Changelog & Release Notes

General

Added Self Hosted Exchange

Flexopus now supports integration with self-hosted Microsoft Exchange servers, allowing organizations to synchronize bookings, calendars, and events directly from their on-premise Exchange environment. You can also find more information in our Help Center article.

Added Search Among Favorites

A new search option “Search only among favorites” is now available. This allows users to quickly find information by limiting the search to only favorited users or resources.

Added Access Delegation

It is now possible to assign delegates who can perform bookings on behalf of another user.
In the Admin Area under Users → All Users, select the desired user and open the new Access Delegation tab. Here, administrators can define the delegatee who is allowed to act for this user.
This delegatee can switch to the delegated user’s view. To do this, they click on their profile picture in the top-right corner of the User Area and select the user they want to represent. In this mode, they can create, edit, and delete bookings. The delegatee can exit this mode at any time by clicking on the profile picture again and returning to their own account.

Flexopus Workplace

Added Enable Default Cost Center Selection for Catering Orders

In the Admin Area under Global Settings → Service Providers, admins can now enable the option to allow users to select a default cost center when creating orders. If disabled, users must manually select a specific cost center for each order, ensuring that cost allocation rules are strictly enforced.

Added Order Settings Section for Service Providers

In the Admin Area under Service Providers → All Providers, selecting a provider now shows a new menu Order Settings. The new menu is offering detailed configuration options:

• Manual acceptance required: Enable this option to require that all service orders are manually approved by an administrator before being processed.
• Grace period for service orders: Define a time window (in hours) in which changes to an order are automatically accepted or set to pending status; modifications within this period will result in a pending service order that needs manual approval.
• Limit order creation (in days): Set a time limit outside of which new service orders cannot be created or edited.
• Accept service orders on weekends: Allow or block creation of service orders for Saturdays and Sundays.
• Order warnings: Display a custom message or warning to users when they create or modify a service order.

Added Item Categories for Service Providers

Admins can now configure Item Categories for each service provider under Service Providers → All Providers after selecting the service provider and opening the menu Item categories. Each category can have its own grace period, allowing service providers to offer multiple item types with different processing needs.

Added Export Service Order Overview as PDF

Service orders can now be exported as PDF files in addition to XLSX or CSV under Service Providers → Service Orders. This simplifies printing or viewing orders on devices without spreadsheet support.

Improved Ordering Process for Admins and Users

The Service Order workflow received a visual and functional upgrade. Users and admins can now enter the number of participants to help service providers prepare e.g. the correct amount of resources. During the ordering process, warnings and error messages are displayed if limits, deadlines, or weekend restrictions are exceeded. Items to be ordered are now grouped in a new Item Overview tab, allowing to search and filter to find the desired item. This streamlines the ordering experience for both admins and users.

Improved Improved Service Order Summary

The Service Order overview under Service Providers → Service Orders has been redesigned for better clarity. Information is now grouped into Order Details, Item Overview, and Host and Meta Data tabs.
The Host and Meta Data tab allows admins to quickly view important host information and order metadata, including creation and last modified dates.
Additionally, the entire order summary can be downloaded directly with a single click using the download button, making it easier to review and share order details.

Fixed Status Handling on Dashboard

The dashboard now properly handles status changes. All changes are automatically accepted, and status updates work as expected.

Flexopus Visitor

No changes.

Flexopus Assets

No changes.

General

Added Cost Center Statistics

A new Cost Center Analytics feature is now available under Analytics → Building Statistics in the Admin Area. This feature visually distributes bookings among cost centers, allowing admins to see which cost centers are using resources most frequently. This enables better planning and reporting of internal resource usage.

Flexopus Workplace

Added New Home Screen (Beta)

The new Home Screen provides users with an overview of their upcoming bookings, shows how many workspaces are already booked, helping them quickly decide whether to reserve a workspace before availability runs out. Additionally, the Home Screen allows users to perform one-click bookings for workspaces, parking spots, and Home Office. By clicking the magic wand icon next to the buttons, users can instantly book one of their favorited resources for the selected day. Announcements from favorited buildings are also displayed on the Home Screen, keeping users up to date with relevant news.
If users wish to change their building, they can do so by clicking the pencil icon under the “Welcome Back” section to select a different location. This feature is especially convenient for those who regularly switch between offices but still want to make use of the one-click booking option.

Added Announcements for Buildings

Administrators can now create announcements for individual buildings. This feature is available in the Admin Area under Global Settings → Announcements. By selecting Create message, admins can choose whether the announcement should apply to buildings or be displayed as a general banner announcement.
The banner option refers to the original version of the announcement.
Building-specific announcements appear in the new Home Screen for users who have favorited the respective building, ensuring important updates and location-based information are always visible.

Added Bookable Time Slots

Users can now select predefined time slots when creating a booking, such as morning, afternoon, or full-day, streamlining the booking process and reducing manual input. For morning bookings, the system automatically sets the time from the default start time until 12:00, and for afternoon bookings, from 12:00 until the default end time.

Flexopus Visitor

Added Contactless Visitor Kiosk

Visitors can now check in contactlessly by scanning a QR code displayed on the Visitor Kiosk. This opens a temporary guest session on their smartphone after scanning the QR code shown on the Visitor Kiosk, allowing them to complete the registration process without touching the kiosk. The session stays active for 10 minutes or 10 requests and can be renewed by rescanning the QR code. For badge printing and checkout, interaction with the kiosk is still required.
This feature must be enabled per device under Global Settings → Devices. Select the desired Visitor Kiosk, and then enable contactless access.

Flexopus Assets

No changes.

General

Improved Better Source Display in Logs Table

The logs table in the admin area under Logs has been enhanced to show the source of each action more clearly. This improvement helps administrators to quickly identify where changes originate, streamlining auditing and troubleshooting processes.

Flexopus Workplace

Added Event Meeting URL Creation Toggle

Users can now choose whether to generate an online meeting link when creating an event. For existing events, the meeting link can also be opened directly in Flexopus. This provides more flexibility for hybrid and in-person meetings.

Fixed External Event Delete Synchronisation

Deleting an event in Microsoft Outlook or Google Calendar now automatically synchronises the deletion with Flexopus. This ensures consistency between external calendars and the Flexopus system.

Added Custom Images for the Catering & Service and Event Booking Tile

Administrators can now customize the default images for Catering & Service and Event booking tiles under Global Settings → Corporate Identity → Customize booking types. This allows a more branded booking interface.

Fixed Booking Confirmation Popup and Direct Deletion of Overlapping Bookings

When creating a Direct Booking via the Live Plan, users are now shown a confirmation popup displaying all relevant details before the booking is finalized. If the user has an overlapping booking, they can delete it directly in the Direct Booking.

Added Event Bookings in Calendar View

Event bookings are now visible in the Bookings calendar view. This provides users with a unified overview of their schedule, including both resource and event bookings.

Added Event Service Order Notifications

When a user requests a Service Order within an event, both the user and the corresponding service provider will receive an email summarizing the order. This ensures all parties are informed promptly.

Flexopus Visitor

Added Visitor Statistics

Administrators can now access the new Visitor Statistics section under Analytics. This provides insights into visitor activity, trends, and overall utilization, supporting better planning and reporting.

Added Allow Visitors Without Invitation

Administrators can now enable the option for visitors to register at a Visitor Kiosk without having received a prior invitation. This setting can be activated in the Admin Area under Global Settings → Visitor and Guest Management → Allow visitor without invitation. To enable this for a specific kiosk display, navigate to Global Settings → Devices, edit the desired Visitor Kiosk, and define the available Invitation Presets for this particular display. Since these presets are configured individually for each display, you can create tailored options that best fit the specific needs and use cases of each location.
When registering at the kiosk, visitors without a prior invitation can then simply choose one of these presets, ensuring a smooth and guided check-in experience.

Added Guest WiFi Access via Visitor Kiosk

Administrators can now provide guests with WiFi access directly through the Visitor Kiosk.
In the Admin Area under Global Settings → Devices, select or create the desired Visitor Kiosk and scroll down to the Guest WiFi section. Here, you can enter your organization’s guest WiFi credentials.
Once the guest completes the registration process at the kiosk, the WiFi details will be displayed in their registration summary, allowing them to easily connect their devices to the guest network.

Fixed Unresponsive Device Signature Pad

The issue with the device signature pad becoming unresponsive has been resolved, ensuring smooth visitor check-in and signing processes.

Flexopus Assets

Added All Asset-Bookings Overview

Users can now view a comprehensive overview of all assets under Assets → Asset Overview, including availability and who booked the object. By hovering over the blocked area on the timeline, users can see exactly who booked the asset and for which time period. Details about each asset, such as all of the asset’s bookings, main information, images, and documents, are also accessible by clicking on the asset.

Added Asset Detail View

Assets now have a dedicated detail view accessible via the Asset Overview or by clicking an existing booking under Assets. This provides users with complete information, including images, documents, and all associated bookings.

Added Custom Images for the Asset Booking Tile

Administrators can now set custom default images for Asset booking tiles under Global Settings → Corporate Identity → Customize booking types. This allows for a more branded booking interface.

General

Added Dutch Language

The Flexopus application is now available in Dutch, bringing the total number of supported languages to twelve. This expansion allows even more users to navigate the platform in their preferred language and improves accessibility for international teams.
The preferred language can be set individually in User Profile → Preferences → Languages. For a company-wide default, administrators can configure the language under Global Settings → Corporate Identity → Default language.
If you are missing a specific language, feel free to reach out to us at support@flexopus.com.

Flexopus Workplace

Added Custom Opening Hours for Buildings

Administrators can now define custom opening hours for individual buildings. These settings override the global booking limit for the specific location, making it possible to reflect different opening hours across multiple buildings. This ensures that bookings are aligned with the actual availability of each site, providing more flexibility and accuracy in resource management.
Custom opening hours can be enabled in the Admin Area → Locations → Buildings → [Select building] → General Settings by toggling Use custom opening hours and entering the specific opening and closing times.

Improved Live Plan Popup on Mobile

In the mobile version, selecting a resource in the Live Plan now opens an information popup instead of a new page. This keeps the Live Plan visible in the background while showing all relevant details in the popup. Users benefit from a smoother workflow, as they maintain a clear overview of their current selection and can easily switch to other resources without losing context.

Improved Service Modal Translations

The translations of the Catering and Service Management module have been further refined. Missing translations were added, and existing ones were improved to ensure a more consistent and user-friendly experience.

Flexopus Visitor

No changes.

Flexopus Assets

No changes.

General

Improved Use Different Time Ranges for Utilization Calculation

In die Admin Area under Global Settings → Analytics Settings, admins can override the default time range for utilization calculations beyond the system default booking hours. Changing these settings recalculates all analytics data. This may take up to 24 hours to refresh.

Improved Custom Device Name for Displays

Admins can now assign a custom Device Name to be shown on Flexopus displays instead of the default bookable resource name. This setting is found in the Admin Area under Devices → [Select Device] → Use Device Name, and requires entering a name on the same page before activation.

Added Group Export

Admins can now export user groups to .xlsx or .csv in the Admin Area under Users → Groups.

Flexopus Workplace

Added Microsoft Working Location Synchronization

Admins can now activate Work Location Sync in the Admin Area under Global Settings → Integrations → Microsoft Exchange Online. This syncs desk bookings and home-office days as full-day events into users' personal Microsoft Exchange calendars — helping colleagues quickly see where someone is located and simplifying e.g. in-person meeting planning.

Added Advanced Daily / Monthly Building Analytics Export

A new advanced export option is available in the Admin Area under Analytics → Building Statistics allowing admins to download .xlsx reports with daily or monthly data for selected buildings and periods. These outputs enables additional internal analyses regarding the Flexopus building statistics.

Added Favourite Buildings

Users can now mark buildings as favourites by clicking the heart icon. Favourites can be managed in the User Profile and also appear during the booking process. This is a preparatory feature for the upcoming new home screen – stay tuned!

Improved Service Order Summary as an Attached Document

Service providers within the Catering and Service Module now receive the full order summary as an attached document in their service emails, making it easier to print or forward the order for operational handling.
Note: The Catering and Service Module is currently in beta. To activate it, please contact support@flexopus.com.

Added Extend Public Events API Index with “Today” Route

A new API endpoint now delivers all events happening today, with optional filters for building, floor plan, or object. This allows e.g. event retrieval for custom integrations.

Flexopus Visitor

No changes.

Flexopus Assets

Note: The Asset Inventory module is currently in beta. To activate it, please contact support@flexopus.com.

Added Asset Statistics

In the Admin Area under Analytics → Asset Analytics, administrators can now view statistics on asset utilization showing how many assets were used overall, peak usage times by week or weekday, and ranking assets by popularity. This insight helps optimize underused resources and improve allocation strategies.

Flexopus Workplace

Added See "Last Seen" Date in User Profiles

Admins can now view when each user was last active directly in their profile in the admin area. This helps identify inactive users, resolve login issues, and keep user data up to date.

Added Phone Numbers in User Import/Export

Phone numbers are now included in user data exports and imports under Users → Import/Export, if allowed by your Data Privacy Settings under Settings → Data Privacy Settings. This simplifies bulk updates and ensures consistent contact information across your user base.

Added New User Role: Analytics Viewer

You can now assign users the Analytics Viewer role under Administrative Rights: Admin Area → Users → All Users → Edit → Administrative Rights . This gives them access to analytics dashboards (location and/or user stats) without granting full admin permissions—ideal for HR, Controlling, or Facility Management.

Flexopus Visitor

Added Restrict Access to Visitor Management

Admins can now assign specific user groups to manage visitors. Only authorized users will be able to send invitations or access visitor data—ensuring privacy and security.

Added Daily Missed Check-Out Notifications for Inviters

Inviters can now receive a daily notification if any of their invited visitors have not checked out by a specified time. The check-out reminder time can be configured and follows the timezone of the invitation. This helps ensure accurate visitor tracking and enhances on-site security.

Added Daily Missed Checkout Summary for Management

If enabled, facility management can automatically be notified each day if any visitors have not checked out. The summary is sent based on the building’s timezone, supporting better oversight and compliance.

Added Check-In Notification for Inviters

Inviters will now receive a notification when their guest checks in—unless they performed the check-in themselves. This ensures the right people stay informed without unnecessary alerts.

Added Unverified Visitor Indicator in Bookings List

Visitors who haven’t completed verification are now clearly marked in the bookings list within the user area. This helps users quickly identify which guests still need to confirm their details.

Added Visitor Invitations in Calendar View

Visitor invitations are now visible directly in the calendar view, giving users a clear and convenient overview of upcoming visits alongside other scheduled bookings.

Flexopus Asset

No changes.

General

Added Event Management Module (Beta)

This feature enables users to schedule and manage events more efficiently by allowing the selection of multiple meeting rooms, the addition of event descriptions, and the invitation of participants directly through Flexopus.
A new highlight is the availability timeline, which provides a visual overview of all meeting room availabilities — making it even easier to find the perfect space for your event.

Added Visitor type, license plate attributes and more

Creating a new visitor is now more flexible and efficient. Users can assign a specific visitor type during the creation process (e.g., maintenance worker, customer, interviewee), helping to categorize visits more precisely.
In addition, a new optional field for visitor license plates is available and can be added in the admin area under Settings → Visitor Management → Required fields for visitor registration. This field is useful for managing visitor parking and access control.
It is now also possible to register a visitor starting from now during the booking process, eliminating the need to manually select the current date and time.
A new setting, Confirm before check-in, is also available in the admin area under Settings → Visitor Management, allowing administrators to define mandatory verification steps — such as ID checks — before a guest can be checked in.

Added Cost Center Support for Asset Bookings

Asset bookings now support cost center selection. Once enabled via Settings → Asset Management in the admin area, users will be prompted to choose a cost center when booking an asset. The cost center options are sourced from the entries under Users → Cost Centers. If the user selects Default Cost Center, their personal default will automatically be applied to the booking.
The selected cost center is then linked to the asset booking and appears in both the admin area and the booking export, helping to streamline internal accounting.

Added User-Side Cost Center Editing

A new setting in the admin area under Settings → Profile Settings called Cost center edit allows users to manage their own cost center directly. Once enabled, users can navigate to their personal Profile tab and update their assigned cost center without administrator intervention. This streamlines the maintenance of user cost center data and reduces administrative overhead, especially in organizations with frequent departmental changes.

Improved Outlook Plugin Integration with Service Orders

The Outlook Add-In has been extended as part of the enhancement of the Catering Service Module. When a Flexopus-connected meeting room is added to an Outlook event, the plugin automatically syncs the event with Flexopus using the Microsoft Graph API.
Users can now view and modify the linked event within the plugin and add service orders for specific rooms. This enhancement bridges Outlook scheduling with Flexopus services for a more seamless event workflow.

Admin Area

Added Internal Notes for Bookable Floor Plan Objects

When editing a floor plan in the admin area via Locations → Floor Plans administrators can now add internal notes to individual bookable objects. This new field, labeled Internal notes, is only visible within the admin area. It can be used to document relevant internal information such as approval history for fixed assignments, reasons for object blockings, or other object-specific notes.

Added Visitor Management Toggle for Specific Buildings

With the latest update, administrators can now control which buildings use the Visitor Management module. Under Settings → Visitor Management → Visitor management buildings, visitor management can be disabled for buildings by removing them from the list. This is especially useful for locations that do not require a formal visitor check-in process within Flexopus.

Added Global Booking Notifications per Asset Category

Administrators can now configure booking notifications at the asset category level. To set this up, navigate to Assets → Categories, select a category and switch to the General Settings tab. There, you can specify a notification email address that will receive alerts for all bookings, updates, and cancellations within that category. This helps ensure responsible teams are informed in real time and can prepare the requested assets accordingly.

Added Trial Period and License Status for Devices

A trial period is now available, making it easier to test the Display Module and get an overview of trial and paid licenses. In the admin area under Settings → Devices, administrators can view the current status of all devices. If you're satisfied with the module during the trial phase, you can activate the device license directly after selecting the device. The relevant setting is called License Status and can be found at the bottom of the page.
All previously created displays have been assigned an active license status to ensure continuity.

Added Daily Visitor Overview Summary

A new daily overview section has been added to Visitors → Visitor Invitationsin the admin area. It provides administrators with a quick snapshot of the current visitor situation, including the number of visitors on site, visitors who haven't arrived yet, and those who have already left — helping reception and facility teams stay on top of daily guest flows.

Added Current Year Filter in Building and User Statistics

In the admin area under Analytics → Building Statistics and Analytics → User Statistics, a new Current Year time frame is now available. This filter shows data from January 1st up to the current date, enabling more accurate year-to-date reporting and insights.

Added Microsoft Entra Attribute Support for SAML2

Flexopus now supports the synchronization of user profile pictures via SAML2 from Microsoft Entra ID. This enables automatic transfer of user images during login, enhancing profile consistency across the platform.
The setting can be found in the admin area under Settings → Authentication, after editing the SAML2 connection. Scroll to the bottom of the page to the section User attributes from Microsoft Entra to connect it.
To complete the setup, open https://portal.azure.com, navigate to Enterprise Applications, and search for the SAML2 entry used for Flexopus. Open it, then go to Security → Permissions in the left sidebar, and click the Grant admin consent button to allow access to user profile pictures.
The profile pictures are synchronized automatically the next time a user logs in.

Added API Token Management with Permissions and Expiration

In the admin area under Settings → Integrations → Flexopus API, administrators can now create multiple API tokens. Each token can be assigned:

• A custom name for easier identification
• Granular permissions (e.g., read all, write user, write objects, write bookings)
• An expiration date to limit long-term access

This update improves API security and manageability across external integrations.

General

Added Checkbox Field for Asset Bookings

In the Asset Management module, administrators can now add a checkbox field to the additional fields section of asset bookings. This checkbox can be set as mandatory, ensuring that bookings can only be completed if it is selected. This is useful for confirmations, such as driver's license validation.

User Area

Improved Vehicle Selection for QR Code Bookings

When booking a parking space via the QR Code module, users can now select from their existing vehicles or add a new one directly during the booking process if none exists yet. This enhancement streamlines the booking flow.

Admin Area

Improved Booking Insights in Floor Plan Editing

Within the admin area, when editing a floor plan under Locations → Floor Plans → Edit Floor Plan, the info popup shown when setting an object to “blocked” now includes how many future bookings will be affected. This helps administrators better evaluate the impact of their changes.

Improved Data Integrity for Visitor Check-In/Check-Out

In the Visitor Management module, admins can now prevent changes to visitor check-in and check-out times once a visitor has been checked in or checked out. This feature helps maintain audit integrity and supports compliance with data protection standards.
The new setting, called Allow check-in and check-out time edit, can be found in the admin area under Settings > Visitor Management.

Added Option to Disable Visitor Invitation Notifications

With the Visitor Management module, administrators can now disable all visitor-related notifications triggered by the creation, update, or deletion of invitations. This is useful in scenarios where notification emails are not required. The new setting, Disable visitor notifications, is available in the admin area under Settings > Visitor Management.

Added Simplified Visitor Management Option

A new setting in the Visitor Management module allows administrators to enable a simplified visitor workflow where guests can be checked in without prior verification. The option, called Simplified visitor management, can be found in the admin area under Settings > Visitor Management.

General

Improved Visitor Kiosk Facelift

The Visitor Kiosk Tablet within our Visitor Management module has received a visual update to enhance the overall user experience.
A new Light Theme has been added and can be configured by administrators via Settings → Devices → Select Device → Theme.

Improved Input Style Consistency

We've standardized the appearance and behaviour of input fields across the application to ensure a more cohesive and intuitive interface.

Improved Missing Camera Screen Layout

For guests completing their registration via QR code on a Visitor Kiosk Tablet, we've refined the camera access screen layout to provide clearer guidance when camera permissions are not granted.

Admin Area

Added Asset Manager Role

A new "Asset Manager" role is now available within the Asset Management module. Administrators can assign this role to users via Users → All Users → Edit User → Administrative Rights. Users with this role can:

• Edit asset properties
• Update and create asset categories
• Create asset bookings on behalf of other users

Added Service Provider Manager Role

We've introduced a "Service Provider Manager" role for the Catering Service module. Assign this role to users through Users → All Users → Edit User → Administrative Rights. Users with this role can:

• Be assigned to specific service providers or manage all providers within the Flexopus application
• Manage service orders
• Edit service provider items

Added Service Provider Item Import/Export

In the Catering Service module, administrators can now import and export service provider items. Navigate to Service providers → Provider Management → Edit Provider to access the new "Export & Import Items" tab, allowing for efficient bulk updates of service provider items.

General

Added Asset Inventory Management (Beta)

Flexopus now includes asset management, enabling organizations to efficiently list and manage company assets. Administrators can register assets such as company cars, IT equipment, or other specialized tools, providing users with an easy way to book and track availability. This feature improves internal logistics by ensuring that shared resources are properly tracked and booked efficiently.
Note: The Asset Inventory module is currently in beta. To activate it, please contact support@flexopus.com.

→ To the help article: Asset Management

Improved iOS Signature Registration

The visitor signature pad on iOS now correctly displays and saves signatures. With this improvement, the signing process is now seamless, ensuring that visitor records within the Visitor Management Module remain complete and accurate.

Improved Embedded PDF Display Across All Platforms

PDFs within the Visitor Management Module are now fully supported across all modern platforms, including Chrome on Android. This enhancement allows for a smoother user experience, enabling PDFs to be viewed directly within the application without additional steps.

User Area

Added Capacity Filter for Meeting Rooms

The booking process has been enhanced with a capacity filter for meeting rooms. Users can now filter rooms not only by name and available features but also by desired capacity. This makes it easier and faster to find a suitable meeting room for planned gatherings, optimizing space utilization and efficiency.

Improved Pre-filtered Equipment Tags

The available equipment features in the object filtering process are now limited to those relevant for the selected object type. This enhancement provides a clearer overview, ensuring users can quickly see which equipment options are applicable for filtering, leading to a more efficient selection process.

Added Display Past Bookings in Booking Overview

If enabled in the administrative settings of the Flexopus application, users can now view past bookings directly in the calendar view. This improvement enhances transparency and allows users to easily review previous reservations.
Administrators can enable this feature in the admin area under Settings → Booking Settings → Past Bookings.

Admin Area

Added Setting to control when the next booking day unlocks

A new setting, “Start of the reservation cycle”, has been introduced under Settings → Bookings. This allows administrators to define the exact time at which reservations for a new day become available. By default, the next booking day unlocks at the start of the day, but this can now be adjusted to a later time as needed, offering greater flexibility.

User Area

Improved Object name displayed in calendar view

In the Monthly View of personal bookings, the object name is now displayed alongside each reservation. This enhancement improves clarity, allowing users to quickly see which resources they have booked.

Improved Direct booking now respects selected live plan date and time

When using the direct booking feature from the Live Plan, the date and time selected on the Live Plan are now automatically applied to the booking. This ensures a seamless and intuitive booking experience, allowing users to reserve objects directly for the intended date without additional manual adjustments.

General

Added Upload images to objects

Objects can now have images assigned to them, providing users with a more visual and informative booking experience. This feature can be enabled in the Admin Panel under Settings → Bookings → Object Features. Once activated, administrators can upload images by selecting the desired object in the Admin Panel and navigating to the "Images" tab. The uploaded images will be displayed to users both during the booking process and on the object’s detail page, making it easier to identify and select the right resources.

Added Option to display phone numbers on user profiles

A new setting has been introduced that allows administrators to show users’ phone numbers on their public profiles. This option can be configured under Settings → Data Privacy Settings by enabling "Show phone number on profiles". If activated, phone numbers will be visible to other users, improving internal communication.

Admin Area

Added Assigned user included in object export

The object export under Locations → Import / Export now includes the "fixed_for_user" field, which indicates whether an object has been permanently assigned to a specific user. This enhancement provides better visibility for administrators managing fixed object assignments.

User Area

Added Skip weekends toggle for multi-day bookings

Users creating multi-day bookings now have the option to exclude weekends. When this setting is enabled, bookings will only be created for weekdays, allowing for more efficient and structured workspace reservations.

Added Automatic check-in for immediate bookings

Bookings that start now are now automatically checked in when the check-in module is active. This eliminates the need for users to manually check in for immediate reservations, streamlining the booking process. The change applies exclusively to bookings where the "From Time" is set to "Now".

General

Improved Favorite handling fails in rare cases

An issue where favorite selections could fail under certain conditions has been resolved, ensuring a stable and reliable experience when managing favorites.

Improved Time zone selector resets when changing months in the reservation calendar

A bug has been fixed where the time zone selector on the create reservation page would revert to the default time zone when switching months in the calendar. This improvement ensures that the selected time zone remains consistent throughout the booking process.

Admin Area

Added User export now includes extension attributes

The user export under User → Import / Export now includes the Cost Center attribute, allowing admins to assign cost centers directly to users. If a specified cost center does not already exist, it will be automatically created during the import process.

Added Login flow for Google Groups and Google Directory integrations

Administrators now have to log in with their Google accounts to link them, and check their permissions. Manual administrator email setting is no longer allowed.

Added Group managers can access user statistics

Group managers can now access user statistics under Analytics → User statistics within their groups, providing them with insights into booking behaviors and activity levels.

General

Added Visitor Management Module (Beta)

The visitor management module has been introduced to streamline the process of handling visitor check-ins and tracking. This tool allows administrators to efficiently manage visitor information, monitor attendance, and improve overall security. Please note that the visitor management module is still in the beta phase, and activation of the module can be requested by contacting support@flexopus.com.

→ To the help article: Visitor management

Added Basic Map Editor (Beta)

The basic map editor has been introduced, allowing users to upload an image of their floor plan to create a simple map. You can place bookable and static objects on this map. Please note that the basic map editor is still in the beta phase, and activation of the module can be requested by contacting support@flexopus.com.

→ To the help article: Basic Maps

Improved General redesign of the Flexopus application

The Flexopus application has undergone a light redesign for a fresher and more modern look. Descriptions and labels have been enhanced to improve clarity and usability.

Improved Vehicle license plates are now always uppercase

We've made an update to ensure that vehicle license plates are now automatically converted to uppercase. This fix enhances consistency and helps avoid any potential confusion when entering or displaying license plate information.

Admin Area

Added Optional vehicle association to admin bookings

In the admin area, under Settings → Booking Settings, a new option called "Require Vehicle Association for Administrators" can now be enabled. When activated, this setting makes it mandatory to select a vehicle when booking a parking spot for other users in the admin area (Bookings → New Booking). After choosing the "Parking Spot" type, a dropdown menu will appear, displaying all the user’s registered vehicles. If the option is active, a vehicle must be selected. If it's deactivated, selecting a vehicle remains optional. This feature helps streamline parking management, ensuring that parking spots are always associated with a vehicle and improving tracking.

Added Separate guest booking permissions based on groups

In the admin area, it's now possible to configure guest booking permissions for individual objects within the floorplans. The setting works the same as for regular user groups. The group assigned to users allowed to make guest bookings can be linked to the building and floor plan under the "Guest Group" tab. For objects, the group is assigned under the User Groups → Guest Reservation Access tab.

→ To the help article: In Progress

Added Extended building and location filters

Admins now can filter buildings and locations more precisely in the admin section. After selecting a country, admins can also specify the region and city to refine their search results. This enhancement allows for easier navigation and better organization of buildings and floor plans.

Added Custom imprint upload

In the admin area under Settings → Data Privacy Settings, admins can now upload their own imprint. The new setting is called "Use own imprint". When enabled, admins can easily upload their imprint to meet their legal requirements.

Added Summary of daily created users

In the admin area, a new option called "Summary of Daily Created Users" has been added under Settings → Authentication. Here, you can enter an email address to receive a daily notification summarizing the number of users created the day before. This feature helps admins stay informed about user growth and manage accounts more effectively.

Improved The bulk editor now allows the selection of all objects at once

In the admin area, the bulk editor now features "Select all" and "Select none" options at the top. This enhancement allows users to quickly select or deselect all objects at once, streamlining the management process and making it easier to update multiple objects efficiently.

Improved The admin and user area switch was relocated and visually enhanced

To enhance accessibility, the admin and user area switch button has been moved from the bottom of the navigation bar to the top and is now visually more prominent. This adjustment simplifies navigation, making it quicker and easier for users to access the admin and user areas.

Improved Improved map builder performance on bigger floor plans

The performance of the map builder has been enhanced, particularly for larger floor plans. This improvement ensures smoother navigation and quicker response times when editing extensive layouts. Users can now manage and modify large plans with greater ease, resulting in a more efficient experience overall.

User Area

Added Presence view in the live plan

A new presence view has been introduced in the live plan, allowing users to track their colleagues' availability. You can easily filter by different groups, search for specific colleagues, and view their current work status, whether they're in the office, working remotely, or unavailable. This feature helps improve team visibility and collaboration.

Added Favorite objects and users

Users can now mark objects and colleagues as favorites by clicking a heart icon, making it easier to access frequently used resources or team members. Favorites can be managed directly in the user profile or can be added in e.g. the booking process. This enhances the user experience by making the booking process more efficient.

Improved Bookings list redesign

The bookings section has been redesigned for a more user-friendly experience. This update features a cleaner layout and improved functionality, making it easier to view, manage, and organize bookings.

Improved User search attributes are now merged into one field

To streamline the user search process, various search attributes have been consolidated into a single field. This enhancement simplifies the way users locate users, allowing for quicker and more efficient searches.

Improved Default time is now preselected in time dropdown

The default time in the time selection dropdown has been updated to be preselected. This fix enhances the user experience by saving time during the booking process, allowing users to quickly confirm their desired time without needing to manually select it every time.

General

• Added: Report issues to facility management
  Users now can report any issues or concerns directly to facility management. This allows for seamless communication between users and management, ensuring that any problems are addressed promptly and efficiently to maintain a smooth operational flow within the facility. Admins who want this feature to be enabled need to contact us via support@flexopus.com first.  
  → To the help article: Manage Issues and Report Issues
• Added: Option to disable check-in for a specific object type
  Admins have the option to enable or disable mandatory check-in for specific object types in the booking settings. By default, the values are based on the global default settings. This feature allows admins to customize the check-in requirements based on the specific needs of their organization. For example, they can choose to make check-in mandatory for work stations but optional for parking.
• Added: Option to force check-in for bookings from external calendar resources
  Admins can enable mandatory check-in for bookings made through external integrations like Microsoft or Google. Previously, bookings from external calendar resources did not have to be checked in if the check-in feature was activated. If this new option is activated, external bookings must also be checked in, otherwise, the booking will canceled. This feature is deactivated by default.

Admin Side

• Added: Half-year and full-year time range options in building analytics
  Admins now can access detailed analytics regarding their building's performance over predefined time frames – half-year and full-year. This feature provides valuable insights into usage patterns, trends, and overall efficiency within the facility. By analyzing data over these periods, administrators can make informed decisions to optimize their operations, improve resource allocation, and enhance the overall user experience.
• Added: Assign cost center during user import
  This is only relevant if the cost center module is enabled. When importing users into the system, administrators now can assign a specific cost center to each user. This feature streamlines the process of organizing and tracking expenses related to bookings and usage of facilities within the building. By assigning cost centers during user import, administrators can easily allocate costs and monitor budget allocations more efficiently.
• Added: Allow SSO users to set a password on their accounts via the password reset feature
  Admins can enable, that SSO users can additionally set a password on their accounts via the password reset feature. This new feature provides SSO users with the flexibility to create and manage their passwords directly within the system. By utilizing the password reset feature, SSO users can easily update their passwords as needed. This feature is deactivated by default.
• Fixed: The map editor has undergone a facelift and enhanced performance for larger maps
  This update includes enhancements to the quality of the maps, validations to ensure accuracy and overall improvements to the user experience. The updated map editor now allows for smoother navigation, better visualization of building layouts, and more efficient editing capabilities. These changes aim to streamline the map editing process, making it easier for administrators to create and manage building layouts effectively.

Client Side

• Added: Select booking start and end time by typing
  Users now have the option to input their desired booking start and end times by simply typing them in, providing a more convenient and efficient way to schedule their bookings. This feature streamlines the booking process, allowing users to quickly enter specific time slots without the need for manual selection. By typing in their preferred start and end times, users can easily customize their bookings to suit their specific needs and preferences.
• Added: Show check-in status on current bookings in search results if check-in is enabled
  The check-in states of bookings are shown in the search results, in case the check-in feature is enabled. This enhancement allows users to easily see who is already checked in for their object booking directly from the search results. 
• Added: Show facility management email on building info block
  Users now can view the email address of their facility management directly on the building info block within the floor plan, if this has been stored in the building information by an admin. This new feature provides users with quick access to contact facility management via email for any urgent issues, inquiries, or feedback.

General

• Added: "Flexopus - Device Connect" App for Android TV
  The "Flexopus - Device Connect" App is now also available for Android TV. This means that any TV with a current Android TV operating system or a Chromecast device can reliably be used as a Flexopus display. The app can be installed from the Play Store and once it is launched, the TV remains on and is set to automatically start when the TV is turned on.
  → To the help article: Flexopus - Device Connect
• Added: Integration of Google Calendar Resources with Flexopus
  Connect your Flexopus instance with Google Workspace to synchronize bookings from Google Calendar resources. To utilize this functionality, you need to assign the resource email addresses from Google Workspace to the bookable objects in Flexopus.
  → To the help article: Google Workspace (Synchronize Calendar Resources)
• Added: Synchronization of Google Groups with Flexopus
  An integration has been added that synchronizes "Google Groups" with Flexopus via the Google Directory API. This integration uses domain-wide delegation for accessing and synchronizing information.
  → To the help article: Google Workspace (Synchronize Google Groups)
• Added: Synchronize Working Location with Google
  In the personal Google Calendar, the working location from Flexopus can be synchronized. This could be, for example, home office or workplace bookings, including building, floor and object name.
  → To the help article: Google Calendar (Synchronize Working Location)
• Added: Flexopus available in the Webex App Hub
  With our WebEx integration, you can deploy Flexopus directly through the Webex App Hub for the members of your organization. This allows you to integrate Flexopus directly into Webex, thus enabling bookings within the familiar Webex environment without switching programs.
  → To the help article: Webex Application
• Added: Webex SSO OAuth 2.0 Integration
  Utilize Single Sign-On conveniently with our Webex OAuth 2.0 integration and control access with a targeted domain whitelist. This allows users to log in to Flexopus using their Webex credentials.
  → To the help article: Webex (OAuth2.0 SSO)
• Added: Linking External Resources with All Object Types
  External resources from Google Workspace or Microsoft Exchange Online can now be connected and synchronized with all object types. Previously, this was only possible with meeting rooms.
  → To the help article: Google Resources or Microsoft Exchange Online
• Added: Assignment of users to cost centers (BETA)
  Cost centers can now be created in the admin area. A user can be assigned exactly one cost center. This assignment remains visible and usable in exports of bookings. Furthermore, the cost center remains intact even after anonymization of personal data, allowing for long-term assignment of bookings to cost centers for internal billing purposes.
  → To the help article: Cost Centers

Admin Side

• Added: Different Check-in Deadlines per Booking Type
  If the check-in feature is activated, different deadlines for checking in can now be defined for each booking type. This can be used, for example, if shorter check-in times are desired for meeting rooms. If the booking is not checked in within the deadline, then the booking expires.
  → To the help article: Check-In
• Added: Flexopus Supports Multiple SAML2 Connections
  From now on, multiple SAML2 connections can also be optionally set up. This allows, for example, multiple organizations to be connected to a Flexopus instance, in order to use office space as efficiently as possible.
  → To the help article: SSO Connection
• Added: Automatically Deactivate Inactive Users After x Days
  Inactive users can be automatically deactivated after a certain number of inactive days. This allows for better security mechanisms and deletion concepts to be established, to remove former users.
  → To the help article: Admin Settings
• Added: General Presentation Optimizations
  The presentation and grouping of information, especially in the admin area, has been optimized, for a better user experience.

Client Side

• Added: New User and Object Search with Additional Filters
  The user and object search has been revised. This allows for more targeted searches to be conducted. For example, user groups such as first responders or fire safety assistants, or general teams or departments (if these user groups are assigned) can be found at specific locations or floors.
• Fixed: Too Long Equipment Features Are Correctly Shortened
• Fixed: The Booking Calendar View Correctly Considers the Booking Limit

General

• Added: Users now receive a notification when their password is changed.

Admin Side

• Added: Admins can now view logs of building plans in a new tab alongside the building plans to better track changes.
• Added: The device overview in settings, including all connected meeting room displays and info screens, can now be sorted and filtered more effectively.
• Added: Floor plans can be sorted and filtered more effectively.
• Added: The calculation of statistics has been optimized.
• Added: The view of admin logs has been optimized.

Client Side

• Fixed: The flashlight now automatically turns off when exiting the QR code scanner.
• Fixed: Support for older browsers has been optimized (Chrome >= 74, 2019).

General

• Added: Admins can now pin global broadcast messages through the global settings. This can be used, for instance, to make important internal announcements. The admin has the option to display these messages to the user for a specific duration and determine if these messages can be dismissed.

Admin Side

• Added: Within the admin area, admins can now edit and check out active bookings for other users without having to delete and recreate the booking.
• Added: The time zones set by users can be exported and imported. This allows for quickly assigning users to the correct time zone in an international context.
• Added: In the admin booking area, the global default start and end times are automatically pre-selected during time selection.
• Added: Admins can generate a public iCal link for each object to, for instance, connect to other services or display bookings of a particular object, such as a meeting room, in a personal calendar.
• Added: Admins can search for license plates in the booking overview to quickly find associated bookings.

Client Side

• Added: The performance of the QR code reader has been significantly improved, allowing QR codes to be scanned and processed even faster.
• Added: Users' booked objects are highlighted in color on the plans.
• Added: The Tenant-URL is displayed in email notifications, like booking confirmations.
• Added: If the admin activates the option in the admin area, the user's time zone is automatically set based on the browser. If the user overrides this, the automatic detection no longer applies.
• Fixed: The "Infinite Scroll" has been optimized in the desktop booking list.
• Fixed: Entries in the monthly view are now clickable again.

General

• Added: An option for admins to enable a booking summary for the next day has been introduced. Users will receive a booking summary at the specified time in their time zone. Additionally, users can enable or disable the booking summary in their profile settings.

Admin Side

• Added: The group view and editor have been improved to display associated objects, group admins, and other relevant information.
• Added: The ability to crop uploaded building images and profile images has been added.
• Added: General usability enhancements have been made, including improved messages.

Client Side

• Added: The vehicle selection feature for users during recurring parking space booking creation has been implemented. This feature is relevant only if the admin requires users to associate a vehicle with their booking.
• Added: Bookings on the live map are now grouped by type, improving visual organization.
• Fixed: An issue with default time duplication on booking screens has been resolved.

General

• Added: Two-factor authentication (2FA) for local Flexopus accounts can be enabled to enhance login security. More info can be found in the help article for administrators and users.

Admin Side

• Added: Admins can now upload a custom image to be displayed during login, providing a personalized touch to the login experience.
• Added: Admins can upload a separate logo specifically for the light mode, allowing better customization for different themes.
• Added: Administrators now have the flexibility to control the visibility of past bookings on the live map. Admins can specify the number of days of past bookings that should be displayed. The default setting for this feature is disabled. If data anonymization is enabled, the specified visibility value will take precedence.
• Admins can decide how many days past bookings can be shown in the live map. Default is off. Data anonymization takes precedence.
• Fixed: The issue with bulk booking deletion has been resolved

Client Side

• Fixed: Various enhancements have been made to comply with the Web Content Accessibility Guidelines (WCAG), improving accessibility and user experience for all clients.

(1.) Microsoft Teams App – Beta

Flexopus can now be integrated as a Teams app in the Microsoft Teams desktop and mobile app, making it easier than ever for users to book flexible objects. With this release, we aim to provide users with a seamless booking experience, regardless of where or how they choose to book.

The app is listed directly in the Microsoft Teams Store, and can be installed with one click for all employees in an organization.

We have designed the Teams app to align with Microsoft's corporate identity (CI), ensuring a consistent look and feel for users. The app offers a bright appearance for users who prefer a lighter theme.

Further information: Microsoft Teams Integration

(2.) Light & Dark Mode

Experience Flexopus in a bright appearance. With the new version, every user can now choose between a light and dark mode in the profile settings. Enjoy a pleasant display that caters to your needs and preferences.

(3.)  Redesigned Booking List

We have completely redesigned the booking list to provide a better overview of your bookings. 

Additionally, we have introduced a new view for recurring bookings, allowing for improved management and organization.

(4.) Digital Signage Display – Beta

We are pleased to announce the release of our digital signage displays with three different types available for use. These displays can be paired with 4K smart TVs and modern browsers to display the following views:

Object availability view: This view provides users with an overview of the occupancy status of selected objects like meeting rooms. It displays the current booking as well as the next booking.

Live plan view: The live plan view displays the selected plan with the current booking status. This view gives users a quick overview of available objects that can be used.

Presence list view: The presence list view shows users who currently have an active booking on the selected plan.

(5.) Public REST API

Upon request, we can provide you with a REST API interface for automated and autonomous data exchange to external systems. Simply contact our support team and we will provide you with a token-based interface. If you are missing endpoints, you can submit a feature request.

Further information: Flexopus REST API

General

• Added: We have added support for Arabic and Japanese languages.
• Fixed: The application now hides unavailable links for disabled profiles.
• Fixed: Info tooltip icons no longer appear on a new line.
• Changed: The cookie banner has been removed as we do not track anything and only use necessary cookies.

Admin Side

• Added: The vehicle function is now available for each customer and can be activated in the global administrator settings.
• Added: The user list can now be filtered by role, allowing for more targeted searches.
• Added: User roles are now available in user exports, providing more comprehensive data.
• Added: During the booking process, users can now search for profile descriptions, such as "first responder".
• Added: If buildings or floor plans are unpublished, a hint will be displayed on the respective edit pages.
• Added: User profiles can now be deactivated in the data protection settings so that only users in the live plan are displayed.
• Added: The data processing agreement (DPA) can be managed in the admin area.
• Fixed: The drop-down menu for downloading analyses now properly closes after clicking on another one.
• Fixed: Statistic tiles can now be exported as CSV, PNG, or SVG files.

Client Side

• Added: All booking-related emails now have a unified layout and subject information, creating a more consistent experience for users.
• Added: We have made further improvements to the accessibility of Flexopus, ensuring compliance with the Web Content Accessibility Guidelines (WCAG).
• Fixed: Locations and buildings are now sorted in the user app exactly as the admin arranged them in the admin area, improving organization and ease of use.
• Changed: We have made several improvements to the user profile layout, making it more user-friendly.
• Changed: Pop-ups on the live map now open inside the screen area, preventing them from being cut off and improving usability.

(1.) Introducing of a new building and floor plan management

We are introducing a new building management. The building management layer is basically a group of floor plans. A building can be used as a group of floor plans in a physical building, or you can assign additional corresponding floor plans like parking garages to a building. As part of the release, floor plans are automatically added to buildings.

For administrators: The design of the plan management (in the admin area) has been optimized for an easier use. The settings are now in their own tab and the edit box is now on the right side, instead of the left side. The cover image of the building plans is no longer used, instead images can be published at building level.

(2.) Redesigned login screen

The login screen has been redesigned to work better on different screen sizes.

(3.) New home page for the admin area

A completely new home page for admins has been added for an easier start in the admin area. Furthermore, special features and admin tips are presented on the new home page.

(4.) Improved statistics for admins

The analytics and statistics dashboard has been redesigned and optimized to better reflect the new building management.

From now on, statistics about users can also be evaluated. If you want to use the user statistics, the booking anonymization has to be deactivated completely or the booking anonymization function must be set to at least 90 days. Please comply with your organization's privacy policy at any time and speak with your data protection officer before activating the feature.

(5.) Redesigned QR code screens

All screens for the QR code feature have been redesigned for a better user experience. Assigning for admins and scanning QR codes by the users becomes even more intuitive.

(6.) Customizable booking times

Previously, the user could select the start and end times of a booking in 15-minute increments in the booking process. The admin now has the option to change this interval in the global settings. 10, 15, 30 and 60 minutes can now be selected.

(7.) Accessible admin application activity audit logs 

Only administrators can now view application audit logs (max. for the last 180 days) in the admin area to better track potential security incidents. If you have enabled the booking anonymization feature, the logs may be available for a shorter period of time - according to your settings. For example, if you have set personal data to be anonymized after 14 days, the linked username will be removed/deleted from the log entries after 14 days, according to your setting. The logs are still kept, but are not linked to personal identifiable information in any way.

(8.) Add vehicles (license plates) to parking spot bookings

There is a new beta feature that allows to specify the license plate number of the vehicle when booking a parking space. The admin can export the license plates in the booking list, for example, to check whether only authorized vehicles are in the parking spaces.

(9.) Native iOS and Android App

To be able to access Flexopus faster and easier, you can also install the application as a native app on your end device. The admin can disable the possibility to log in on the native app version.

• iOS: https://apps.apple.com/de/app/flexopus/id1625338074
• Android: https://play.google.com/store/apps/details?id=com.flexopus

(10.) Microsoft Outlook add-in

With the help of the Flexopus Outlook add-in, the room booking in Outlook is extended by a graphical user interface with a smart search. In the detailed view, floor plans can be viewed directly in Outlook. Furthermore, rooms and other resources are also searchable and filterable with the characteristics defined in Flexopus, e.g. room size or equipment features. Room booking in Outlook has never been easier than with our new Flexopus Outlook add-in.

General

• Add: New building management feature to allow grouping of locations (now floor plans)
• Add: Reservations that are deleted due to a missed check-in are now marked as such
• Add: Vehicle registration plate support for parking space reservations (feature preview, has to be enabled by support@flexopus.com)
• Fix: Various minor fixes and improvements

Admin Side

• Add: New main dashboard site with all important info at a glance
• Add: Logs of user and system activity are now viewable by administrators
• Add: New Location Manager Lite role, without any access to other user data (More information: roles & permissions)
• Add: New map editor version with magnetic lines, text labels, and more
• Add: New interface to manage floor plans (previously locations)
• Add: User-level analytics, which are enabled only when the personal data anonymization feature is disabled or set to at least 90 days.
• Add: Analytics page improvements, new metrics are available
• Add: Customizable reservation intervals (10,1 5, 30, 60 minutes)
• Add: Improved SCIM support
• Fix: List every connected display, even if the object connected to it has been removed
• Fix: Some recurring reservation edge cases now synchronize properly from Microsoft Exchange

Client Side

• Add: New login page design
• Add: New QR code pages
• Add: Better camera selection pop-up on mobile
• Add: More secure CSP settings
• Add: The minimum Android version requirement for the mobile application is now Android 9 (Pie)
• Fix: Better map panning
• Fix: Orientation handler now works in Safari
• Fix: Display mode now works on more mobile devices

General

• Add: New mobile application for Android and iOS
• Add: New Microsoft Office add-in
• Add: Users can now save a default time zone in their profiles
• Add: Multi-day bookings are now marked in lists
• Fix: Improvements on the Display device screen

Admin Side

• Add: Extended location statistics
• Add: Option to enable resource calendar reservation declination for users. This setting is off by default
• Fix: Xlsx imports no longer fail on empty but formatted rows
• Fix: Home office bookings disappeared from the reservation list when sorting or filtering the list
• Fix: A failed import of users no longer sends invalid invitations
• Fix: The object search in the Map editor is no longer case sensitive

Client Side

• Add: User filters now support the department and job title fields as well
• Add: The fast booking now uses the default end time
• Add: Swipe support for the calendar on mobile
• Add: Calendar now loads faster when turning pages
• Fix: Users rarely landed on a 404 page after login. This should not happend anymore

General

• Added: Guest bookings can be optionally enabled by the administrator. When enabled, users can create object bookings for guests (people who are not present as users in Flexopus) with their names and email addresses.

Admin Side

• Added: The map editor has received a major update with an even more intuitive interface. Furniture and other special objects can be managed additionally and the layer order can be defined (front/back).
• Added: A new sidebar menu design has been added for easier navigation.
• Added: It is now possible to upload the SAML2 metadata as an XML file.
• Added: Group synchronization via SAML2 for providers that support sending the groups with the user data (e.g.: Microsoft AD FS, Keycloak) is now possible.
• Added: An API endpoint for importing users using a file has been added. It is now possible to generate an API token for this feature in the Integration settings section.
• Added: The FLOSS (Free/Libre Open Source Software) libraries used can be viewed in the admin area.
• Added: Added a setting to enable/disable email notifications for permanently assigned object bookings. 
• Added: The iCalendar file attachment (ics file) can be enabled/disabled in booking email notifications.
• Added: It is now possible to disable/enable users via the user import function.
• Fixed: Better error messages are sent to the SCIM server if there are configuration or communication problems.
• Fixed: The number of group users now shows the correct total.
• Fixed: The location analysis page no longer gives an error when there are no locations.
• Fixed: Export drop-down menus have been optimized.
• Fixed: Images are validated faster.
• Fixed: Dates are now formatted correctly in Excel exports.

Client Side

• Added: A new sidebar menu design has been added for easier navigation in the desktop version.
• Added: Meeting room capacity is displayed to the user if set.
• Added: The dot marks in the date selector whether a booking exists on that day now include all overlapping booking types (e.g. home office and work station bookings).
• Added: Filters are remembered when switching between list and map view.
• Added: Objects can be filtered on the map according to the entered search criterion.
• Added: If a booking is changed afterwards, for example by an admin, then the new email booking confirmation will show the person who made the change.
• Fixed: Date and time formats have been optimized and unified.
• Fixed: Email notifications for bookings are no longer marked as "optional" by Outlook.

General

• New booking type: home office
  We have added home office as a new booking type. As an administrator you can enable home office for selected user groups of your organization. The selected users can create home office bookings. Home office can not overlap with a work station or parking spot booking. This feature is available for all customers for free.
• Redesign of global settings
  The global settings have been restructured and redesigned for a better and easier configuration experience.
• BETA: Digital signage displays for meeting rooms
  As an administrator you can pair digital signage displays (for example tablets) with meeting rooms. The displays can be mounted in front of meeting rooms to display the status of the room and associated bookings of the meeting room.
  
  Additional features: quick booking, check-in on site, calendar view of the bookings and list view of the bookings is implemented. Display bookings from Microsoft Exchange is supported (if you have the integration enabled). Connected devices can be managed in a list as an administrator. The connection can be established with a time limited pairing code.
  
  Digital signage displays have to be a browser capable devices (for example a tablet) with a minimum screen size of 7" and the capability to run in kiosk mode.
  
  This feature is currently in the beta phase for selected customers. In the future it will be a paid extra feature. If you are interested, you can apply for the free beta program at support@flexopus.com.

Admin Side

• Added: Multiple selection of bookings in the booking list for bulk deletion.
• Added: User access expiration date can be configured for each user.
• Added: Before marking an object with existing bookings as not available, the system will ask what to do with the existing bookings – delete all or keep all.
• Added: Users with elevated access rights are marked in the list view with a yellow crown.
• Added: Booking type cover images in the first booking step can be customized.
• Improved: Creating a new booking is moved to a button instead of a tab.
• Improved: Notifications are using the same UI as the frontend.
• Fixed: Unique IDs for group and user IDs during SCIM synchronization.
• Fixed: "Last month" in analytics can be deselected.
• Fixed: SSO domain white list validates the domains entered. (flexopus.com instead of @flexopus.com)
• Fixed: "Session expires on close" setting is now saved as expected.

Client Side

• Added: Arrows for better navigation between days in the time selector of the live map.
• Added: Profile images are now displayed in the live map user list and the booking workflow map view.
• Added: Objects are displayed as inactive elements when the search query (tag or name) is not matching on the floor plan view.
• Added: Display the object description in object tooltips on the floor plan view and on the booking confirmation view.
• Added: Show the info popup of an object when hovering on the list elements in the floor plan view.
• Added: Show up to 6 tags in the object popups on the map view.
• Fixed: The map redirect on the bookings is setting the time for the live map too.
• Fixed: Deleting multiple objects shows a loading animation.
• Fixed: When navigating from the live plan to the fast booking, the date and time is remembered.
• Fixed: The available date selection range on the live map view is taking the skip weekends setting into account.

General

• Add: Customizable Data Policy and Imprint
• Add: Option to require users to accept a Data Policy on first login

Admin Side

• Add: New user list and edit form design
• Add: Information panel for objects on the heatmap
• Add: Improve analytics page usability
• Add: You can no longer delete or unpublish a location with existing bookings to avoid confusion
• Add: You can no longer create bookings for unpublished locations to avoid confusion
• Add: Map editor improvements, including rulers and object-snapping
• Add: Better shortcut description for the map editor
• Add: New fields in the global settings part to accomodate the customizable Data Policy and Imprint feature
• Fix: Deleting a user with a permanently assigned object no longer puts the object in limbo

Client Side

• Add: You can now pull down to refresh on mobile
• Add: It is now possible to zoom continuously by holding the zoom button on the map
• Fix: Mark permanently assigned objects in every list
• Fix: Remove advance booking warning that got irrelevant with the introduction of the type selector
• Fix: Infinite scroll on user and own booking list now works properly
• Fix: Maps with unusual shapes are now centered properly
• Fix: In special cases the reservation list was not ordered properly by date

General

• Add: Support multiple timezones. A location timezone can be set when creating a new location. If multiple timezones are set among locations, users can choose which timezone to book in and they are offered locations and objects in the given timezone. By default, every location uses the default timezone set in the booking settings area on the Dashboard

Admin Side

• Add: New setting to allow limiting SSO logins to users who are already imported into the system
• Add: Button to delete every booking for a given object in the location editor
• Add: It is now possible to set the privacy filter to user preference and set the default value
• Add: Recurring bookings can now be filtered in the booking list
• Add: Improve analytics page

Client Side

• Add: Support recurring bookings. Users can now create recurring reservations with different rules. It is also possible to allow or disable these rules to last forever. If they can not last forever, user bookings are still constrained to the limits set in the booking settings area on the Dashboard
• Add: Synchronize profile photos from SSO providers when possible. This feature never overwrites existing profile photos.
• Add: Emails are now properly translated
• Fix: Friendly messages for SSO errors
• Fix: Password field is cleared after every login attempt on the login page

• Microsoft Exchange Integration for Meeting Rooms
  The first Microsoft Exchange integration is available from this version. Meeting room bookings can be synchronised through the new Microsoft Graph API. The synchronisation enables the users to manage meeting rooms in Outlook / Microsoft Teams and Flexopus as well.
• Admin side - Concierge Booking
  The concierge booking workflow for admins has been completely revised. A map is now integrated and conflicting bookings are shown. The admin can still “overbook” objects.
• Map Editor - Beta
  Location managers and admins can edit existing maps. If the feature is activated. If you want access to the map editor write an email to support@flexopus.com. Simple operations like adding, moving or deleting objects are possible. If you want to move walls or furniture you have to contact support@flexopus.com.
• Calendar Redesign / Monthly View
  The booking calendar got a UI facelift. New functions were implemented: like jump to today, create a new booking button, select type for booking after the time selection. The new monthly overview screen is available on desktop only.
• Dots on calendar days
  Existing bookings of the user are displayed with dots on the calendar in the booking process and the quick booking calendar. This feature should help the user to avoid conflicted bookings by gaining a better overview.
• Timezone handling per location
  You can define a different timezone for the locations, if you have an office outside of the main timezone. The booking workflow is always using the timezone of the selected location.
• QR-Code Handling
  Scanning a QR code while logged out now opens the originally QR code page again after logging in. The user can also check out by scanning the QR code.
• Mobile - Dynamic popups
  All mobile popups are full width bottom centred. The user can close them by dragging the popups or clicking outside of the active area.
• Mobile - Booking navigation
  The confirmation screen on the mobile view now includes quick “jump back” buttons to edit the booking steps (Time, Location, Object Selector). It also remembers the user's last selection.
• Shibboleth Support
  Shibboleth is now an officially supported SAML2 identity provider of Flexopus.
• Customization of permissions
  Users with the right to edit users can no longer change the password, e-mail address and access rights of users with higher permission levels.
• Handle incoming icalendar events
  When a user presses decline or proposes a new time for the booking confirmation email, the system handles these messages. Bookings can be deleted by declining the event. In case of a proposal, the system edits the booking if possible and declines the proposal in case the proposed edit is not possible. At the moment this is not supported for recurring bookings created by the administrators on the "advanced booking" tab.
• New settings for bookings
  There is now an option to allow users to have more than one meeting room booking at any given time. In addition booking more than one bookable using the advanced (recurring) booking feature at the same time is possible. Booking confirmations to bookable object address are sent even if the user notification is disabled. The name of the user will be included in booking confirmations.
• Dealing with inactive users
  If a user is inactive, he can be deleted after a certain period of time. This option is disabled by default.

The release notes may be extended until the release date.

Client Side

• General layout design changes
  The application has a polished dark theme to improve the contrast, and the look and feel. This is the first step for introducing a light theme in the future.
• New layout for the profile settings page
  The usability of the settings page was improved through a better design and more info texts. We added an advanced password complexity checker to validate rules (upper- and lowercase letters, number, special character) on the frontend interactively.
• The live map supports day and time period selection
  Instead of a single time, the live map supports a time period on a selected day. The live map is checking for bookings between the selected start and end times on the selected day. This allows presence checking for the selected interval within a day.
• Object type selection as a first booking step
  The users have to select the booking type first (work station, meeting room, parking spot). This helps to introduce new booking types like home office or vehicles with different settings in the future. If there is just one booking type available, then this step is automatically skipped.
• Improved booking confirmation on desktop
  The final step of the booking in the desktop version is now a popup screen for better user guidance.
• Conflicted bookings are shown in the booking process
  When creating a new booking, the system now checks if the user has any overlapping bookings in the selected period of time. Overlapping bookings will be listed on the date selection page. The user can edit or delete them to continue the booking workflow.
• Improved design for popups and in-app notifications
  The workflows for deleting, editing, checking in and out do not lead to modals and page redirects anymore. The user will stay on the same page, the result of the action is visible in a notification.
• Android mobile notifications for check-in reminders
  The PWA on Android devices is now capable of sending a mobile popup notification to remind the user to check-in.
• Booking list design and additional “all” category
  The personal booking list is now extended with an all-category to see all bookings week by week in a list with infinite scroll.
• The last selected object on the floor plan now has a green border
  The previously used orange coloring of the last selected bookable is now changed to a green border.
• Object overview has a map
  The object overview page now includes a quick floor plan to find the object more easily. The general live map link was removed from the name, only the listed associated bookings are clickable to jump to the live map on the date of the booking.
• The booking overview has a map
  Similar to the new object overview a quick simplified floor plan view was introduced to make finding the object easier.
• Tag search on floor plan improved
  Now supports key navigation and has a better layout.
• Better SSO login behavior
  Deactivated users get a proper error message when trying to log in using an SSO provider. Handle when a user goes back while logging in using an SSO provider.

Admin Side

• New analytics layout with additional statistics
  The layout of the analytics page was completely revised. New statistics and tables were introduced: time heatmap, utilization percentage over time, table list of the selected location. The object table is exportable in a CSV. There is a new general statistics page that provides overall statistics for all the locations. The time selection includes a quick selection (quarters, entire year, months).
• New global equipment management page
  All assigned equipment tags are displayed in an editable table to gain more transparency about the equipment available.
• Better email delivery rate
  We improved the email delivery with a secondary failover system.
• Additional email adress field for objects
  Add notification email address field to bookable objects. Booking notifications will be sent to this email as well. Can be used to inform needed extern services automatically. (catering services, techinical department etc.)
• Protection of Flexopus support accounts
  You can no longer delete support accounts so that we are able to help in case of a support case.
• Additional fields in the bookings export
  The bookings export now contains the email address of the users for every booking if it’s not anonymized.
• Better user import error handling
  More transparent error messages when a user import fails.
• Improved location overview
  Unpublished locations are now marked (grayscale filter) on the locations page to have better visual feedback.
• Limitation of  browser session length
  The admin can now limit the browser session length of users. For security reasons the users are logged out after expired sessions.
• QR codes for blocked bookable objects
  It is now possible to assign QR codes not availible bookable objects.
• LDAP integration
  A new Single Sign On (SSO) option was introduced to support LDAP.
• Global default language for new users
  The admin can set the default language of the login page by setting the default language in the global settings. If a user has already set a personal language in the profile settings this setting has no effect.
• Recurring bookings
  The admin can create recurring bookings to repeat monthly, every three or four weeks.
• User groups added to booking filter
  The admin can now filter for user groups in the bookings list.
• New user manager role
  The admin can manage users' bookings in all or given groups, but can not access global settings or location settings.
• New Super administrator role
  The admin can make other users administrators. Normal administrators can not do this anymore. Every current administrator becomes a super administrator.
• LDAP integration support for on-premise version
  It is now possible to synchronize users from and authenticate them using an LDAP server

The release notes may be extended until the release date.

General

• Added: Better email delivery with fallback provider
• Added: Initial Italian language support

Admin Side

• Added: Dedicated page for user group management to manage groups and their members directly
• Added: The department and groups of users are now included in the booking exports
• Fixed: Sometimes the analytics page freezes and gives a timeout error
• Fixed: Regression where location managers sometimes do not see the list of locations during booking association

Client Side

• Added: The search page now gives better results: Only objects with every word in the query matching are included
• Added: Camera access request information for the QR code reader
• Fixed: Various styling issues, minor usability improvements