---
title: "Flex Office: site events"
description: "Site events announce what is happening at your locations: training, social occasions, communication, maintenance. They appear in the calendar; some take registrations, and an event at a set time can have its own meeting room."
url: "https://illizeo.com/en/centre-aide/flex-office-site-events/"
updated: "2026-11-01"
category: FlexOffice
---

# Flex Office: site events

Site events announce what is happening at your locations: training, social occasions, communication, maintenance. They appear in the calendar; some take registrations, and an event at a set time can have its own meeting room.

## Before you start

- **Published events** can be read with access to the module, by the people in their audience. Outside the audience, the card says: “This event is not available.”
- **Managing events** requires the permission to publish site events at Execute level. Without it, there is no button or form. With this permission at Access level, you also see the drafts and the registered attendees of all events.
- **Book a desk** from the card requires the permission to book a workspace at Execute level; without it, the suggestion does not exist.
- **The event room** can be read by its whole audience: the room, its location, its times, and whether it is cancelled. The meeting subject, only by the people who see the meeting details (its participants and those who manage it).
- **Book a room** for the event requires two permissions at Execute level: publishing site events and booking a meeting room. Without either, the button does not exist. **Change** and **Cancel the booking** only appear if you can change or cancel that meeting.

### Permissions in the role matrix

- “Flex Office module — Access”, Access level: read the events of your audience and register for them.
- “Publish site events: see drafts and registrations (access), create, change, publish and cancel an event (execute)”: Access level to see drafts and registered attendees, Execute level to manage events.
- “Book a workspace”, Execute level: the **Book a desk** suggestion on the card.
- “Book a meeting room: see availability and one's meetings (access), book for oneself, or for the population of one's role (execute)”, Execute level, with `office_events` at Execute level: book an event's room.
- “Invite external visitors (for oneself, or for the population of one's role), book their parking spot and meal”, Execute level: add external guests to the event's room.

## What these screens are for

- **An event card** (click its badge in the calendar): locations, date and times, description, attachments, room, registered attendees, and your registration.
- **Site events** (a location's settings, **Events** tab): create, edit, publish and cancel events, for the people who manage them.

## Step by step

### Register for an event

1. In the [calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/), click the event badge in the “Site” row. Its card opens.
2. Read the locations, date, times, description and **Attachments** (downloadable).
3. If registration is open, click **Register**. If the event is full, **Join the waiting list**.
4. The card confirms: “You are registered.” or “You are on the waiting list (position N).”
5. If you have no desk on site that day, the card says so and offers **Book a desk**. One click opens the booking, pre-filled; nothing is booked automatically.
6. To withdraw: **Unregister**, or **Leave the waiting list**.

![Screenshot — An event card opened from the calendar](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-site-events-01.en_.png?resize=800%2C500&quality=80&ssl=1)
An event card opened from the calendar.

### Create and publish an event (managers)

1. Open **Flex Office settings › Booking locations**, choose a location, then the **Events** tab. The **Site events** section lists the **Drafts**, the **Published** events and the **Cancelled** events.
2. Click **Event**. The **New event** panel opens.
3. Fill in:
   - the **Locations** (one or more);
   - the **Title** (50 characters at most) and the **Category**: Maintenance, Social, Training, Communication;
   - the **Description**: “Free text shown to the audience: no personal or sensitive data.”;
   - the date (**On**) and, if it lasts longer, **Until (optional)**;
   - **All day**, or times **From** / **To**;
   - **Priority**: “Highlighted in the calendar; the audience is notified on publication.”;
   - **Who the event is for**: **Everyone**, or **Some roles and departments**;
   - the **Participation**: **Information only** or **Open registration**, with a **Capacity (optional)** (“Beyond it, waiting list.”) and a **Registration closes (optional)** date (“By default, the start of the event.”).
4. Click **Save the draft**. Once the event is saved, add attachments with **Attach a file…**.
5. In the list, click **Publish**. The event appears in its audience's calendar.
6. To edit: **Edit**. To cancel: **Cancel the event**, with a **Reason (optional)**, then confirm.

![Screenshot — The site events, on the location’s page](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-site-events-02.en_.png?resize=800%2C140&quality=80&ssl=1)
The site events, on the location’s page.

![Screenshot — The New event window](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-site-events-03.en_.png?resize=800%2C500&quality=80&ssl=1)
The New event window.

### Book a room for the event (managers)

An event **at a set time, on a single day**, can take a meeting room in one of its locations, as long as it has not started.

1. Open the event card from the [calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/). The **Room** section offers **Book a room**.
2. The **Book the event room** form opens. The day is the day of the event and cannot be changed; its hours are recalled: “On the day of the event, within its hours: from 14:00 to 16:00.” (or “On the day of the event, from 14:00.” if it has no end time).
3. If the event has several locations, choose the **Event location**, then the **Room**. Adjust the **Start** and the **End** within the event's hours. The **Subject (optional)** takes the event title: change it if needed. Add participants and, if you have the permission to invite visitors, external guests.
4. Click **Book**. All the rules of a booking apply: the room's hours and duration, booking window, room already taken, site closed. A refusal is shown in the form.
5. The card shows the room: its name, its location, its times. **Change** opens the same meeting (**Change the event room**); **Cancel the booking** cancels it.

## Good to know

- **In the calendar.** One badge per event, on each of its days. Star: priority event. Struck through: cancelled. Dotted: draft (visible to managers).
- **Audience.** Everyone by default, or the combination of the chosen roles and departments. “With no role or department chosen, the event reaches no one.” The whole audience can see the list of registered attendees.
- **Notifications.**
  - The audience is notified when a priority event is published, and only then.
  - Registered attendees receive a reminder the day before, and a notification if the event is changed or cancelled.
  - A waiting list automatically promotes the first person when a place becomes free; they are notified.
- **Registrations.** They close on the closing date, by default at the start of the event. Unregistering remains possible until the start.
- **Absence.** A registered attendee who is absent that day stays registered and is warned: unregister if you are not coming.
- **Site closed.** An event can take place on a day when the site is closed; a warning flags it when it is entered.
- **Cancellation.** Registered attendees are notified; their registrations are kept. A deleted location is removed from upcoming events; an event left with no location is cancelled.
- **Attachments.** Images, PDFs or office documents, checked by the server (5 files per event, 10 MB each at most). No personal or sensitive data.
- **Retention.** Past events and their registrations are purged after 24 months by default.
- **Home page.** The “Upcoming site events” tile on your home page shows the next events. See [Flex Office calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/).
- **Site closures.** They are managed in the same tab of the location. See [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/).
- **The event room.**
  - An event without a time, or over several days, does not take a room; the card tells the manager so.
  - The room is a one-off meeting; a series of meetings cannot serve as an event room.
  - **Moving the event moves its room.** If the meeting covered all the event's hours, it takes the new hours; otherwise it keeps its offset from the start and its duration. If the room is already taken at the new slot, or a room rule refuses it, **the change to the event is refused** and the screen names the room: choose another room or cancel it first. If the meeting would no longer fit within the new hours, the change is refused too.
  - As long as the event has a booked room, it keeps a start time, on a single day.
  - **Cancelling the event cancels its room**; the organiser and participants of the meeting are notified.
  - **Removing the room's location from the event** cancels the meeting.
  - **The room cancelled on its own** (by its organiser, by someone else, by a site closure) stays shown as “Booking cancelled”, with the reason; you can book another room. The event's author and its registered attendees are notified, except those who already learn it from the meeting.
  - The meeting changed from the **Meeting rooms** tab stays within the locations, the day and the hours of the event.
  - The event's notifications (change, reminder the day before) name its room; they never give the meeting subject. See [Meeting rooms](https://illizeo.com/en/centre-aide/flex-office-meeting-rooms/).

## See also

- [Flex Office calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/)
- [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/)
- [Meeting rooms](https://illizeo.com/en/centre-aide/flex-office-meeting-rooms/)
- [Visitors](https://illizeo.com/en/centre-aide/flex-office-visitors/)
- [Notifications](https://illizeo.com/en/centre-aide/flex-office-notifications-and-emails/)
- [Flex Office: module overview](https://illizeo.com/en/centre-aide/flex-office-overview/)

### *Similaire*