---
title: "Flex Office: notifications"
description: "Flex Office notifies you in the application's bell and, for important changes, by email. This article explains what is sent, where everyone sets what they receive, and where the administrator sets the emails."
url: "https://illizeo.com/en/centre-aide/flex-office-notifications-and-emails/"
updated: "2026-11-05"
category: FlexOffice
---

# Flex Office: notifications

Flex Office notifies you in the application's bell and, for important changes, by email; depending on the company's settings, also through Slack, Microsoft Teams or push notifications. This article explains what is sent, where everyone sets what they receive, and where the administrator sets the company defaults and the emails.

## Before you start

- The **Notifications** page in Flex Office settings: people with access to the module who hold the company notifications permission. At the Access level, they read the boxes; at the Execute level, they set them.
- **Personal preferences**: each employee, for themselves. The Flex Office lines only appear with access to the module.
- **The email templates**: the people who manage the application's emails.

### Permissions in the role matrix

- “Flex Office module — Access”: entry to the module and the Flex Office lines of the preferences.
- “Notifications — company defaults and locks”: the **Notifications** page, read-only at the Access level, editable at the Execute level.
- The email templates are set with the permission to manage the application's emails, outside the module.

## What this page is for

The **Notifications** page in Flex Office settings sets what employees receive by default for Flex Office notices, channel by channel, and what they cannot change. It is the same setting as **Settings › Notifications**, limited to Flex Office: a box changed here changes there too.

![Screenshot — The Notifications page in Flex Office settings](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-notifications-and-emails-01-v2.en_.png?resize=800%2C500&quality=80&ssl=1)
The Notifications page in Flex Office settings.

Each box in the table carries two settings:

- **Checked**: what a new hire receives, and anyone who has never set their preferences. They remain free to turn it off.
- **Locked**: the employee cannot change it. Locked as “checked”, the channel is required; locked as “unchecked”, it is forbidden, even to someone who wants it.

The table shows the lines of the Flex office family (see below), with the **Dashboard**, **Email** and **Push** columns, plus **Slack** if the company's Slack workspace is connected and **Teams** if the company has opened Teams. The **Approval requests** line, shared by all modules, is only shown here: it is set in Settings › Notifications. Above the table, **Actual push coverage** shows how many employees can actually receive a push: locking the Push column authorises sending, without making it arrive.

The rest is set in two other places:

- **your notification preferences** (your personal settings, **Notifications** tab, or the **My notifications** block of the Preferences window in the Flex Office calendar): everyone chooses what they receive and through which channel, outside locked boxes;
- **the email templates** (Settings › Manage Illizeo › Emails, “Workplace” category): the administrator sets the text of each email, or switches it off.

## Step by step

### Set what you receive

1. Open your personal settings, **Notifications** tab: “Choose what reaches you, and where.” You can also open **Prefs.** in the Flex Office calendar, then the **My notifications** block, which only shows the Flex Office lines.
2. In the **Flex office** family, tick or untick the channels for each line:
   - **Desk bookings**: your booking changed or cancelled by someone else or by the system, released for lack of a check-in or restored, your desk changed, removed or set, your assigned desk released by someone else, the preferred desk of your week template removed;
   - **Car park bookings**;
   - **Meal bookings**;
   - **Visits** (host side);
   - **Week template**;
   - **Meeting rooms**: your meetings, as organiser or as participant, and your participants' responses;
   - **Site closures and events**;
   - **Schedule reminders**;
   - **Remote work**: your remote work agreement and its convention.
3. Save your preferences. A box locked by your company cannot be changed.

![Screenshot — Your notification preferences: Personal Settings, Notifications tab](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-notifications-and-emails-02-v2.en_.png?resize=800%2C500&quality=80&ssl=1)
Your notification preferences: Personal Settings, Notifications tab.

### Set the module's emails (administrators)

1. Open **Settings › Manage Illizeo › Emails**, “Workplace” category.
2. Open the template you want, set its text in each language, or switch it off.

The Flex Office templates and what they carry:

- **Booking to approve**: the request sent to an approver, with its reminders.
- **Booking confirmed**: your booking request approved.
- **Booking refused**: your request refused, with the reason.
- **Booking cancelled**: your booking cancelled by someone else.
- **Declaration of a day**: a booking made for you by someone else.
- **Desk — booking changed**: your desk booking changed on your behalf, a change refused, a booking cancelled by the system or released for lack of a check-in, your desk changed, removed or set, your assigned desk released by someone else, the preferred desk of your week template removed.
- **Parking — your bookings**: your parking spots.
- **Meals — your bookings**: your meals.
- **Week template — summary**: the week template's nightly notification.
- **Site — closures and events**: site closures and events.
- **Meeting rooms — your meetings**: a room booked for you; your meeting, or your series, changed, cancelled or released by someone else; an invitation received, changed, cancelled or withdrawn; a participant's response; the visit of your external guests confirmed or declined.
- **Visits — notice to the host**: the visits for which you are the host.
- **Work location update**: the schedule reminder.
- **Visitor — invitation**, **Visitor — change**, **Visitor — cancellation**: the emails to external visitors.
- **Visitor — invitation to a series**, **Visitor — change to a series**, **Visitor — cancellation of a series**: the emails to visitors of a series of meetings, which list their dates.

## Good to know

- **What is also sent by email.** Notifications that change a commitment: booking cancelled, reduced, changed for you or made for you, released for lack of a check-in or restored, desk changed, removed or set, assigned desk released by someone else, meal promoted from the waiting list, site closed, event changed or cancelled, event room cancelled, meeting booked for you, changed, cancelled or released by someone else, meeting invitation received, changed, cancelled or withdrawn, participant's response, visit confirmed, declined or cancelled, week template summary.
- **What stays in the bell.** Reminders the day before an event, the publication of a priority event, a site reopening, the “N days before” notice of a closure, a visitor's arrival, “host away”, an approved absence that falls on a meeting you are organising (the meeting remains).
- **Three conditions for an email.** The template is active, the Email box for the line is ticked in your preferences, and the notification is one of those sent by email. Switching off a template removes the email, not the notification in the bell.
- **A visitor's invitation cannot be switched off.** The **Visitor — invitation** template carries the location's access information: its text can be rewritten, but it is always sent.
- **Meetings and series.** For a series of meetings, a single notification summarises the meetings affected. The subject of a meeting is never written in a notification or an email.
- **Calendar.** Your bookings, meetings included, can also go to your calendar, if the company has turned this on and according to the types you have ticked. See [Integrations](https://illizeo.com/en/centre-aide/flex-office-integrations-and-exports/).
- **Language.** Your language, otherwise that of your workspace. A text missing in German or Italian is shown in English. Emails to visitors are sent in French, English, German or Italian, depending on the choice made at invitation; without a choice, in the host's language, otherwise in English.
- **Before general opening (go-live).** Until the module is open to everyone, its notifications are only sent to administrators, on all channels. Emails to external visitors are always sent.
- **Every email says so.** Its note states why it arrives and which box to untick to stop receiving it.
- **Approvals.** The request to an approver belongs to the “Approvals and workflow” family of the preferences.

## 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/)
- [Integrations](https://illizeo.com/en/centre-aide/flex-office-integrations-and-exports/)
- [Reminders](https://illizeo.com/en/centre-aide/flex-office-schedule-reminders/)
- [Approvals](https://illizeo.com/en/centre-aide/flex-office-approvals/)
- [Visitors](https://illizeo.com/en/centre-aide/flex-office-visitors/)
- [Flex Office: module overview](https://illizeo.com/en/centre-aide/flex-office-overview/)

### *Similaire*