The Flex Office module organises hybrid work: everyone declares where they work, books an office, a desk, a parking spot, a meal or a meeting room, invites visitors and, on sites that require it, checks in on arrival. This article introduces the module and tells you which article to read for each screen.
Before you start #
- The module must be enabled in your Illizeo workspace. It then opens from the Flex Office menu entry, which leads to the Dashboard, the Flex Office calendar and Meeting rooms, depending on your permissions.
- Without the permission to access the module, the entry does not appear in your menu.
- Until the module is open to everyone in your workspace, only administrators have access to it and receive its notifications. Emails to external visitors are always sent.
- The module is configured in Settings › Flex Office, on the Flex Office settings page. See Flex Office settings.
- The module’s permissions are set in the same place as all permissions: Settings › Manage Employees › Employee Roles.
Permissions in the role matrix #
- “Flex Office module — Access”, Access level: the module, its calendar and the settings page. Each article then lists the permissions specific to its screen.
Using the module #
| Article | What it covers |
|---|---|
| Flex Office calendar | Declaring your workplace, booking an office or a desk, the plan of the day, checking in on arrival, cancelled bookings, the home page tiles |
| Week template | Your usual week, your preferred desk, releasing your assigned desk |
| Parking | Booking a spot, the Parking management window, the daily list |
| Meals | Booking a meal, the Restaurant management window, the daily list |
| Visitors | Inviting a visitor, reception, recording an arrival, meeting guests |
| Meeting rooms | Booking a room, inviting participants and external guests, recurring meetings, My meetings |
| Site events | Publishing an event, registering, an event’s room |
| Approvals | Handling booking and visit requests, delegating |
| Schedule reminders | Reminding the people who have not declared their week |
| Dashboard | Occupancy of sites, zones and desks, attendance measured by check-in, alerts, reports |
Configuring the module #
| Article | What it covers |
|---|---|
| Locations and floor plans | Sites, floors, zones, plans, desks, equipment, meeting rooms, a location’s check-in, closures |
| Attendance profiles | Attendance rules and the people they apply to |
| General settings | The settings that apply to the whole module |
| Flex Office settings | The settings entry page and its tiles |
| Imports | Importing zones, desks, rooms, parking spots, profiles, restaurants and menus from a file |
| Notifications | In-app notifications and emails of the module |
| Integrations | Meetings in calendars, what goes out and comes in through exports, reports and imports |
Which article for which screen #
| Application screen | Article |
|---|---|
| Flex Office calendar tab, “On site today” strip, “On-site check-in” page and “My cancellations” window | Flex Office calendar |
| Preferences (week template) | Week template |
| Parking management window | Parking |
| Restaurant management window | Meals |
| Visitor reception window, “Record an arrival” window, Visitors & Externals page | Visitors |
| Meeting rooms tab | Meeting rooms |
| Event card | Site events |
| Approvals tab | Approvals |
| Schedule reminders window | Schedule reminders |
| Dashboard tab | Dashboard |
| Booking locations, a location’s Check-in tab, Equipment | Locations and floor plans |
| Profiles (list and card) | Attendance profiles |
| General settings | General settings |
| Flex Office settings page | Flex Office settings |
| Imports | Imports |
| Notifications | Notifications |
| Integrations | Integrations |
