---
title: "Flex Office: week template"
description: The week template describes your usual week. Every night, the server uses it to book for you your desk (and your preferred desk if it is free), then your parking spot and your meal, on the coming days. The same window also shows your assigned desk, if you have one.
url: "https://illizeo.com/en/centre-aide/flex-office-week-template/"
updated: "2026-11-01"
category: FlexOffice
---

# Flex Office: week template

The week template describes your usual week. Every night, the server uses it to book for you your desk (and your preferred desk if it is free), then your parking spot and your meal, on the coming days. The same window also shows your assigned desk, if you have one.

## Before you start

- Anyone with access to the module can open **Prefs.** in the calendar.
- **Saving** requires the permission to book a workspace at Execute level. Without it, there is no Save button.
- The parking and meal rules only offer a spot or a meal if you have the permission to book them. Otherwise, the screen says so; you can always remove what a rule asked for.
- **For a manager**: if your role allows you to book for others, the **Week template of** selector offers the people within your scope. You set their week, their rules and the release of their assigned desk in the same way as your own.

### Permissions in the role matrix

- “Flex Office module — Access”, Access level: the **Preferences** window.
- “Book a workspace”, Access level: read your week template and your assigned desk; Execute level: save the week template and the rules, release and take back your assigned desk and, for a manager, do so for the people in their population.
- “Book a parking spot”: offer a spot in the rules by location.
- “Book a meal”: offer a meal in the rules by location.

## What this window is for

The calendar's **Preferences** window (“Set your standard week and the rules of your services.”) contains:

- **My week template**: for each day from Monday to Friday, a location (or none), an optional zone, an optional preferred desk and a time slot;
- **Parking and catering**: your rules by location. “When the week template books you a desk at a location, it automatically adds…” a spot of a given type and/or a meal at a given restaurant and service;
- **My assigned desk**: only if a desk is assigned to you. This is where you release your desk on the days you are not coming in.

## Step by step

### Set your week template

1. In the [calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/), click **Prefs.**.
2. If the **Week template of** selector is shown, choose the person (yourself: “(me)”).
3. Under **My week template**, for each day:
   - choose the location, a remote-work location, or **No booking**;
   - choose a zone if needed, or **Any zone**;
   - choose a preferred desk if needed, or **No preferred desk**: the list offers the zone's desks in service (those of all the location's zones if none is chosen, and the desk's zone then becomes the day's zone);
   - choose the time slot.
4. Click **Save my week template**. Message: “Week template saved. Bookings will be made tonight.” If a day is refused (desk out of service, already assigned to someone else, zone reserved for other departments), the reason is shown under that day.

![Screenshot — The Preferences window: your week template, then your parking and catering rules](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/flex-office-week-template-01.en_.png?resize=800%2C500&quality=80&ssl=1)
The Preferences window: your week template, then your parking and catering rules.

### Add your parking and meal rules

1. Under **Parking and catering**, choose a location in **Add a location…**.
2. For this location, choose the type of **parking spot** (or **No parking spot**) and the **meal**: restaurant and service (or **No meal**).
3. Repeat for your other locations. The remove button on a line deletes the rule for that location.
4. Click **Save my rules**. Message: “Rules saved.”

### Release your assigned desk

1. Under **My assigned desk**, choose the desk if you have several.
2. In the **Release my desk** block, choose **One day** or **A period**, the date or dates, and the slot, then click **Release…**.
3. A preview, “Releasing means not coming”, lists your bookings on this desk that will be cancelled or reduced, with the parking spot and the meal that go with them. Click **Confirm the release** (or **Cancel**).
4. Others can book the desk again for that slot. The release appears under **My releases**; **Take back** cancels it as long as nobody else has booked the desk.

## Good to know

- **What is booked, every night.** Every night, your bookings for the next few days are made from this week: the desk, with the same approval as a manual booking, then the spot and the meal from your rules. The number of days (the horizon) is set by your company, 14 days by default. See [General settings](https://illizeo.com/en/centre-aide/flex-office-general-settings/).
- **The desk assigned.** The night run assigns your preferred desk if it is in the zone, in service and free; otherwise your assigned desk; otherwise the first free desk in the zone. The notification says so when a desk other than your preferred one has been assigned. A desk that its holder has released for that day is never assigned to them.
- **Preferred desk removed.** A preferred desk taken out of service, archived or moved to another zone is removed from your week template (the day's zone stays); you are notified. Put back in service, it does not come back on its own.
- **What already exists comes first.** A day on which you have already booked manually, or have an approved absence or approved remote work, is skipped.
- **Full.** If the desk or the spot is full, nothing is booked that day; the server tries again every night as long as the day stays within the horizon. A full meal goes on the waiting list.
- **A desk cancelled manually** is never booked again by the week template.
- **Same rules.** A booking made by the week template goes through the same checks and the same approval as a manual booking. It respects your [attendance profile](https://illizeo.com/en/centre-aide/flex-office-attendance-profiles/).
- **A single notification.** A notification summarises what was booked and what was not, with the reason. It is only sent if there is something new.
- **Changing your week template** leaves what is already booked in place.
- **Closures and public holidays.** A closed day is skipped. If the site is only closed for half a day, the open half is booked. When a closure is lifted, the week template books those days the following night.
- **Deleted location.** A day whose location has been deleted stays visible, flagged, and nothing is booked: choose another location.
- **Limits.** The spot stays limited by the car park's booking window, the meal by the restaurant's. In a car park, the first free spot of the requested type is taken.
- **No spot or meal for remote work.** Rules by location only apply to office locations.
- **A booking made manually** gets neither a spot nor a meal from your rules: add them in the booking panel.
- **Assigned desk.** You declare your days like everyone else; when you book in its zone, your assigned desk is given to you automatically. It stays held for you as long as you do not release it. An approved absence or approved remote work releases it on its own; on the other days you are not coming in, release it so that others can use it. Releasing means not coming: your bookings on this desk are cancelled or reduced. The assignment itself is set in the location settings: see [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/).

## See also

- [Flex Office calendar](https://illizeo.com/en/centre-aide/flex-office-calendar/)
- [Parking](https://illizeo.com/en/centre-aide/flex-office-car-parks/) · [Meals](https://illizeo.com/en/centre-aide/flex-office-meals/)
- [General settings](https://illizeo.com/en/centre-aide/flex-office-general-settings/)
- [Attendance profiles](https://illizeo.com/en/centre-aide/flex-office-attendance-profiles/)
- [Locations and floor plans](https://illizeo.com/en/centre-aide/flex-office-locations-and-floor-plans/)
- [Flex Office: module overview](https://illizeo.com/en/centre-aide/flex-office-overview/)

### *Similaire*