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:

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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.

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:

STEP 3 - Buildings, floors, and objects

Read the following articles to learn how to setup your buildings and resources correctly:

STEP 4 - Corporate identity

Configure the company data and the logo.

STEP 5 - Data privacy policy

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

STEP 6 - Data processing agreement

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

STEP 7 - Data protection settings

Set limitations within Flexopus for the visibility of the users:

Anonymize the reservations after a certain time:

STEP 8 - Check In Module

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

STEP 9 - QR Codes

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

STEP 10 - Favorites handling

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

STEP 11 - Booking settings

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

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.