Flex Office: parking

Flex Office parking lets you book a spot with your desk booking or your desk and release a spot assigned to you. Depending on your permissions, you can also follow the occupancy of a location’s car parks and the named list of the day.

Before you start #

• Your spot for the day (Parking line of a day card) can be read with the permission to book a parking spot, at the Access level.
• Booking, cancelling, releasing and taking back require this permission at the Execute level. Without it, the Parking tile in the booking panel and the “Book a parking spot” link do not exist.
• The Parking button in the calendar appears with the permission to book a parking spot or with the daily list permission. Without either of them, it does not exist. With the daily list permission only, the window shows “You do not have access to parking.” instead of the occupancy, and the list remains readable.
• Today’s list requires its own permission. It covers the whole company.
• Configuration (car parks, spots, assignments) requires the permission to configure car parks.

Permissions in the role matrix #

• “Book a parking spot”: Access to see your spot for the day and the car park occupancy; Execute to book, cancel, release and take back.
• “View the daily list of car park users (who is expected, on which spot and for which half-day)”: Access.
• “Configure car parks (car parks, spot types, spots, assignments)”: Access to view, Execute to change.

What this window is for #

• Book a spot in a car park for a full day, a morning or an afternoon, with your desk booking (in a zone or on a desk) or from a day card.
• Release your assigned spot on the days you do not come in, then take it back.
• Parking management (Parking button in the calendar): the occupancy of the car parks for a day, and the named Today’s list for reception or security staff.
• The car parks and spots are configured in the location’s settings (Car parks tab). See Locations and floor plans.

Step by step #

Book a spot with your desk #

1. In the calendar, open an empty cell. The booking panel opens.
2. Under Additional services, tick the Parking tile.
3. Choose the car park, the spot type (Standard, Electric, Accessible, Bicycle, Motorbike), then a specific spot or First free spot.
4. Choose your location, and your desk if the zone has desks. The spot is booked right after the desk, for the same time slot, and attached to it: “The spot is booked with the desk, and cancelled with it.”

Edit a booking that already has a spot #

1. From the day card, click Edit. The panel shows the attached Parking spot, without a switch: “It follows the booking: the same spot if it is free for the new slot, otherwise a spot of the same type at the new location; otherwise it is cancelled and you are notified.”
2. Save. The screen says what has changed: “New parking spot” or “Parking spot cancelled”, with the spot’s code.
3. If the booking had no spot, the Parking tile becomes a switch again: the chosen spot is booked after the change, attached to the booking.

Book a spot from a day card #

1. Click a filled cell in the calendar. The day card opens; the Services section contains the Parking line.
2. Click Book a parking spot.
3. Choose the car park, type and spot, then click Book. If there is a desk that day, the spot is attached to it.
4. To cancel a booked spot, click Cancel in the same line.

Release your assigned spot #

1. Open the day card. The Assigned spot line shows your spot and its car park.
2. Choose Full day, Morning or Afternoon, then click Release. The spot becomes free for your colleagues.
3. To change your mind, click Take back next to the “Released” label.

View the Parking management window #

1. In the calendar, click Parking.
2. Choose the day and, if needed, the location (“All locations” by default).
3. Read, for each car park, the spots taken out of the spots in service in the Morning and the Afternoon, then, by spot type, the number of spots “free (full day)”. These are totals, with no names.
4. With the daily list permission, choose a location: Today’s list shows, car park by car park, who has a spot that day, on which spot and for which time slot; an assigned spot is marked “Assigned”.

Good to know #

• Anonymous spots. When you choose a spot, you can see whether it is taken, never by whom.
• One spot per time slot. A person cannot have two spots for the same time slot: “This person already has a spot for that slot.”
• Booking window. Each car park opens a certain number of days in advance (“Bookable N days ahead”). No bookings in the past.
• Cancellation. A booked spot can be cancelled until noon for the morning and the full day, until midnight for the afternoon.
• No approval. A parking spot never goes for approval.
• It follows your desk. Cancelling or refusing the desk cancels the attached spot. Editing the desk makes the spot follow, including when you move it to a desk from the interactive plan (“Move my booking to this desk”).
• Assigned desk released. If you release your assigned desk (“My assigned desk”, in the calendar preferences), your bookings on that desk are cancelled or reduced, and the spot attached to them goes with them. The preview says so before any confirmation, booking by booking: “parking spot lost”. A booking reduced to a half-day keeps its spot for the remaining half.
• Release for lack of a check-in. At a location that requires check-in and releases desks not checked in (the location’s Automatic release setting), the spot attached to the released desk is cancelled with it; you receive a single notification for the whole. An assigned spot is not released by this process. If a late badge scan restores the desk, the spot does not come back. See Locations and floor plans.
• Absence and remote work. An approved absence or remote work automatically cancels the day’s spot and releases an assigned spot.
• Remote work has no parking. The Parking tile is not shown for a remote-work day.
• Closures. A site closure can cover parking: the spots for those days are cancelled and assigned spots are released. See Locations and floor plans.
• Accessible and electric spots. They are open to everyone and carry their label. No health data is recorded, and no number plate.
• For others. Depending on your role, you can book a spot for a person in your population, in the same way as for yourself.
• Week template. Your week template can book a spot automatically. See Week template.
• Visitors. A host can book a spot for their visitor. See Visitors.
• Time zone. Without a time zone on the location or the company, the booking is refused: “Set a time zone on the location or on the company first.”

See also #

• Flex Office calendar
• Locations and floor plans
• Meals
• Week template
• Visitors
• Flex Office: module overview