Skip to main content

Reservation management

Book for colleagues

Book for colleagues

Overview

A normal user can reserve one desk or parking spot at a time, based on global settings and user groups. However, in special cases, like a company event or team day, they may need to reserve multiple objects.

💡
Note! The fact that you can create a reservation for a user doesn't mean that you should always do it. Try to avoid becoming the personal assistant of your colleagues and only book for them if there is a valid reason to do so.

Create booking as an admin

As an administrator, you can create reservations for the users with fewer limitations:

  • Unlimited time
    Users are usually limited to create reservations X day ahead in the future, this limitation does not apply to administrators.
  • Unlimited object amount
    Users can create only one reservation at a time, as an administrator you can create multiple parallel reservations.
  • Check In advance
    If the check in module is active, users need to check in on the target date. As an administrator, you can check in booking in advance as well.

STEP 1 - Select user & type

As an administrator in Flexopus, navigate to Dashboard > Bookings > New Booking. In the first step, select the user. Then, choose the type of booking you want to create, such as a workstation, parking spot, or meeting room.

Select user and type

It's possible that your organization does not offer all object types. In this case, you will have less options for the admin booking.

STEP 2 - Select date & time

In the second step, select the date and time for the reservation:

  • One day
    Book only for the selected date
  • Multiple days
    Create a single booking for each day in the selected time frame.
  • Recurring reservation
    Create a recurring reservation week.

Flexopus will automatically check if the user has any overlapping reservations for the selected dates. As an administrator, it's important to be aware of existing bookings within the selected time frame. However, you have the option to ignore these overlaps and proceed with creating a new booking for the user if needed.

Select date and time, and check conflicts

In the calendar, dots show which days the user already has a booking for the selected object type. Conflicts for the chosen dates appear on the right side. You can delete these bookings directly if needed, or leave them and create new bookings alongside the existing ones.

Overlapping bookings.

STEP 3 - Select objects

In the last step, select which floor plan you want to book on, and select one or multiple objects.

At the end of the booking flow, you will see a summary and an option to check in the booking in advance, in case the check in module is activated for you.