---
title: "Flex Office: locations and floor plans"
description: "Configure your locations for Flex Office: headcount hosted, zones, floors, plans and desks, car parks, restaurants, meeting rooms, check-in, closures and the equipment catalogue."
url: "https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/"
updated: "2026-11-01"
category: FlexOffice
---

# Flex Office: locations and floor plans

The **Booking locations** screen configures your locations for Flex Office: headcount hosted, zones, floors, plans and desks, car parks, restaurants, meeting rooms, closures, events and check-in. The locations themselves come from the Organisation reference data: Flex Office sets how they are occupied, without changing their identity. The **Equipment** tile in Flex Office settings opens the equipment catalogue used by desks and rooms.

## Before you start

- The screen requires the permission to configure work locations. Without it, the **Booking locations** tile and the screen do not exist. Editing a location requires this permission at the Execute level; without it, there is no “Add” or **Edit** button.
- The **Desks and plan** tab only exists with the permission to manage floor plans. At the Access level, it is read-only; at the Execute level, you upload plans, outline zones, create and place desks and maintain the catalogue. Assigning a desk and adding or renaming a floor also require the permission on locations at the Execute level.
- The **Meeting rooms** tab only exists with the permission to configure meeting rooms. At the Access level, it is read-only; at the Execute level, you create, edit, archive and delete rooms and their photos.
- The **Check-in** tab can be read with the permission on locations; setting it up and creating or revoking a QR code require this permission at the Execute level. It does not exist for a remote-work location.
- The **Car parks** (configure car parks), **Catering** (configure catering) tabs, closures (close a site) and events (publish site events) each follow their own permission. Without the Execute level, there is no form or button.
- The **Equipment** tile only exists with the permission to manage floor plans; changing the catalogue requires the Execute level. From the **Meeting rooms** tab, the permission on rooms at the Execute level is also enough.

### Permissions in the role matrix

- “Configure work locations (sites, offices, floors, zones)”: Access level for the screen and the **Check-in** tab; Execute level to edit a location, its floor space, its floors, its check-in and its QR codes, and to assign a desk.
- “Manage floor plans and zone placement”: Access level for the **Desks and plan** tab and the **Equipment** tile; Execute level for plans, outlines, desks and the equipment catalogue.
- “Configure meeting rooms: see rooms and their equipment (access), create, change and archive a room, cancel someone else's meeting (execute)”: Access level for the **Meeting rooms** tab; Execute level to create, edit, archive and delete a room, and for the equipment catalogue from that tab.
- “Configure car parks (car parks, spot types, spots, assignments)”: **Car parks** tab, Execute level to write.
- “Configure catering (restaurants, services, closures, menus)”: **Catering** tab, Execute level to write.
- “Close a site: see closures and their impact on bookings (access), create, change and lift a closure (execute)”.
- “Publish site events: see drafts and registrations (access), create, change, publish and cancel an event (execute)”: see [Site events](https://illizeo.com/en/centre-aide/flex-office-site-events/).

## What this screen is for

- **The “Work Locations” list**, sorted by category (Remote work, Office, Coworking, Other), with the search “Search a work location”.
- **The “Add workplaces” wizard**: configure a location from the reference data for Flex Office.
- **A location's card**, in tabs:
  - **General information**: the location's Flex Office configuration, its zones and the site's floor space;
  - **Desks and plan**: the plan of each floor, the desks, the bookings left without a desk and the equipment catalogue;
  - **Car parks** and **Catering**;
  - **Meeting rooms**: the location's rooms and the equipment catalogue;
  - **Events**: public holidays, closures and site events;
  - **Check-in**: the check-in requirement, the release of desks not checked in and the location's QR codes.
- **The equipment catalogue** (**Equipment** tile): screens, docking stations, adjustable desks… shared by the whole company.

![Screenshot — The list of work locations, grouped by category](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-locations-and-floor-plans-01.en_.png?resize=800%2C500&quality=80&ssl=1)
The list of work locations, grouped by category.

## Step by step

### Configure a location

1. Open **Flex Office settings › Booking locations**.
2. Click **Add work locations**, then choose the category.
3. **Step 1, Location to configure**: choose a location from the Organisation reference data. If there is none: “Create a location in Settings › Organisation first; it will appear here.” Click **Next**.
4. **Step 2, General settings**:
   - **Office color**;
   - **Location identity** (type, name, capacity), read-only, with the **Edit in Organisation** link;
   - **Allow comments**, **Allow overbooking** (book in a full zone after a warning), **Available for employees**;
   - **Workplace visible to**.
5. Click **Next**.
6. **Step 3, Office plans**: add the floors with **Add a floor** and **Floor name**, or click **Skip**.
7. Click **Finish**. The wizard only closes once the save is confirmed.

![Screenshot — A location’s page, General information tab](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-locations-and-floor-plans-02.en_.png?resize=800%2C500&quality=80&ssl=1)
A location’s page, General information tab.

At step 3, only the floor names are saved. The plan image is uploaded afterwards in the **Desks and plan** tab.

### Edit a location's configuration

1. In the list, click the location. The **General information** tab shows the location's identity (read-only) and its Flex Office configuration.
2. Click **Edit**. The **Configure the location for Flex Office** form opens.
3. Set the **Color**, the **Headcount hosted** (“0: the location is not offered for booking.”), **Allow comments**, **Allow overbooking**, **Workplace visible to**.
4. Under **Zones**, enter for each zone:
   - the **Zone name**;
   - its **Zone type**: **Desks (bookable)** or **Landmark (not bookable)**;
   - its **Capacity**. For a zone that has desks, the field is greyed out: “Zone with desks: its capacity is the number of its desks in service.”
5. **Add a zone** adds one; **Remove the zone** removes it.
6. Click **Save**.
7. Below the configuration, the **Floor space (m²)** block is set separately: click **Edit**, enter the floor space, then **Save**. “Used for the dashboard’s “m² per attached person”. A quantity, never an amount.”

### Draw a floor plan

1. Open the **Desks and plan** tab, **Plan** sub-tab.
2. Choose the floor under **Floors**. **Add a floor** and **Rename the floor** are offered there with the permission to edit the location. With no floor: “This location has no floor yet: add one to upload its plan.”
3. Click **Upload the plan image** (“PNG or JPEG, 2 MB at most.”). **Replace the image** keeps the positions and outlines: check them afterwards.
4. In **Plan tools**, choose **Zone** to outline a zone:
   - choose the **Zone to outline**, then **Rectangle** or **Polygon**;
   - for a rectangle, drag across the plan; for a polygon, click each corner, then **Close the outline**;
   - click **Save outlines**.
5. Choose **Desk** to place a desk with one click: the **New desk** window asks for the **Desk zone** and the **Desk code**, then **Create the desk**. Desks not yet placed are listed under **Desks to place**: click the **Place** button followed by the desk code, then click on the plan.
6. Choose **Row** to create several desks at once: click the start, then the end of the row, set the **Row zone**, the **Prefix**, the **First number**, the **Number of desks** and the **Digits (leading zeros)**. The preview of the **Codes** is shown; click **Create and place the row**.
7. Choose **Select** to move desks: drag them, or move them with the keyboard arrow keys. Click **Save positions**, or **Undo moves**.

![Screenshot — The Desks and plan tab: the floor plan and its zones](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-locations-and-floor-plans-03.en_.png?resize=800%2C500&quality=80&ssl=1)
The Desks and plan tab: the floor plan and its zones.

The floor's zones are listed next to the plan, with their status (outlined, not outlined, draft, landmark). Zones are created in **General information**.

### Manage desks

1. In **Desks and plan**, open the **Desks** sub-tab. The list can be filtered by **Zone**, **Floor**, **Status** and **Equipment**; its columns: **Desk**, **Zone**, **Floor**, **Status**, **Equipment**, **Plan** (**Placed** or **Not placed**), **Holder**.
2. **New desk** creates a desk, **Row of desks** creates several without placing them.
3. Click a desk to open its card: **Code**, **Status** (**In service** or **Out of service**), **Zone**, **Floor**, **Equipment**. Click **Save**.
4. Under **Assigned desk**, choose the **Desk holder**, **From (empty: open)** and **Until (empty: open)**, then **Assign**. **Remove the assignment** makes it free again.
5. **Archive** (then **Confirm archiving**) takes the desk out of service; **Unarchive** brings it back. **Delete** (then **Confirm deletion**) is only possible for a desk that has never been used: otherwise, **Archive it instead** is offered.

The **Without a desk** sub-tab lists “Bookings left without a desk in a zone with desks. They count in the occupancy of their zone.” It can be filtered by zone and by period (**From (empty: today)**, **To**).

### Maintain the equipment catalogue

1. Open the **Equipment** tile in Flex Office settings, or the **Equipment** sub-tab of **Desks and plan** or of **Meeting rooms**. “The catalogue is shared by all locations of the company, by desks and by meeting rooms.”
2. Click **New equipment**.
3. Fill in at least one **Label** (Français, English, Deutsch, Italiano), the **Code (empty: taken from the label)** and **For**: **Desks**, **Rooms** or **Desks and rooms**.
4. Click **Save**.
5. Each item of equipment can be edited, archived, unarchived or deleted. **Show archived** shows archived items again.

![Screenshot — The equipment catalogue](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-locations-and-floor-plans-05.en_.png?resize=800%2C500&quality=80&ssl=1)
The equipment catalogue.

The equipment is then ticked on the card of each desk and each room.

### Configure the location's meeting rooms

1. Open the **Meeting rooms** tab. “A phone box is a room with a capacity of 1.”
2. Click **New room**, then fill in:
   - the **Name** and the **Capacity (people)**;
   - the **Floor** and the **Place on the plan (landmark zone)**: the location's landmark zone whose outline shows the room on the plan (**Not on the plan** if none);
   - **Bookable from** and **Until** (08:00 to 18:00 by default);
   - the **Maximum duration (minutes)** (240 by default), or **No limit**;
   - **Bookable up to (days ahead)** (30 by default);
   - **Access (badge, code, instructions)**;
   - the room's **Equipment**.
3. Click **Save**.
4. Reopen the room to give it a photo: **Add a photo** (“A photo of the room, with nobody in it (PNG or JPEG, 2 MB at most): it is encrypted and follows the backup.”). **Replace the photo** and **Remove the photo** follow.
5. A room can be archived, reopened or deleted from the list. **Show archived** shows archived rooms again.

Room booking and meetings are described in [Meeting rooms](https://illizeo.com/en/centre-aide/flex-office-meeting-rooms/).

### Set up check-in for the location

1. Open the **Check-in** tab (“On-site check-in”).
2. Under **Check-in settings**, tick **Check-in required at this location**: “Bookings at this location expect a check-in (button, QR, badge or reception); presence and no-shows are measured there.”
3. To release desks that are not checked in, turn on **Release a desk not checked in at the end of the grace period**, then set the **Grace period (5 to 240 min)**, **Morning starts** and **Afternoon starts** (location time).
4. Click **Save**.
5. Under **QR codes of the location**, enter a **QR label (optional: entrance, reception…)** if needed, then click **Create a QR code**.
6. The **QR code created** window opens: “This QR code is shown only once: print it now. If lost, revoke it and create a new one.” Click **Print**.
7. Each active QR code is listed with its creation date and the person who created it. **Revoke** (confirmed) deactivates it: the printed poster must be taken down.

![Screenshot — The location’s Check-in tab](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-locations-and-floor-plans-04.en_.png?resize=800%2C500&quality=80&ssl=1)
The location’s Check-in tab.

### Configure the location's car parks

1. Open the **Car parks** tab, then **New car park**. Enter the **Name**, **Bookable (days)** and the **Access instructions**, then **Save**.
2. Click **Add spots**: **Type**, **Count**, **Level**, **Prefix**, **First number**, **Digits**. The preview of the **Codes** is shown (for example from P01 to P20). Click **Create spots**.
3. Choose a **Day**: the list shows, spot by spot, the morning and afternoon status (Free, Booked, Assigned, Out of service) and the assignee, without the names of the people who booked.
4. Click a spot to open its card: **Code**, **Level**, **Type**, **Out of service**, **Archived**, and **Assignment** to an employee, **From** / **To** (empty: no start or no end). Click **Save**.
5. A car park can be edited (**Edit**), archived (**Archive**) or deleted (**Delete**). **Show archived** shows archived ones again.

![Screenshot — The location’s Car parks tab](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-car-parks-03.en_.png?resize=800%2C500&quality=80&ssl=1)
The location’s Car parks tab.

### Configure the location's catering

1. Open the **Catering** tab (“Restaurants, services, closures and menus”), then **Add a restaurant**: **Restaurant name ***, then **Create**.
2. The restaurant's **Settings**: **Name**, **Booking** (**Required** or **Walk-in**), **Open for booking (days)**, **Diets the kitchen can serve**. **Save**.
3. **Services**: **Add a service** with **Name (optional)**, **Seats ***, **Start ***, **End** and the **Days served**.
4. **Closures**: a **Date**, a **Scope** (**Whole restaurant** or a service), a **Reason**, then **Close that day**. The location's public holidays are also shown.
5. **Menus**: choose a mode (**Single menu**, **Per day**, **Per service**, **Standard week**) and click **Use this mode** to show it to diners. Add the dishes by category (Starter, Main course, Dessert, Drink): **Dish name ***, optional price, diets.

![Screenshot — The location’s Catering tab](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-meals-03.en_.png?resize=800%2C500&quality=80&ssl=1)
The location’s Catering tab.

### Manage site closures

1. Open the **Events** tab. It brings together the location's **Public holiday calendar** (read-only, with **Open Organisation**), the **Site closures** and the **Site events**.
2. In **Site closures**, fill in **New closure**:
   - the **Locations** (one or more);
   - **From** and **First day** (**All day** or **Afternoon only**);
   - **To** and **Last day** (**All day** or **Morning only**);
   - **Closed services (none ticked: all)**: **Desks**, **Parking**, **Meals**, **Visits**, **Meeting rooms**;
   - the **Reason** and the **Notice (days before)**.
3. Click **Close the site…**. The screen shows the exact impact, for example: “This will cancel N bookings of N people …”, with the **Meetings in rooms concerned** and the **Events concerned, which stay published**.
4. Click **Confirm the closure**.
5. For an ongoing or upcoming closure: **Edit** (then **See the impact of the change…** and **Confirm the change**) or **Lift the closure**.

For site events, see [Site events](https://illizeo.com/en/centre-aide/flex-office-site-events/).

## Good to know

- **Location identity and capacity.** Creating, renaming or deleting a location is done in Settings › Organisation, which owns it. The name, type, address, manager and practical information are edited there, as is the site's **Capacity (workstations)**, which is used for the Flex Office occupancy rate.
- **Headcount hosted.** It is set from 0 to 127; at 0, the location is not offered for booking.
- **Zones with desks and landmark zones.**
  - In a zone that has desks, the capacity is the number of its desks in service; the capacity entered no longer counts.
  - A landmark zone is never bookable: it serves as a landmark on the plan, for example to locate a meeting room. A zone that still has desks or upcoming bookings cannot become a landmark.
  - A landmark zone that holds a meeting room remains a landmark.
  - **Renaming a zone** keeps it, with everything attached to it. A removed zone that is still in use is archived, not erased.
- **Floor plans.** A floor's image is stored encrypted. Renaming a floor keeps its desks and its plan. Clearing an outline only affects the plan of that floor. Desk moves are saved all together or not at all: a refusal leaves them on screen, unsaved.
- **Desks.**
  - A desk's code is unique within the location, archived desks included.
  - Putting a desk out of service or archiving it moves its upcoming bookings to another free desk in the zone; with no free desk, they keep their zone without a desk. Week template days that preferred it lose that preference. Everyone concerned is notified.
  - When a zone receives desks, its upcoming bookings without a desk are given one; the people concerned are notified.
  - **Assigning a desk** over other people's bookings is refused. Changing the holder removes the former holder's upcoming releases.
- **Equipment catalogue.** An archived item of equipment can no longer be added and stays on the desks and rooms that have it. An item of equipment used by a desk or a room cannot be deleted: it is archived. Nor can it be restricted to rooms only while desks have it, or to desks only while rooms have it.
- **Meeting rooms.**
  - A room's name is unique among the location's open rooms. A landmark zone holds only one room.
  - Archiving a room cancels its upcoming meetings and notifies their organisers and participants; it keeps its place on the plan and its photo. **Reopen** makes it bookable again.
  - A room that has already been used cannot be deleted: it is archived.
- **Check-in.** Automatic release requires check-in at that location. A booking without a check-in is released at the start of its first half-day plus the grace period; the person is notified. A QR code is shown only when it is created.
- **Time zone.** A car park or a restaurant cannot be configured as long as neither the location nor the company has a time zone.
- **Archive rather than delete.** A car park, spot, restaurant or service that has been booked even once cannot be deleted: it is archived. Archiving it, or putting a spot out of service, cancels its upcoming bookings and notifies the people concerned.
- **Assigning a spot** in a car park over other people's bookings is refused: cancel or move them first.
- **Closures: what happens.**
  - Bookings on closed days are cancelled; a full-day booking that touches a closed half-day is reduced to the open half; assigned spots are released.
  - Room meetings affected are cancelled, except a meeting that has already started. Site events stay published: their registrants are notified and the organiser decides.
  - Each person receives a summary; visitors already invited receive a cancellation email.
  - The “N days before” notice is sent once, to the people whose workplace it is, to those whose week template targets it and to those who have a booking there.
  - When the closure is lifted, nothing that was cancelled comes back by itself; people are notified that the site is reopening, and the week template books its days the following night.
  - The reason is shown to the people concerned: it must not contain any personal or sensitive data.
  - Past closures remain available for 24 months (**Past**).
- **Calendar.** A closure appears as a banner in the “Site” row of the [calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/). It marks the day without greying it out.
- **Import.** Zones, desks, meeting rooms, parking spots, restaurants, services and menus can also be imported from a CSV file. See [Imports](https://illizeo.com/en/centre-aide/flex-office-data-imports/).
- **Log.** Changes to the configuration of locations, zones, floors, plans, desks, equipment, rooms and QR codes are recorded in the application log, under the “Flex Office” module.

## See also

- [Flex Office settings](https://illizeo.com/en/centre-aide/flex-office-settings/)
- [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/)
- [Site events](https://illizeo.com/en/centre-aide/flex-office-site-events/)
- [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/)

### *Similaire*