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 in Flexopus. Their bookings are listed there, other users can search each other. The liveplan shows which object is occupied by which user on a selected date.

Configuration

You can set the privacy settings in Flexopus by navigating to Dashboard > Settings > Data Privacy Settings. Select one of the following four options based on your companies preferences:

Show everyone
Users can see the bookings of each other without any limitations. It allows users to locate colleagues, but also, for example, first responders or IT support if necessary.

Hide personal data from everyone
Users cannot be found. Bookings are still displayed to users, but they are anonymous. Instead of the real name, Anonymous is displayed to other users. Your own bookings will continue to be listed with real names. There are no restrictions in the booking list in the admin area after selecting this option.

Let users decide (default setting: show)
Users can decide for themselves about their privacy settings. They can hide their user profiles in the profile settings. If the user does not change this decision, his/her personal data will be shown to everyone.

Let users decide (default setting: hide)
Similar to the last option, users can decide for themselves about their privacy settings. If the user does not change this setting, his/her personal data will be hidden.

Why privacy settings?

There are many reasons why colleagues should or should not see each other in reservations. Here you can find some examples that may help you to decide which setting first your organization's preferences the most.

Social factor

Seeing which colleague is going to the office many motivate other colleagues to go to the office as well. The office is supposed to be a place, which bring people together, small talks with the colleagues or working together on a project has many positive effects.

First aid helper

In most of the countries and organizations, it's necessary to have a certain amount of first aid helpers between the colleagues. As an example, in Germany you need to have 1 first aid helper in case you have 2-20 in site employees, above 20 you need to train 5% of all employees to be a trained a first aid helper in the office. Now if you have a shared office concept these employees need to be found in case of an emergency. They should not hide themselves from the other colleagues. It's beneficial for the organization to find them as fast as possible in case of an emergency. Maybe they all booked in floor 2 and nobody is on floor 1.

Stalking / Following

People like privacy, and in some cases it's beneficial to not hide the bookings from others. Example (customer story): A female colleague reported that some other male colleagues are always coming to the office, when she is there, also they book the work stations next to her. If she decides to book another desk, the male colleagues rebook next to her. This female colleague requires more privacy and would like to hide the booking from others, otherwise she does not feel comfortable going to the office. Possibly this is even a stalking situation which needs deeper investigation internally, or maybe not. For sure, we know that the female colleague required more privacy and would like to hide her bookings.

Do not disturb!

Colleagues like to work alone, far from other colleagues that usually interrupt their deep dive work. Colleagues with the need for a concentrated office work may book a desk on another floor, far from the other colleagues on the same project. This could also be a reason to hide the bookings.

Work council

In some cases, the work council of an organization want to enforce that colleagues should not see each other bookings. Therefor the hide all feature need to be set, otherwise the software can not be used, since the privacy of a user goes beyond any office concept.