the booking goes through, the reason is shown).
4. If needed, tick **Calculate over a rolling period** (the last 7, 30 or 365 days instead of the calendar week, month or year).
5. Rules are saved automatically, with no button. A value refused by the server is shown on the rule concerned: “Value refused.”

![Screenshot — A profile’s card, Rules tab](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-attendance-profiles-02.en_.png?resize=800%2C500&quality=80&ssl=1)
A profile’s card, Rules tab.

The rule types, by category:

- **Site access**
  - **Seniority requirement**: requires a minimum length of service in the company before certain locations can be declared.
  - **Sites not allowed**: blocks access to one or more types of location.
  - **Restriction by site**: reserves remote work for people attached to certain sites.
- **Control and approval**
  - **Approval always required**: asks for the manager's approval for a location type, even if all the rules are respected.
  - **Planning horizon**: prevents filling in the schedule too far in advance.
  - **Declaration notice**: sets a minimum number of days in advance for a location type.
- **Caps and restrictions**
  - **Half-days blocked**: only accepts the full day for a location type.
  - **Blocked weekdays**: locks one or more days for a location type.
  - **Day cap**: upper limit, in days or as a percentage of working days, over a period.
  - **Minimum on-site presence**: guarantees a minimum number of days in person (office or business travel) per period.
  - **Consecutive remote days**: limits the number of consecutive remote-work days.
  - **Coworking quota**: caps the days in coworking over a period.
  - **Mandatory time slot**: requires the morning or the afternoon for a location type; the full day is still accepted.
- **Team and organisation**
  - **Team fairness**: guarantees that a minimum percentage of the team is at the office each day.

### Attach employees

1. Open the **Affected employees** tab, then click **Add an employee**.
2. In **Assign employees**, the **Available** column lists the employees, with a **Filter**. Add them one by one, or with **+ Add all employees**.
3. The **Assigned** column shows your selection. The cross next to a name removes the person; **Remove all** clears the selection.
4. Click **Add to profile**.
5. The profile's list can be filtered by **Employees**, **Workplaces**, **Department** and **Employee class**.

![Screenshot — A profile’s Affected employees tab](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-attendance-profiles-04.en_.png?resize=800%2C500&quality=80&ssl=1)
A profile’s Affected employees tab.

### Delete a profile

Click **Delete the profile**, then confirm. Its rules and assignments are deleted.

## What the person booking sees

- **Before choosing**: the booking panel shows the counters of their profile for the chosen day (for example the remote-work days already booked in the week), coloured as the cap approaches or is exceeded, and says whether entries are closed that day.
- **Before saving**: the server checks the booking without writing it. Depending on the verdict, the panel saves at once, or shows “Warning” (warning), “This booking will be submitted for approval” or “This booking is not possible”, with the reasons. **Confirm** saves; a booking that is not possible offers **Choose something else**.
- The same check applies to a booking on a desk, from the panel or from the interactive plan.

## Good to know

- **One profile per person.** Attaching a person to a profile removes them from their previous profile. The screen says so: “… left the profile “…”.”
- **Without a profile**, a person follows the [general settings](https://illizeo.com/en/centre-aide/flex-office-general-settings/), which act as the default profile.
- **The profile of the person concerned applies**, even when a manager books for them. There are no exceptions.
- **The strictest wins**: forbidden, then requires approval, then warning.
- **No retroactive effect.** A change of rule or profile applies to subsequent entries and to the week template from the following nights. Existing bookings remain.
- **A cancellation is never refused** by a rule, unless past entries are locked.
- **Counting.** Caps count approved and pending bookings; a half-day counts as 0.5. A percentage is calculated on the working days of the period, minus approved absences. A booking released for lack of a check-in still counts, as if it had remained: a minimum presence does not drop after the event.
- **Remote work.** Remote-work caps count a booking at a remote-work location and an approved absence of a type whose **Counts as remote work (Flex Office)** box is ticked (Settings › Time Management › Absence Types). The regime set on that type (regular or occasional) only matters for payroll: both count in the same way in profile rules.
- **Remote-work streak.** Weekends, public holidays and absences do not break the streak; a day on site does.
- **Team fairness.** The team means the direct reports of the same manager.
- **Restriction by site** targets the person's home site.
- **Conflicting rules.** A warning is shown when different rules apply to the same workplaces: “Conflicting rules: different rules apply to the same workplaces.”
- **Remote-work policy.** It no longer has a separate page: its quotas, forbidden or mandatory days and approvals are profile rules.
- **Collective agreement.** A collective agreement pack that carries a mobile-work rule can create or update a profile from its card (“Pack mobile work” section): a remote-work cap and forbidden days, for the people assigned to the pack. A person who had another profile leaves it; the preview names them before the action. This action also requires the permission to manage profiles at the Execute level.
- **Log.** Changes to rules and members are recorded in the application log.
- **Import.** Profile members and rules can also be imported from a CSV file. See [Imports](https://illizeo.com/en/centre-aide/flex-office-data-imports/).

## See also

- [Flex Office settings](https://illizeo.com/en/centre-aide/flex-office-settings/)
- [General settings](https://illizeo.com/en/centre-aide/flex-office-general-settings/)
- [Approvals](https://illizeo.com/en/centre-aide/flex-office-approvals/)
- [Flex Office calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/)
- [Imports](https://illizeo.com/en/centre-aide/flex-office-data-imports/)
- [Flex Office: module overview](https://illizeo.com/en/centre-aide/flex-office-overview/)

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