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First steps for admins

First steps for admins

First steps for admins

Overview

If you’re planning to set up a new Flexopus application for your organization, you’re in the right place. Flexopus offers many configurable settings to tailor the application to your needs. This guide will walk you through the essential steps for a successful rollout. Follow each linked article as you go, and return here once you’ve completed each step to ensure nothing is missed.

First steps for admins

The following steps are required to ensure a successful rollout:

💡
Note! We provide a complimentary admin training for every new customer. Feel free to reach out to us and schedule a session. Bring your questions, and we’ll guide you on how to tailor Flexopus to best fit your organization’s needs. Contact us at support@flexopus.com to set up a meeting.

STEP 0 - Contract and subscription

To get the application, you need to subscribe to Flexopus. We assume that you have already done it.

STEP 1 - Application URL

Unlike many other applications, Flexopus provides each customer with a unique URL, such as yourcompany.flexopus.com. After subscribing, you can specify your preferred domain, and we’ll set up the application for you. As part of this setup, you will receive an invitation as a system administrator.

If you prefer not to use a domain ending in flexopus.com, you can request a custom domain for your application.

Custom Domain
Introduction Flexopus applications typically use a domain like yourcompany.flexopus.com or yourcompany.flexopus.eu. If you’d like a custom domain, such as book.mycompany.com, this is available as an additional hosting service. To set it up, please contact our support and sales team at support@flexopus.com. Configuration
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STEP 2 - Get floor plans

In the next step, you need to get some floor plans for your offices. Read the following article to learn how to get the floor plans:

Get floor plans
Floor plan types Probably the most frequently asked question is how to get the floor plans for your office into Flexopus. There are two ways to get the maps: Premium maps (extra) A premium map is an SVG based office map created following the Flexopus style guide to create a
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STEP 3 - Buildings, floors, and objects

Buildings
Buildings In Flexopus, buildings, floors, and objects are organized in a hierarchical structure. This article explains how the building abstraction level functions and provides an overview of the settings available for buildings. Overview A building in Flexopus contains one or more floors, grouping them into a single entity. A building
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Floors
Floors The buildings, floors, and objects are orchestrated in a hierarchical structure in Flexopus. In this article, we explain how the floor abstraction level works and showcase the settings of the floors. Overview If you navigate to Dashboard > Locations > Floor plans and open a floor, you can view the floor
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Objects
Objects The buildings, floors, and objects are orchestrated in a hierarchical structure in Flexopus. In this article, we explain how the object abstraction level works and showcase the settings of the objects. Attributes When you click on an object, the attribute editor will open, allowing you to edit the following
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STEP 4 - Corporate identity

Configure the company data and the logo.

Corporate identity
Overview Flexopus is a standard software, as such the look and feel of the application is mostly the same for all customers, still there are configuration options to customize the application more to your corporate identity. Configuration manual Corporate identity settings * custom logo for the application * login screen welcome image
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STEP 5 - Data privacy policy

Configure a custom data privacy policy or the one provided by Flexopus.

Data privacy policy
Data Privacy Policy Flexopus processes personal data on behalf of companies, based on the data processing agreement (DPA) signed between Flexopus and your organization. Your organization acts as the data controller, while Flexopus operates as the data processor. As the data controller, your organization is responsible for ensuring a valid
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STEP 6 - Data processing agreement

Fill out and sign the data processing agreement to comply with the GDPR.

Data processing agreement (DPA)
Overview As an EU based company, Flexopus need to comply with the EU GDPR regulations. Besides many other measures, Flexopus need to sign a so-called data processing agreement (DPA) with each client. In the data processing agreement, Flexopus acts as a data processor and the customer is the data controller.
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STEP 7 - Data protection settings

Set limitations within Flexopus for the visibility of the users:

Privacy for users
Overview Define how the users are able to see each other in Flexopus. Each user has a public user profile by default. Their bookings are listed there, users can search for each other. The live plan shows which object is occupied by which user on a selected date. Configuration To
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Anonymize the reservations after a certain time:

Booking anonymization
Overview With this feature, you can set a date limit after which bookings are anonymized. This means the system will retain information about which object was booked and when, but the user associated with the booking will be permanently detached from the data, ensuring anonymity. This feature is useful for
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STEP 8 - Check In Module

Learn about the check-in module and consider its relevance for your organization.

Check-in Module
Overview By enabling the check-in module, you can enforce users to confirm their bookings within a given grace period. Bookings without a confirmed check-in will be deleted automatically. The object will be free to book by the other users. Before the booking starts, the user is able to check in
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STEP 9 - QR Codes

Learn about the QR code module and consider its relevance for your organization.

QR Codes
Introduction You can connect QR code stickers to Flexopus objects, such as workstations, meeting rooms, and parking spots, allowing users to access these objects by scanning the assigned QR codes. Each QR code contains a unique ID linked to a specific object. After scanning the QR code, users can handle
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STEP 10 - Favorites handling

Learn about the favorites handling and consider its relevance for your organization.

Favourite users and objects
Favorite Users If the “Favorite users” function is activated, users have the option of marking other people as favorites. These are then displayed in a separate list. Add users as favorites: 1. Open the user settings by clicking on the gear icon at the top right. 2. Switch to the
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STEP 11 - Booking settings

Navigate to the booking settings and decide how many days in advance you want to enable the bookings for different object types.

Configure settings (.)
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STEP 12 - Invite users / Single Sign On

To set up the appropriate integrations and processes for user import, start by configuring a SAML2 SSO integration with access management at your Identity Provider. This setup generally suffices, as users will be created in Flexopus automatically after their first login attempt. Alternatively, you can provision users in advance using a compatible integration. For more detailed steps, please refer to the linked article.

Invite & import users
Overview There are several ways to maintain and manage the user list in Flexopus. This article outlines the supported methods for importing users into the system, which include: * Creating users with SAML2 SSO * Creating users with OAuth SSO * Provisioning users via the SCIM API * Provisioning users with Google Groups * Importing
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Quick links for SSO configuration:

STEP 13 - Group management / synchronization

Learn more about user groups here:

User groups
Introduction Here you can see a list of actions you can do with user groups to use and manage them as an administrator: How to manage the user groups? * Manage groups manually * Manage groups via the SCIM API * Manage groups via SAML2 (memberOf) * Import users and groups (CSV and XLSX)
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Quick links for group synchronization:

STEP 14 - Onboarding

In the last step, roll out the application with a proper communication internally.

Onboarding E-Mail templates
With the email templates, we support you in communicating with your employees during the implementation of Flexopus. ❗Attention: The following emails are to be considered as templates and should be customized before sending. Templates Currently, we offer the following email templates. If you are still missing a template, please send
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Additional modules for configuration

Digital Signage Display

Meeting room signage display
Introduction The Meeting room signage display is your digital door sign for Flexopus. Whether it is a meeting room, a silent box, or a private office, everyone who passes by can check the availability of the room. The main features of the display are: 1. Indicate the availability of the
Flexopus Help CenterSebi Németh
Presence Display
Introduction The Presence Board Displays module in Flexopus offers an intuitive way to see which colleagues are currently in the office by listing people with active bookings on a selected floor or within a building. Unlike Meeting Room Boards, which focus on room occupancy, Presence Boards approach space management from
Flexopus Help CenterSebi Németh
Meeting room board - Flexopus Help Center
Learn how to use the Flexopus for desk sharing, parking space booking, meeting room management, visitor management, catering service or for digital signage.
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Visitor management

Visitor management
Overview Using the visitor management module, you can allow your colleagues to preregister a visitor or guest in your office in advance. The preregistered visitors can accept the uploaded documents such as the visitor data policy and the visitor code of conduct before they visit your office. Upon arrival, a
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Visitor kiosk tablet
Overview The visitor kiosk devices can be used as an extension for the visitor management module. The invited visitor can complete the visitor profile verification process on the display when arriving in the office. Make the visitor verification process faster and more user-friendly by using the visitor kiosk display. How
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Parking spot booking

Vehicle management
Overview You can optionally enable the Vehicle Management module to improve parking spot management. This feature allows users to manage their vehicles in their user profile settings, and those vehicles can then be used for parking spot bookings. To maintain better control over your parking spots, you may need to
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