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 attributes:

• Name: The name of the object.
• Object status: The current status of the object, which can be:
  • Flexible: The object can be reserved by users with the appropriate access.
  • Blocked: The object cannot be booked by users.
  • Assigned: The object is permanently assigned to a specific user and cannot be booked by others.
• Tags & Equipment: Configure equipment such as a double monitor or adjustable desk. You can define and assign custom tags, and multiple tags can be applied.
• Additional note: Add a custom note for the object, such as “Clean the desk after leaving.”
• Notify email: Set an email address to receive booking confirmations for this object.

Object status

The most important attribute of an object is its status, which can be set to flexible, blocked, or assigned:

• Flexible: By default, all objects are flexible. This means the object can be booked by users who have the appropriate access rights. Flexible objects are considered shared, as they are not associated with any user by default.
• Blocked: A blocked object cannot be booked by anyone. This status is used for objects that are temporarily or permanently unusable, for reasons such as technical defects or to provide more distance between colleagues.
• Assigned: An assigned object is permanently allocated to a specific user. The assigned user does not need to make reservations for the object, and it cannot be booked by others. This is typical for employees with a permanent workstation.

User Groups

In the User Groups tab, you can define which user groups have access to the object. For more detailed information, refer to this article:

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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Extensions

In the Extensions tab, you can manage integrations, such as:

• Microsoft Exchange: Synchronize reservations with a Microsoft Exchange Online resource. We recommend using this integration primarily for meeting rooms.

For more information, read the full article here:

Microsoft Exchange Online

💡Microsoft Exchange Cloud Version: The Microsoft Exchange On Premise has no Graph API support, therefore we can only support Microsoft Exchange Online Cloud Versions. Introduction The Microsoft Graph Integration allows you to synchronize your Microsoft Exchange resource calendars with Flexopus for managing meeting rooms. This synchronization is bidirectional and occurs

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• Google Calendar: Synchronize the reservations with a Google Calendar resource. We only recommend this for meeting rooms! Read more here:

Google Calendar - Sync Calendar Resources

Why synchronizing Google Calendar resources? With the Google Calendar Integration, you can synchronize your Google resource calendars with Flexopus for the meeting rooms. The synchronization works bidirectionally in real time using the Google Management API. Reservations created with Google Calendar will be visible in Flexopus and reservation created at Flexopus

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• Digital Signage: Connect a display to the object to show its current and upcoming reservations directly on the screen.
• QR Codes: Learn more about the QR code module in the corresponding article for detailed information on how to use QR codes with objects.

For further details, refer to the related articles.

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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• Smart Locks: This feature is currently in BETA testing. The concept is to associate a smart lock with an object, allowing users to unlock it if they have a reservation for that object.

For more details, read the full article here:

Xlock smart locks

TODO

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• Public Calendar Link: Generate a publicly accessible calendar link for the object, allowing others to view the reservation schedule without needing special access.

Add object

Adding an object to a floor can be done by using the integrated map builder at any time by a Flexopus administrator. Learn how the map builder works:

Map Builder

Introduction The Flexopus Map Builder allows you to create and customize maps of your office space, making desk sharing and workspace management easy and efficient. Whether you’re starting with a basic map or enhancing a premium one, the Map Builder provides all the tools you need to design and manage

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Alternatively, you can also contact our support team to make the required changes for you at support@flexopus.com. You are welcome to reach out!

Delete object

To delete an object using the inbuilt Map Builder:

1. Open the Map Builder and click on the object you wish to delete.
2. Confirm the deletion.

Note: You can only delete an object if it has no active or future reservations. To delete the reservations:

1. Navigate to the Floor Plan Editor tab.
2. Scroll down to the reservations table.
3. Click the Delete Bookings button to remove the associated reservations.

Once the reservations are deleted, you can proceed with deleting the object.

Bulk Editing

Often, it's necessary to apply the same attributes to multiple objects, such as workstations in a hybrid work environment, where the setup is typically consistent. Editing objects one by one can be time-consuming. To streamline this process, you can use the Bulk Editor found in the Floor Settings to apply changes to multiple objects at once.

Click the Bulk Editor button to begin. Manually select multiple objects on the floor plan by clicking on them. When an object is clicked, it will be added to the selection and highlighted. If you click on it again, it will be deselected. This allows you to efficiently manage and edit multiple objects at once.

After selecting the objects, you can perform the following operations in the Bulk Editor:

• Object Status: Change the status to flexible or blocked.
• User Groups: Add or remove user groups.
• Guest Groups: Add or remove guest groups.
• Tags & Equipment: Add or remove tags and equipment.
• Notify Email: Set an email address to receive notifications for the selected objects.

For other properties, you will need to edit them manually, or you can try using the Import/Export functionality to make bulk changes.

Import Export

As an alternative to bulk editing within Flexopus, you can export objects along with their associated attributes to a CSV or XLS, edit them externally, and then import the changes back into Flexopus.

To do this:

1. Navigate to Dashboard > Locations > Import / Export as an administrator.
2. Download your current objects for editing.

Once you've made your changes in the spreadsheet, you can import the updated file back into Flexopus to apply the changes.

Once you have exported all the objects, edit the list according to the instructions provided on the Import/Export page in Flexopus. Be sure to carefully read the instructions.

Important Note: Any changes made in the spreadsheet will overwrite the corresponding attributes in Flexopus. Ensure that you only import changes for the objects and attributes that you genuinely want to modify, as the import process will replace the existing data.

Equipments & Tags

Assigning equipment and tags helps users find the best object for their specific needs. Users can search for features such as a double monitor, 4K monitor, ultrawide monitor, silent area, height-adjustable desk, video editing PC, special hardware, or docking station. You can create any equipment name and assign it to an object. It's recommended to use short, clear names for the equipment.

Over time, it can be easy to lose track of which equipment and tags are connected to your objects. For a better overview, navigate to Dashboard > Locations > Equipments. There, you can see all the equipment and tags created in the system. By opening equipment, you can view which objects are currently associated with it, and you can also rename already associated equipment if needed.

Use Cases

In this section, we answer some commonly asked questions, that may help you to configure Flexopus in the right way.

How to block an object permanently?

How to assign an object permanently to a colleague?