Changelog & Release Notes

General

Smart Room Capacity Warnings for Better Planning

Planning meetings just got a lot smarter! Flexopus now acts as a helpful assistant within the Event Management by displaying a warning if you invite more participants than a room can comfortably accommodate.

This subtle warning ensures you always choose the right space for your participants from the very beginning.

Note: Just ensure your room capacities are defined in the floor plan settings to enable this smart support.

Booking Comments for Clearer Context

Give your bookings context with our new comment feature! Users can now add optional comments to their reservations, opening up a world of creative possibilities. Whether you want to give your booking a title or trigger internal custom processes, these comments are visible in th​e Live Plan — establishing better communication and a more mindful office culture with zero extra effort.

It’s a flexible feature that can be adapted to fit your company's workflows.

Recognition at a Glance! User Avatars on Presence Displays

Presence displays can now show user avatars, making it easier than ever to recognize colleagues and find your way around at first sight.

For every booked desk, the display will then show either the Flexopus profile picture (if one is used) or the user's initials, so everyone can see exactly who is where at first sight.

Flexible Work Location Sync with User Opt-Out Control

Our work location sync for Microsoft and Google is now even more flexible, allowing each user to decide individually if their work location should appear in their calendar.

Once the feature is enabled in the Admin Area under Global Settings → Integrations → Microsoft Exchange Online / Google Calendar → Synchronize working location, desk bookings and home office days are synced as full-day events to users' calendars.

Now, we’ve added a new layer of flexibility: Users who prefer not to use this feature can individually disable it in their profile settings under Preferences.

Greater Transparency for Parking Sessions

How can you ensure your parking spaces are being used correctly? With our enhanced Garage Parking Integration, you now have the answer directly in the Admin Area under Bookings → Parking sessions.

You can view all active parking sessions, including license plates and booking status.

Plus, administrators can configure the email address under Global Settings > Integrations > Notification Address to receive automatic midnight alerts about unexpected active sessions, helping identify unauthorized parking and maintain perfect operational control.

Efficient Cost Center Management via Import & Export

Good news for administrators: Managing Cost Centers is now faster than ever!

In the Admin Area under Users → Import / Export → Cost Centers, you can now create or update cost centers in bulk using spreadsheet files. This simplifies mass updates and provides an efficient alternative for managing cost centers in bulk.

Flexible Email Notifications without Calendar Attachments

More flexibility for your workflows: You can now customize your booking notifications to match your operational needs! It is now possible to disable ICS attachments for booking notification emails. This is especially useful for administrators or team members who want to stay informed whenever a specific resource is booked — for example, to make necessary preparations or adjustments to the room in advance.

In the Admin Area under Locations → Buildings → [resource settings], you can now configure the notification behaviour so that emails are sent without automatic calendar invites. This ensures you get the information you require without cluttering your calendar, providing the perfect balance between staying informed and keeping your schedule organized.

Flexible Meeting Room Board Layouts for more Variety

There is now a new layout available for your Meeting Room Boards! This update gives you even more flexibility in how your room information is presented.

In the Admin Area under Global Settings → Devices → [select a meeting room board], administrators can now switch between the existing List layout and the new Grid layout. When using the Grid layout, you can also decide whether to display the next upcoming booking alongside the current one.

This gives you the freedom to choose exactly the look and feel that works best for your office environment.

Flexopus Visitor

Multi Guest Support for Faster Visitor Invitations

Inviting groups is now a seamless experience! Our improved UI/UX for our Visitor Management now supports adding multiple visitors — whether new, existing, or unknown — in one single, streamlined process.

This significantly reduces repetitive tasks and speeds up your invitation workflow, making guest management more efficient for everyone involved.

Visitor Invitations without Mandatory Email Address

Flexibility at its best: Invite visitors even when their email address is unknown or unavailable! We’ve simplified the guest registration process by removing the mandatory email requirement, ensuring that your visitor management remains fast and adaptable to any real-world situation. This is especially helpful if you don't have a guest's contact details or if the visitor simply doesn't have an email address.

By enabling this feature in the Admin Area under Global Settings → Visitor and Guest Management → Visitor invitations without email, you provide a seamless experience from start to finish: Invitations can be created instantly with minimal data, and guests can also complete their registration at the Visitor Kiosk Tablet without having to enter an email address.

Flexopus Assets

Streamlined Asset Management with Location Import Support

Setting up your asset inventory just got a significant upgrade! You can now manage asset locations directly via the Import / Export functionality under Assets. By providing the corresponding IDs and codes in the spreadsheet, you can assign buildings, locations, and resources to your assets in seconds.

This significantly speeds up the management of larger asset inventories, especially when multiple assets share the same location. Users benefit from clearer asset location visibility in the booking process and asset detail views, making it easier to find and retrieve booked assets.

Simplified Bulk Asset Assignments via Import and Export

Managing large-scale asset assignments is now faster than ever! You can now assign or book assets for users directly via the Import / Export functionality in the Admin Area. By simply filling the assigned_to_user field in the spreadsheet with the user's email address and re-importing the file, the asset will automatically be booked for them. If there are no future bookings or mandatory fields, the assignment starts immediately without an end date.

This provides a much more efficient way to assign multiple assets permanently to users at once — greatly simplifying mass updates and large-scale management processes.

More Control with Instant Asset Booking End Option

Need to free up an asset earlier than planned? Our new End booking now option gives administrators the power to terminate asset bookings instantly. In the Admin Area under Assets → Bookings, you can select one or multiple sessions and end them with a single click.

Whether it’s an early return or a reported defect, your asset availability will now always reflect the real situation.

General

Improvement Expanded Event Management API

We’ve significantly enhanced our REST API to provide even more flexibility for event management! While searching for available rooms and checking occupancy was already possible, developers and administrators can now fully manage events programmatically. This allows for seamless integration with external tools or custom internal portals.

What’s new?
Our updated API endpoints now support a complete 'CRUD' (Create, Read, Update, Delete) workflow for events. This includes:

• Flexible Management: Create new single events, update room assignments, or adjust dates and times directly via the API.
• Full Control: Easily edit or delete existing event bookings as your plans change.
• Existing Power: Of course, you can still search and filter for available rooms (based on capacity/tags) and retrieve detailed occupancy insights with pagination support.

Flexopus Visitor

Improvement Dedicated Visitor Manager Role for Better Access Control

Looking for a way to delegate guest management without granting full admin access? Our new Visitor Manager role provides granular control over visitor responsibilities. This allows you to appoint dedicated team members to oversee guest arrivals and data for specific buildings — ensuring clear accountability and smoother operational workflows.

To set this up, go to the Admin Area under Users → All Users and edit the desired user. In the Administrative Rights tab, you can then assign the Visitor Manager role and precisely define which buildings the user is responsible for. Once assigned, these users gain access to the Visitors section in the Admin Area for their designated locations, ensuring clear accountability and smoother operational workflows.

Improvement Controlled Visitor Invitations with Approval Workflows

Need more control over who is allowed to visit your company? Our new visitor approval workflows allow you to review and manage external access with ease. You can now define specific invitation categories that require official approval before a guest is permitted to visit — ensuring every visitor is vetted and your facility remains secure.

In the Admin Area under Global Settings → Visitor and Guest Management, administrators can enable Visitor invitation approval and choose which categories require it. Authorized users, such as Admins, Location Managers, or Visitor Managers, can then manage and update statuses directly in the Admin Area under Visitors → Visitor Invitations. This includes the ability to manually change invitations to approved, pending, or rejected — even for those that were initially approved automatically. If Send booking notification to externals is enabled in the Global Settings under Visitor and Guest Management, visitors are automatically kept in the loop about any status changes.

Improvement Enhanced Visitor Security with Invitation Security Levels

Want to tailor your guest reception to specific security needs? You can now include security levels (low, medium, high) in your visitor invitations, helping your organization better prepare for every arrival. This allows reception and facility teams to immediately see the required level of attention or security handling — improving internal coordination and efficiency.

Once enabled in the Admin Area under Global Settings → Visitor and Guest Management, users can assign the appropriate security level during the invitation process. This ensures that everyone involved is on the same page before the guest even arrives.

Improvement Smarter Building Organization with Collections and Entrances

Stay organized as you scale! The Admin Area under Locations now features Building Collections — a new way to better structure and group your buildings. Administrators can now organize buildings into collections and define specific entrances, creating a more professional and scalable setup for your entire campus.

This enhancement lays the groundwork for our upcoming Visitor Management features — so stay tuned for what’s next!

Improvement Simplified Parking Coordination for Visitors

Visitor invitations now include a Request parking option, making it easier to coordinate parking needs for your guests. When creating an invitation, users can simply activate the parking request toggle to flag the requirement for the reception or facility team.

Additionally, if enabled in the Required fields for visitor registration, license plate information can be captured — allowing your teams to better manage and verify guest parking. This ensures a smoother arrival experience and improves internal coordination before your visitors even reach the front door.

Flexopus Assets

No changes.

General

Improvement Service Order Reminders to Reduce Waste and Improve Planning

Never lose track of your catering and service orders again. Our new provider-specific reminders help users to efficiently manage every booking. They provide the perfect timing to review and adjust orders, optimizing resources and saving costs by aligning them with the actual needs.

In the Admin Area under Service Providers → All Providers, administrators can select the desired provider and navigate to Order settings, where they can define a Service order reminder (in days). This allows organizations to align reminders with provider-specific cancellation policies. Setting the value to 0 disables the reminder functionality.

Based on this configuration, users automatically receive a reminder email ahead of their scheduled service order. This gives them enough time to review, adjust, or cancel their booking if needed.

Improvement Richer User Profiles with Tags for Better Collaboration

Elevate your networking! User profiles can now be enhanced with profile tags - perfect for highlighting e.g. skills, languages, or key responsibilities. This feature empowers everyone to find the right contacts, sparking better connections and taking collaboration to a whole new level!

Admins can enable this feature in the Admin Area under Global Settings → User Profile → Enable Profile Tags. Once activated, users can manage their tags under User Settings → Profile → Profile Tags. These tags are then visible to colleagues, for example in the Live Plan or user detail views.

Profiles set to anonymous will, of course, remain fully anonymized, ensuring user privacy is always respected.

Correction Improved Room Finder Sorting for Faster Meeting Room Selection

Finding the right space just got smarter. The Room Finder now features a more intuitive, hierarchical sorting structure. Meeting rooms are automatically organized by location, then floor plan, and finally alphabetically by name. This makes it easy to find exactly what you need at a glance—even without using filters.

Flexopus Visitor

No changes.

Flexopus Assets

Improvement Stay Informed with Asset Booking Confirmation Emails

Your reservations, instantly confirmed! Users can now receive email confirmations for their asset bookings, providing a clear and documented overview right in their inbox. This update ensures they always have their booking details handy and organized, making it easier than ever to keep track of their reservations.

This option can be activated in the Admin Area under Global Settings → Asset Management → Email Settings → Booking notification email. Users who prefer not to receive these notifications can disable them individually in their profile settings under Notifications.

This provides better transparency and reassurance, especially for important or long-term asset bookings — allowing users the flexibility to find their reservation details wherever they need them, whether in their inbox or directly in Flexopus.

Improvement Flexible Issue Reporting per Asset Category

By assigning separate email addresses to different asset categories, you can now ensure that every issue reporting is routed exactly where it belongs. This makes it easy to distinguish between asset managers and technical support — getting the right information to the right contact without any detours.

Admins can set this up in the Admin Area under Assets → Categories by selecting a category and configuring the Reported issues email in the General Settings. This update streamlines your internal workflows and significantly improves response times.

Improvement Internal Notes for Better Asset Documentation

Keep every detail in check with internal asset notes! You can now add internal notes to your assets, making it easier to document important details like damages, special conditions, or maintenance history. This ensures that all relevant internal information stays with the asset and is visible exclusively to administrators and asset managers within the Admin Area.

Admins can set this up in the Admin Area under Assets → All Assets by selecting the desired asset and adding an Internal Note in the General Settings. This update provides better asset tracking and keeps your team informed perfectly.

Improvement Immediate Check-In Option for Effortless Asset Bookings

Simplify your workflow with immediate check-ins. Administrators now have the option to automatically check in asset bookings at the very moment they are created. This ensures that reservations are secured right from the start, completely eliminating the risk of missed check-ins or automatic cancellations.

This is particularly useful for tasks like maintenance, inspections, or cleaning — scenarios where you want your workflow to run smoothly without an extra manual check-in step. Simply activate the toggle in the Admin Area under Assets → New Booking while creating a new booking, and you’re all set!

Note: Asset check-in can be enabled in the Admin Area under Global Settings → Asset Management.

General

Improvement Cleaner, Optimized, and Smoother User Experience

As part of our ongoing effort to simplify and optimize the Flexopus application, the user area has received updates to enhance usability across the browser, iOS, Android, and Teams applications. The profile settings have been refreshed and streamlined, making it easier for users to navigate, view information, and update their preferences efficiently. In addition, we’ve made small but meaningful improvements throughout the area to improve clarity, readability, and overall user experience. These updates give Flexopus a fresher, cleaner look while keeping the familiar functionality users know and trust.

Enhancement Transparent Issue Resolution Updates for Better User Communication

Administrators can now notify users when a reported issue—whether for resources or assets — has been resolved. This ensures that users who submit issues are reassured that their feedback has been addressed.

When closing an issue, administrators can optionally include a custom message to provide additional context, such as steps taken to resolve the issue. This feature improves communication and enhances transparency. Notifications are sent directly to the user’s email associated with their Flexopus account.

Improvement Clearer Team Availability Insights via HRIS

The visual display of absences in the absence list has been improved. It is now clearer to see the exact duration of a colleague’s absence, showing from when to when each user will be unavailable. This enhancement helps users quickly understand team availability and plan bookings or meetings more efficiently.

Correction Consistent SCIM Group Synchronization

An issue with the SCIM API where groups were not added to certain users has been resolved. The problem was that users were deleted in Flexopus, but SCIM thought that the users exists in Flexopus. This way, the sync of the group stopped and ended in an error state. Now we prevent the manual delete of the users, which are synced through SCIM. The users need to be removed through SCIM. Group assignments now sync correctly, ensuring consistent user permissions and access.

Flexopus Visitor

Enhancement Automated Visitor Summaries for Better Facility Planning

Flexopus can now automatically keep your facility management team in the loop about upcoming visitors. When enabled, a daily summary of all visitor bookings for each building is sent directly to the facility management email, helping teams stay prepared and organized.

This feature can be activated in the Admin Area under Global Settings → Visitor and Guest Management → Daily visitor summary for facility management. The specific time for the daily notification can be set under Notification time for visitor overview, and the facility management email addresses can be configured under Locations → Buildings → Settings → Facility management email. This ensures your team always knows who is expected in the building, allowing for smoother check-ins and better coordination.

Enhancement Streamlined Event & Visitor Invitations in One Central Workflow

Flexopus now seamlessly combines Event Management and Visitor Management, making it easier than ever to invite external guests as part of an event. Guests attending your company for an event can now be managed and invited directly within the event workflow — significantly speeding up the invitation process, especially for larger groups.

This creates a centralized, and highly efficient process for managing both internal participants and external visitors in one place. Event organizers save time, reduce administrative effort, and ensure that all guests receive a proper and compliant visitor invitation.

To activate this feature, administrators can enable Visitor invitations in events under Global Settings → Event Management.

Once enabled, organizers can invite both colleagues and external guests when creating an event. In the Participants tab of the event, they can easily define who should receive an official visitor invitation and who does not require one — for example, if the person has already been invited through another channel.

This enhancement delivers a smoother event experience and better coordination.

Flexopus Assets

Enhancement Asset Purchase Date Tracking for Enhanced Financial Control

Administrators can now record the purchase date for each asset, providing a clearer overview for accounting, depreciation tracking, or inventory management. The buying date can be entered in the Admin Area under Assets → All Assets, by editing the desired asset and navigating to Global Settings → Asset Information. This information is also included in XLSX and CSV exports under Assets → Import / Export, allowing further data processing.

General

Added HRIS Integration

Flexopus now offers an HRIS integration that provides users with better visibility into absences within their organization. In the user area, it is now clearly visible which favorite colleagues (if the Favorites feature is enabled) and which members of a user’s groups are currently absent. For privacy reasons, the specific reason for an absence is not displayed.
This integration also lays the foundation for future enhancements, such as the automatic handling or deletion of bookings during employee absences — a feature that has been highly requested by many customers so stay tuned!
The connection to the HRIS can be configured in Global Settings → Integrations.

Added Restricted Availability for Service Provider Items

Service provider items can now be restricted to specific buildings, floor plans, and resources. This is particularly useful for services that are only available in certain locations — for example, room reconfigurations that can only be performed in selected meeting rooms, adding or removing partitions in specific spaces, or catering services that require rooms to meet defined conditions.
Administrators can configure this in the Admin Area by navigating to Service Providers → All Providers, selecting the desired provider, and opening the Provided items tab. After editing an item, the new Associated resources tab allows administrators to enable Restricted availability.
Once activated, administrators can define whether the item is limited to meeting rooms (“Only meeting rooms”) and specify the exact buildings, floor plans, and individual resources where the item should be available.

Added Simplified Domain Setup via MDM

Flexopus now supports domain configuration for your Flexopus application within Microsoft Intune Mobile Device Management (MDM). Administrators can define the application domain centrally, so it no longer needs to be entered manually by users during device setup. This streamlines device provisioning and reduces configuration effort and errors.

Flexopus Visitor

Added Mandatory Reading of Visitor Documents

Administrators can now ensure that visitors actually read required documents before completing registration. This option can be enabled in the Admin Area under Global Settings → Visitor and Guest Management → Visitor Management by activating Ensure document reading.
With this setting enabled, visitors must open the document and scroll to the very end before they can accept it. Only after this step are the required checkboxes enabled, and the registration process can be completed.

Improved Signature Quality on Visitor Kiosk

The quality of visitor signatures captured on the Visitor Kiosk has been significantly improved. Signatures are now recorded with higher precision and smoother lines, resulting in a more natural appearance. This improves overall professionalism at reception, ensures better readability for compliance purposes.

Fixed Visibility of Integrated Visitors in Guest Invitations

Visitors that are created in Flexopus via integrations are now correctly available when selecting existing guests during the creation of a visitor invitation. This ensures a consistent visitor list.

Flexopus Assets

Added Asset Location

Administrators can now assign assets to a specific building, location, and even to a concrete resource. This makes it easier for users to find assets at the right location during the booking process and to know exactly where an asset can be picked up after booking.
The asset location can be configured in the Admin Area under Assets by opening the desired asset and navigating to the Attach to object tab. Here, administrators can select the building, location, and resource, and optionally add a description to further clarify the pickup location.
During booking, users can filter assets by location using the filter icon and can also view the assigned location directly in the asset detail view.

Added Asset QR Codes

Assets can now be assigned individual QR codes, simplifying both booking and asset management. Similar to QR codes for desks or other resources, administrators can assign QR codes to assets by selecting the asset in the user area using a mobile device. An additional QR Code tab becomes available for administrators, where the QR code can be assigned.
For an overall overview, administrators can export assets via Admin Area → Assets → Import / Export to review all QR code assignments. Additionally, the asset detail view under General Settings shows which QR codes are currently linked to the asset and allows them to be removed if necessary.
Users can scan the QR code to view asset details, directly create a booking, and check-in (if enabled).

Added Asset Check-in

Assets can now be checked in, similar to the existing check-in functionality for workspaces, meeting rooms, and parking spaces. To enable this feature, administrators can activate asset check-in in the Admin Area under Global Settings → Asset Management and define a grace period.
Users are then required to check in within the configured time window before and after the start of their asset booking. If the asset is not checked in within this period, the booking is automatically cancelled. This helps prevent unused asset bookings, increases asset availability, and ensures fair usage across the organization.

Improved Sorting of Asset Bookings

In the user area, asset bookings are now sorted by their start date instead of the booking creation date. This provides users with a clearer and more intuitive overview of upcoming asset bookings.

Improved Alphabetical Order of Asset Categories

When booking an asset, asset categories are now displayed in alphabetical order. This helps users find the desired asset category more quickly, especially in environments with many different asset types.

Added Issue Reporting for Assets

The Issue Reporting feature, already known from workspaces, meeting rooms, and parking spaces, is now also available for assets. It can be activated in the Admin Area under Global Settings → Booking Settings → Issue Reporting.
Once enabled, users can report issues for assets either by scanning the asset’s QR code or by selecting the asset directly. They can enter a title, category, and description for the issue.
Reported issues are sent via email to the configured asset manager email address and are also visible in the Admin Area under Reported Issues.

General

No changes.

Flexopus Workplace

No changes.

Flexopus Visitor

Added Visitor Badge Printing in Admin Area

Administrators can now print visitor badges directly from the Admin Area under Visitors → Visitor Invitations. Badges can be printed either for all visitors scheduled for the selected day or individually per visitor. This provides a flexible alternative for environments where no printer is connected to the Visitor Kiosk, while still allowing the use of the badge functionality within Flexopus.

Flexopus Assets

No changes.

General

Added Android Management API Integration

Flexopus now supports provisioning and managing GMS-enabled display devices via the Android Management API.
This integration allows administrators to efficiently deploy and manage their display devices using the Device Connect App.
The feature can be configured in the Admin Area under Global Settings → Integrations → Android Management API.

Improved Administrators Can Set User Language

Administrators can now define a user’s preferred language directly in the Admin Area. This allows, for example, administrators to preconfigure the language for new employees in multinational teams so that they immediately see the interface in their preferred language.
This option is available in the Admin Area under Users → All Users, by selecting the desired user and opening the Preferences tab.
Users can override this setting later in their personal profile settings.

Flexopus Workplace

Improved User Avatars in Live Plan

User avatars are now displayed on floor plans during the booking process and on the Live Plan. Avatars become visible once the zoom level is sufficiently high for profile images to be shown clearly. This helps users quickly identify where colleagues are seated, making it easier to coordinate in-person collaboration and find colleagues directly on the floor plan.
If administrators want to disable this feature, it can be turned off in the Admin Area under Global Settings → Booking Settings → Live Plan → User avatar overlay.

Added Participant Information for Events

A new Participants tab is now available for events in the user area. This tab provides a tabular overview of all event participants, including their response status — whether a response is still pending, the invitation has been accepted, or the participant has responded as tentative or declined. This gives users a clear and centralized overview of participant statuses directly within Flexopus.

Improved Favorite Users Limit

Users can now mark up to 50 colleagues as favorites. Favorite users are displayed in the Presence List under Live Plan in the user area, allowing users to see the presence of even more preferred colleagues at once.

Added Service Order Statistics

A new statistics dashboard for service orders is now available in the Admin Area under Analytics → Service Statistics. Administrators can view e.g. how many orders have been placed, the total value of these orders, and the distribution across cost centers (if enabled). Additionally, the dashboard shows which items are most frequently ordered by each service provider, giving a clear overview of service usage trends.

Added Service Provider Kiosk

A new device type has been introduced that allows service providers, such as kitchen staff, caterers, or maintenance teams, to view all orders assigned to them in a read-only format. This provides a clear overview of their tasks, helping service providers stay organized and up to date with all assigned orders.
The Service Provider Kiosk can be created in the Admin Area under Global Settings → Devices using the Create device button.
After the device has been created, administrators can, in addition to standard device settings, configure connected service providers and specify — via a checkbox — whether orders from all associated buildings or only selected ones should be displayed.

Improved Price Changes for Active Service Orders

It is now possible to define whether price changes to items should affect existing and still active orders.
The configuration can be found in the Admin Area under Service Providers → All Providers, by selecting the provider and navigating to Order settings → Change price on active orders.
This option is disabled by default.

Improved Currency Selection per Service Provider

Each service provider can now be assigned a specific currency for its item prices.
The setting Currency is available in the Admin Area under Service Providers → All Providers, by selecting the provider and navigating to Order settings. The default value is EUR.

Improved Number of Participants Requirement

Administrators can now enable or disable whether entering the number of participants is mandatory when creating a service order.
This option (Requires number of participants) is located in the Admin Area under Service Providers → All Providers, by selecting the provider and navigating to Order settings. The setting is enabled by default.

Improved Item Details Accessible During Ordering

When users create an order, they can now view detailed information for each item — such as descriptions, quantity limits, or related notes — directly in the ordering interface.

Flexopus Visitor

Added Visitor Invitations Daily Overview Export

Under Visitors → Visitor Invitations, administrators can now export the Daily overview. The exported file contains all scheduled visitor invitation for the selected day and can be printed for e.g. reception desks or further processed as XLSX or CSV, enabling efficient check-in handling and internal coordination.

Added Visitor Badge Print

Visitor kiosks now support automatic badge printing. In the Admin Area under Global Settings → Devices, administrators can enable Visitor badge printing after selecting or creating a visitor kiosk device. When activated, visitors can choose to print a predefined badge containing their name and host information after completing the verification process at the kiosk.
Please note that a compatible label printer must be configured for the device in order to use this feature.

Improved Option to Disable QR Code Scanner

For visitor kiosks devices without cameras — or where camera activation is not desired — administrators can now disable the QR scanner.
The option Enable QR scanner can be toggled under Global Settings → Devices, after selecting the respective kiosk.

Flexopus Assets

Improved Handling of Restricted Asset Bookings

Users can no longer delete bookings for assets with the status “restricted.” Once an administrator has created a booking with such an asset for a user, the user is prevented from deleting it. This ensures that assigned work equipment, e.g., laptops or other essential tools, is correctly recorded and can only be deleted by authorized personnel.

General

Added Self Hosted Exchange

Flexopus now supports integration with self-hosted Microsoft Exchange servers, allowing organizations to synchronize bookings, calendars, and events directly from their on-premise Exchange environment. You can also find more information in our Help Center article.

Added Search Among Favorites

A new search option “Search only among favorites” is now available. This allows users to quickly find information by limiting the search to only favorited users or resources.

Added Access Delegation

It is now possible to assign delegates who can perform bookings on behalf of another user.
In the Admin Area under Users → All Users, select the desired user and open the new Access Delegation tab. Here, administrators can define the delegatee who is allowed to act for this user.
This delegatee can switch to the delegated user’s view. To do this, they click on their profile picture in the top-right corner of the User Area and select the user they want to represent. In this mode, they can create, edit, and delete bookings. The delegatee can exit this mode at any time by clicking on the profile picture again and returning to their own account.

Flexopus Workplace

Added Enable Default Cost Center Selection for Catering Orders

In the Admin Area under Global Settings → Service Providers, admins can now enable the option to allow users to select a default cost center when creating orders. If disabled, users must manually select a specific cost center for each order, ensuring that cost allocation rules are strictly enforced.

Added Order Settings Section for Service Providers

In the Admin Area under Service Providers → All Providers, selecting a provider now shows a new menu Order Settings. The new menu is offering detailed configuration options:

• Manual acceptance required: Enable this option to require that all service orders are manually approved by an administrator before being processed.
• Grace period for service orders: Define a time window (in hours) in which changes to an order are automatically accepted or set to pending status; modifications within this period will result in a pending service order that needs manual approval.
• Limit order creation (in days): Set a time limit outside of which new service orders cannot be created or edited.
• Accept service orders on weekends: Allow or block creation of service orders for Saturdays and Sundays.
• Order warnings: Display a custom message or warning to users when they create or modify a service order.

Added Item Categories for Service Providers

Admins can now configure Item Categories for each service provider under Service Providers → All Providers after selecting the service provider and opening the menu Item categories. Each category can have its own grace period, allowing service providers to offer multiple item types with different processing needs.

Added Export Service Order Overview as PDF

Service orders can now be exported as PDF files in addition to XLSX or CSV under Service Providers → Service Orders. This simplifies printing or viewing orders on devices without spreadsheet support.

Improved Ordering Process for Admins and Users

The Service Order workflow received a visual and functional upgrade. Users and admins can now enter the number of participants to help service providers prepare e.g. the correct amount of resources. During the ordering process, warnings and error messages are displayed if limits, deadlines, or weekend restrictions are exceeded. Items to be ordered are now grouped in a new Item Overview tab, allowing to search and filter to find the desired item. This streamlines the ordering experience for both admins and users.

Improved Improved Service Order Summary

The Service Order overview under Service Providers → Service Orders has been redesigned for better clarity. Information is now grouped into Order Details, Item Overview, and Host and Meta Data tabs.
The Host and Meta Data tab allows admins to quickly view important host information and order metadata, including creation and last modified dates.
Additionally, the entire order summary can be downloaded directly with a single click using the download button, making it easier to review and share order details.

Fixed Status Handling on Dashboard

The dashboard now properly handles status changes. All changes are automatically accepted, and status updates work as expected.

Flexopus Visitor

No changes.

Flexopus Assets

No changes.

General

Added Cost Center Statistics

A new Cost Center Analytics feature is now available under Analytics → Building Statistics in the Admin Area. This feature visually distributes bookings among cost centers, allowing admins to see which cost centers are using resources most frequently. This enables better planning and reporting of internal resource usage.

Flexopus Workplace

Added Bookable Time Slots

Users can now select predefined time slots when creating a booking, such as morning, afternoon, or full-day, streamlining the booking process and reducing manual input. For morning bookings, the system automatically sets the time from the default start time until 12:00, and for afternoon bookings, from 12:00 until the default end time.

Flexopus Visitor

Added Contactless Visitor Kiosk

Visitors can now check in contactlessly by scanning a QR code displayed on the Visitor Kiosk. This opens a temporary guest session on their smartphone after scanning the QR code shown on the Visitor Kiosk, allowing them to complete the registration process without touching the kiosk. The session stays active for 10 minutes or 10 requests and can be renewed by rescanning the QR code. For badge printing and checkout, interaction with the kiosk is still required.
This feature must be enabled per device under Global Settings → Devices. Select the desired Visitor Kiosk, and then enable contactless access.

Flexopus Assets

No changes.

General

Improved Better Source Display in Logs Table

The logs table in the admin area under Logs has been enhanced to show the source of each action more clearly. This improvement helps administrators to quickly identify where changes originate, streamlining auditing and troubleshooting processes.

Flexopus Workplace

Added Event Meeting URL Creation Toggle

Users can now choose whether to generate an online meeting link when creating an event. For existing events, the meeting link can also be opened directly in Flexopus. This provides more flexibility for hybrid and in-person meetings.

Fixed External Event Delete Synchronisation

Deleting an event in Microsoft Outlook or Google Calendar now automatically synchronises the deletion with Flexopus. This ensures consistency between external calendars and the Flexopus system.

Added Custom Images for the Catering & Service and Event Booking Tile

Administrators can now customize the default images for Catering & Service and Event booking tiles under Global Settings → Corporate Identity → Customize booking types. This allows a more branded booking interface.

Fixed Booking Confirmation Popup and Direct Deletion of Overlapping Bookings

When creating a Direct Booking via the Live Plan, users are now shown a confirmation popup displaying all relevant details before the booking is finalized. If the user has an overlapping booking, they can delete it directly in the Direct Booking.

Added Event Bookings in Calendar View

Event bookings are now visible in the Bookings calendar view. This provides users with a unified overview of their schedule, including both resource and event bookings.

Added Event Service Order Notifications

When a user requests a Service Order within an event, both the user and the corresponding service provider will receive an email summarizing the order. This ensures all parties are informed promptly.

Flexopus Visitor

Added Visitor Statistics

Administrators can now access the new Visitor Statistics section under Analytics. This provides insights into visitor activity, trends, and overall utilization, supporting better planning and reporting.

Added Allow Visitors Without Invitation

Administrators can now enable the option for visitors to register at a Visitor Kiosk without having received a prior invitation. This setting can be activated in the Admin Area under Global Settings → Visitor and Guest Management → Allow visitor without invitation. To enable this for a specific kiosk display, navigate to Global Settings → Devices, edit the desired Visitor Kiosk, and define the available Invitation Presets for this particular display. Since these presets are configured individually for each display, you can create tailored options that best fit the specific needs and use cases of each location.
When registering at the kiosk, visitors without a prior invitation can then simply choose one of these presets, ensuring a smooth and guided check-in experience.

Added Guest WiFi Access via Visitor Kiosk

Administrators can now provide guests with WiFi access directly through the Visitor Kiosk.
In the Admin Area under Global Settings → Devices, select or create the desired Visitor Kiosk and scroll down to the Guest WiFi section. Here, you can enter your organization’s guest WiFi credentials.
Once the guest completes the registration process at the kiosk, the WiFi details will be displayed in their registration summary, allowing them to easily connect their devices to the guest network.

Fixed Unresponsive Device Signature Pad

The issue with the device signature pad becoming unresponsive has been resolved, ensuring smooth visitor check-in and signing processes.

Flexopus Assets

Added All Asset-Bookings Overview

Users can now view a comprehensive overview of all assets under Assets → Asset Overview, including availability and who booked the object. By hovering over the blocked area on the timeline, users can see exactly who booked the asset and for which time period. Details about each asset, such as all of the asset’s bookings, main information, images, and documents, are also accessible by clicking on the asset.

Added Asset Detail View

Assets now have a dedicated detail view accessible via the Asset Overview or by clicking an existing booking under Assets. This provides users with complete information, including images, documents, and all associated bookings.

Added Custom Images for the Asset Booking Tile

Administrators can now set custom default images for Asset booking tiles under Global Settings → Corporate Identity → Customize booking types. This allows for a more branded booking interface.

General

Added Dutch Language

The Flexopus application is now available in Dutch, bringing the total number of supported languages to twelve. This expansion allows even more users to navigate the platform in their preferred language and improves accessibility for international teams.
The preferred language can be set individually in User Profile → Preferences → Languages. For a company-wide default, administrators can configure the language under Global Settings → Corporate Identity → Default language.
If you are missing a specific language, feel free to reach out to us at support@flexopus.com.

Flexopus Workplace

Added Custom Opening Hours for Buildings

Administrators can now define custom opening hours for individual buildings. These settings override the global booking limit for the specific location, making it possible to reflect different opening hours across multiple buildings. This ensures that bookings are aligned with the actual availability of each site, providing more flexibility and accuracy in resource management.
Custom opening hours can be enabled in the Admin Area → Locations → Buildings → [Select building] → General Settings by toggling Use custom opening hours and entering the specific opening and closing times.

Improved Live Plan Popup on Mobile

In the mobile version, selecting a resource in the Live Plan now opens an information popup instead of a new page. This keeps the Live Plan visible in the background while showing all relevant details in the popup. Users benefit from a smoother workflow, as they maintain a clear overview of their current selection and can easily switch to other resources without losing context.

Improved Service Modal Translations

The translations of the Catering and Service Management module have been further refined. Missing translations were added, and existing ones were improved to ensure a more consistent and user-friendly experience.

Flexopus Visitor

No changes.

Flexopus Assets

No changes.

General

Improved Use Different Time Ranges for Utilization Calculation

In die Admin Area under Global Settings → Analytics Settings, admins can override the default time range for utilization calculations beyond the system default booking hours. Changing these settings recalculates all analytics data. This may take up to 24 hours to refresh.

Improved Custom Device Name for Displays

Admins can now assign a custom Device Name to be shown on Flexopus displays instead of the default bookable resource name. This setting is found in the Admin Area under Devices → [Select Device] → Use Device Name, and requires entering a name on the same page before activation.

Added Group Export

Admins can now export user groups to .xlsx or .csv in the Admin Area under Users → Groups.

Flexopus Workplace

Added Microsoft Working Location Synchronization

Admins can now activate Work Location Sync in the Admin Area under Global Settings → Integrations → Microsoft Exchange Online. This syncs desk bookings and home-office days as full-day events into users' personal Microsoft Exchange calendars — helping colleagues quickly see where someone is located and simplifying e.g. in-person meeting planning.

Added Advanced Daily / Monthly Building Analytics Export

A new advanced export option is available in the Admin Area under Analytics → Building Statistics allowing admins to download .xlsx reports with daily or monthly data for selected buildings and periods. These outputs enables additional internal analyses regarding the Flexopus building statistics.

Added Favourite Buildings

Users can now mark buildings as favourites by clicking the heart icon. Favourites can be managed in the User Profile and also appear during the booking process. This is a preparatory feature for the upcoming new home screen – stay tuned!

Improved Service Order Summary as an Attached Document

Service providers within the Catering and Service Module now receive the full order summary as an attached document in their service emails, making it easier to print or forward the order for operational handling.
Note: The Catering and Service Module is currently in beta. To activate it, please contact support@flexopus.com.

Added Extend Public Events API Index with “Today” Route

A new API endpoint now delivers all events happening today, with optional filters for building, floor plan, or object. This allows e.g. event retrieval for custom integrations.

Flexopus Visitor

No changes.

Flexopus Assets

Note: The Asset Inventory module is currently in beta. To activate it, please contact support@flexopus.com.

Added Asset Statistics

In the Admin Area under Analytics → Asset Analytics, administrators can now view statistics on asset utilization showing how many assets were used overall, peak usage times by week or weekday, and ranking assets by popularity. This insight helps optimize underused resources and improve allocation strategies.

Flexopus Workplace

Added See "Last Seen" Date in User Profiles

Admins can now view when each user was last active directly in their profile in the admin area. This helps identify inactive users, resolve login issues, and keep user data up to date.

Added Phone Numbers in User Import/Export

Phone numbers are now included in user data exports and imports under Users → Import/Export, if allowed by your Data Privacy Settings under Settings → Data Privacy Settings. This simplifies bulk updates and ensures consistent contact information across your user base.

Added New User Role: Analytics Viewer

You can now assign users the Analytics Viewer role under Administrative Rights: Admin Area → Users → All Users → Edit → Administrative Rights . This gives them access to analytics dashboards (location and/or user stats) without granting full admin permissions—ideal for HR, Controlling, or Facility Management.

Flexopus Visitor

Added Restrict Access to Visitor Management

Admins can now assign specific user groups to manage visitors. Only authorized users will be able to send invitations or access visitor data—ensuring privacy and security.

Added Daily Missed Check-Out Notifications for Inviters

Inviters can now receive a daily notification if any of their invited visitors have not checked out by a specified time. The check-out reminder time can be configured and follows the timezone of the invitation. This helps ensure accurate visitor tracking and enhances on-site security.

Added Daily Missed Checkout Summary for Management

If enabled, facility management can automatically be notified each day if any visitors have not checked out. The summary is sent based on the building’s timezone, supporting better oversight and compliance.

Added Check-In Notification for Inviters

Inviters will now receive a notification when their guest checks in—unless they performed the check-in themselves. This ensures the right people stay informed without unnecessary alerts.

Added Unverified Visitor Indicator in Bookings List

Visitors who haven’t completed verification are now clearly marked in the bookings list within the user area. This helps users quickly identify which guests still need to confirm their details.

Added Visitor Invitations in Calendar View

Visitor invitations are now visible directly in the calendar view, giving users a clear and convenient overview of upcoming visits alongside other scheduled bookings.

Flexopus Asset

No changes.

General

Added Event Management Module (Beta)

This feature enables users to schedule and manage events more efficiently by allowing the selection of multiple meeting rooms, the addition of event descriptions, and the invitation of participants directly through Flexopus.
A new highlight is the availability timeline, which provides a visual overview of all meeting room availabilities — making it even easier to find the perfect space for your event.

Added Visitor type, license plate attributes and more

Creating a new visitor is now more flexible and efficient. Users can assign a specific visitor type during the creation process (e.g., maintenance worker, customer, interviewee), helping to categorize visits more precisely.
In addition, a new optional field for visitor license plates is available and can be added in the admin area under Settings → Visitor Management → Required fields for visitor registration. This field is useful for managing visitor parking and access control.
It is now also possible to register a visitor starting from now during the booking process, eliminating the need to manually select the current date and time.
A new setting, Confirm before check-in, is also available in the admin area under Settings → Visitor Management, allowing administrators to define mandatory verification steps — such as ID checks — before a guest can be checked in.

Added Cost Center Support for Asset Bookings

Asset bookings now support cost center selection. Once enabled via Settings → Asset Management in the admin area, users will be prompted to choose a cost center when booking an asset. The cost center options are sourced from the entries under Users → Cost Centers. If the user selects Default Cost Center, their personal default will automatically be applied to the booking.
The selected cost center is then linked to the asset booking and appears in both the admin area and the booking export, helping to streamline internal accounting.

Added User-Side Cost Center Editing

A new setting in the admin area under Settings → Profile Settings called Cost center edit allows users to manage their own cost center directly. Once enabled, users can navigate to their personal Profile tab and update their assigned cost center without administrator intervention. This streamlines the maintenance of user cost center data and reduces administrative overhead, especially in organizations with frequent departmental changes.

Improved Outlook Plugin Integration with Service Orders

The Outlook Add-In has been extended as part of the enhancement of the Catering Service Module. When a Flexopus-connected meeting room is added to an Outlook event, the plugin automatically syncs the event with Flexopus using the Microsoft Graph API.
Users can now view and modify the linked event within the plugin and add service orders for specific rooms. This enhancement bridges Outlook scheduling with Flexopus services for a more seamless event workflow.

Admin Area

Added Internal Notes for Bookable Floor Plan Objects

When editing a floor plan in the admin area via Locations → Floor Plans administrators can now add internal notes to individual bookable objects. This new field, labeled Internal notes, is only visible within the admin area. It can be used to document relevant internal information such as approval history for fixed assignments, reasons for object blockings, or other object-specific notes.

Added Visitor Management Toggle for Specific Buildings

With the latest update, administrators can now control which buildings use the Visitor Management module. Under Settings → Visitor Management → Visitor management buildings, visitor management can be disabled for buildings by removing them from the list. This is especially useful for locations that do not require a formal visitor check-in process within Flexopus.

Added Global Booking Notifications per Asset Category

Administrators can now configure booking notifications at the asset category level. To set this up, navigate to Assets → Categories, select a category and switch to the General Settings tab. There, you can specify a notification email address that will receive alerts for all bookings, updates, and cancellations within that category. This helps ensure responsible teams are informed in real time and can prepare the requested assets accordingly.

Added Trial Period and License Status for Devices

A trial period is now available, making it easier to test the Display Module and get an overview of trial and paid licenses. In the admin area under Settings → Devices, administrators can view the current status of all devices. If you're satisfied with the module during the trial phase, you can activate the device license directly after selecting the device. The relevant setting is called License Status and can be found at the bottom of the page.
All previously created displays have been assigned an active license status to ensure continuity.

Added Daily Visitor Overview Summary

A new daily overview section has been added to Visitors → Visitor Invitationsin the admin area. It provides administrators with a quick snapshot of the current visitor situation, including the number of visitors on site, visitors who haven't arrived yet, and those who have already left — helping reception and facility teams stay on top of daily guest flows.

Added Current Year Filter in Building and User Statistics

In the admin area under Analytics → Building Statistics and Analytics → User Statistics, a new Current Year time frame is now available. This filter shows data from January 1st up to the current date, enabling more accurate year-to-date reporting and insights.

Added Microsoft Entra Attribute Support for SAML2

Flexopus now supports the synchronization of user profile pictures via SAML2 from Microsoft Entra ID. This enables automatic transfer of user images during login, enhancing profile consistency across the platform.
The setting can be found in the admin area under Settings → Authentication, after editing the SAML2 connection. Scroll to the bottom of the page to the section User attributes from Microsoft Entra to connect it.
To complete the setup, open https://portal.azure.com, navigate to Enterprise Applications, and search for the SAML2 entry used for Flexopus. Open it, then go to Security → Permissions in the left sidebar, and click the Grant admin consent button to allow access to user profile pictures.
The profile pictures are synchronized automatically the next time a user logs in.

Added API Token Management with Permissions and Expiration

In the admin area under Settings → Integrations → Flexopus API, administrators can now create multiple API tokens. Each token can be assigned:

• A custom name for easier identification
• Granular permissions (e.g., read all, write user, write objects, write bookings)
• An expiration date to limit long-term access

This update improves API security and manageability across external integrations.

General

Added Checkbox Field for Asset Bookings

In the Asset Management module, administrators can now add a checkbox field to the additional fields section of asset bookings. This checkbox can be set as mandatory, ensuring that bookings can only be completed if it is selected. This is useful for confirmations, such as driver's license validation.

User Area

Improved Vehicle Selection for QR Code Bookings

When booking a parking space via the QR Code module, users can now select from their existing vehicles or add a new one directly during the booking process if none exists yet. This enhancement streamlines the booking flow.

Admin Area

Improved Booking Insights in Floor Plan Editing

Within the admin area, when editing a floor plan under Locations → Floor Plans → Edit Floor Plan, the info popup shown when setting an object to “blocked” now includes how many future bookings will be affected. This helps administrators better evaluate the impact of their changes.

Improved Data Integrity for Visitor Check-In/Check-Out

In the Visitor Management module, admins can now prevent changes to visitor check-in and check-out times once a visitor has been checked in or checked out. This feature helps maintain audit integrity and supports compliance with data protection standards.
The new setting, called Allow check-in and check-out time edit, can be found in the admin area under Settings > Visitor Management.

Added Option to Disable Visitor Invitation Notifications

With the Visitor Management module, administrators can now disable all visitor-related notifications triggered by the creation, update, or deletion of invitations. This is useful in scenarios where notification emails are not required. The new setting, Disable visitor notifications, is available in the admin area under Settings > Visitor Management.

Added Simplified Visitor Management Option

A new setting in the Visitor Management module allows administrators to enable a simplified visitor workflow where guests can be checked in without prior verification. The option, called Simplified visitor management, can be found in the admin area under Settings > Visitor Management.

General

Improved Visitor Kiosk Facelift

The Visitor Kiosk Tablet within our Visitor Management module has received a visual update to enhance the overall user experience.
A new Light Theme has been added and can be configured by administrators via Settings → Devices → Select Device → Theme.

Improved Input Style Consistency

We've standardized the appearance and behaviour of input fields across the application to ensure a more cohesive and intuitive interface.

Improved Missing Camera Screen Layout

For guests completing their registration via QR code on a Visitor Kiosk Tablet, we've refined the camera access screen layout to provide clearer guidance when camera permissions are not granted.

Admin Area

Added Asset Manager Role

A new "Asset Manager" role is now available within the Asset Management module. Administrators can assign this role to users via Users → All Users → Edit User → Administrative Rights. Users with this role can:

• Edit asset properties
• Update and create asset categories
• Create asset bookings on behalf of other users

Added Service Provider Manager Role

We've introduced a "Service Provider Manager" role for the Catering Service module. Assign this role to users through Users → All Users → Edit User → Administrative Rights. Users with this role can:

• Be assigned to specific service providers or manage all providers within the Flexopus application
• Manage service orders
• Edit service provider items

Added Service Provider Item Import/Export

In the Catering Service module, administrators can now import and export service provider items. Navigate to Service providers → Provider Management → Edit Provider to access the new "Export & Import Items" tab, allowing for efficient bulk updates of service provider items.

General

Added Asset Inventory Management (Beta)

Flexopus now includes asset management, enabling organizations to efficiently list and manage company assets. Administrators can register assets such as company cars, IT equipment, or other specialized tools, providing users with an easy way to book and track availability. This feature improves internal logistics by ensuring that shared resources are properly tracked and booked efficiently.
Note: The Asset Inventory module is currently in beta. To activate it, please contact support@flexopus.com.

→ To the help article: Asset Management

Improved iOS Signature Registration

The visitor signature pad on iOS now correctly displays and saves signatures. With this improvement, the signing process is now seamless, ensuring that visitor records within the Visitor Management Module remain complete and accurate.

Improved Embedded PDF Display Across All Platforms

PDFs within the Visitor Management Module are now fully supported across all modern platforms, including Chrome on Android. This enhancement allows for a smoother user experience, enabling PDFs to be viewed directly within the application without additional steps.

User Area

Added Capacity Filter for Meeting Rooms

The booking process has been enhanced with a capacity filter for meeting rooms. Users can now filter rooms not only by name and available features but also by desired capacity. This makes it easier and faster to find a suitable meeting room for planned gatherings, optimizing space utilization and efficiency.

Improved Pre-filtered Equipment Tags

The available equipment features in the object filtering process are now limited to those relevant for the selected object type. This enhancement provides a clearer overview, ensuring users can quickly see which equipment options are applicable for filtering, leading to a more efficient selection process.

Added Display Past Bookings in Booking Overview

If enabled in the administrative settings of the Flexopus application, users can now view past bookings directly in the calendar view. This improvement enhances transparency and allows users to easily review previous reservations.
Administrators can enable this feature in the admin area under Settings → Booking Settings → Past Bookings.

Admin Area

Added Setting to control when the next booking day unlocks

A new setting, “Start of the reservation cycle”, has been introduced under Settings → Bookings. This allows administrators to define the exact time at which reservations for a new day become available. By default, the next booking day unlocks at the start of the day, but this can now be adjusted to a later time as needed, offering greater flexibility.

User Area

Improved Object name displayed in calendar view

In the Monthly View of personal bookings, the object name is now displayed alongside each reservation. This enhancement improves clarity, allowing users to quickly see which resources they have booked.

Improved Direct booking now respects selected live plan date and time

When using the direct booking feature from the Live Plan, the date and time selected on the Live Plan are now automatically applied to the booking. This ensures a seamless and intuitive booking experience, allowing users to reserve objects directly for the intended date without additional manual adjustments.

General

Added Upload images to objects

Objects can now have images assigned to them, providing users with a more visual and informative booking experience. This feature can be enabled in the Admin Panel under Settings → Bookings → Object Features. Once activated, administrators can upload images by selecting the desired object in the Admin Panel and navigating to the "Images" tab. The uploaded images will be displayed to users both during the booking process and on the object’s detail page, making it easier to identify and select the right resources.

Added Option to display phone numbers on user profiles

A new setting has been introduced that allows administrators to show users’ phone numbers on their public profiles. This option can be configured under Settings → Data Privacy Settings by enabling "Show phone number on profiles". If activated, phone numbers will be visible to other users, improving internal communication.

Admin Area

Added Assigned user included in object export

The object export under Locations → Import / Export now includes the "fixed_for_user" field, which indicates whether an object has been permanently assigned to a specific user. This enhancement provides better visibility for administrators managing fixed object assignments.

User Area

Added Skip weekends toggle for multi-day bookings

Users creating multi-day bookings now have the option to exclude weekends. When this setting is enabled, bookings will only be created for weekdays, allowing for more efficient and structured workspace reservations.

Added Automatic check-in for immediate bookings

Bookings that start now are now automatically checked in when the check-in module is active. This eliminates the need for users to manually check in for immediate reservations, streamlining the booking process. The change applies exclusively to bookings where the "From Time" is set to "Now".

General

Improved Favorite handling fails in rare cases

An issue where favorite selections could fail under certain conditions has been resolved, ensuring a stable and reliable experience when managing favorites.

Improved Time zone selector resets when changing months in the reservation calendar

A bug has been fixed where the time zone selector on the create reservation page would revert to the default time zone when switching months in the calendar. This improvement ensures that the selected time zone remains consistent throughout the booking process.

Admin Area

Added User export now includes extension attributes

The user export under User → Import / Export now includes the Cost Center attribute, allowing admins to assign cost centers directly to users. If a specified cost center does not already exist, it will be automatically created during the import process.

Added Login flow for Google Groups and Google Directory integrations

Administrators now have to log in with their Google accounts to link them, and check their permissions. Manual administrator email setting is no longer allowed.

Added Group managers can access user statistics

Group managers can now access user statistics under Analytics → User statistics within their groups, providing them with insights into booking behaviors and activity levels.

General

Added Visitor Management Module (Beta)

The visitor management module has been introduced to streamline the process of handling visitor check-ins and tracking. This tool allows administrators to efficiently manage visitor information, monitor attendance, and improve overall security. Please note that the visitor management module is still in the beta phase, and activation of the module can be requested by contacting support@flexopus.com.

→ To the help article: Visitor management

Added Basic Map Editor (Beta)

The basic map editor has been introduced, allowing users to upload an image of their floor plan to create a simple map. You can place bookable and static objects on this map. Please note that the basic map editor is still in the beta phase, and activation of the module can be requested by contacting support@flexopus.com.

→ To the help article: Basic Maps

Improved General redesign of the Flexopus application

The Flexopus application has undergone a light redesign for a fresher and more modern look. Descriptions and labels have been enhanced to improve clarity and usability.

Improved Vehicle license plates are now always uppercase

We've made an update to ensure that vehicle license plates are now automatically converted to uppercase. This fix enhances consistency and helps avoid any potential confusion when entering or displaying license plate information.

Admin Area

Added Optional vehicle association to admin bookings

In the admin area, under Settings → Booking Settings, a new option called "Require Vehicle Association for Administrators" can now be enabled. When activated, this setting makes it mandatory to select a vehicle when booking a parking spot for other users in the admin area (Bookings → New Booking). After choosing the "Parking Spot" type, a dropdown menu will appear, displaying all the user’s registered vehicles. If the option is active, a vehicle must be selected. If it's deactivated, selecting a vehicle remains optional. This feature helps streamline parking management, ensuring that parking spots are always associated with a vehicle and improving tracking.

Added Separate guest booking permissions based on groups

In the admin area, it's now possible to configure guest booking permissions for individual objects within the floorplans. The setting works the same as for regular user groups. The group assigned to users allowed to make guest bookings can be linked to the building and floor plan under the "Guest Group" tab. For objects, the group is assigned under the User Groups → Guest Reservation Access tab.

→ To the help article: In Progress

Added Extended building and location filters

Admins now can filter buildings and locations more precisely in the admin section. After selecting a country, admins can also specify the region and city to refine their search results. This enhancement allows for easier navigation and better organization of buildings and floor plans.

Added Custom imprint upload

In the admin area under Settings → Data Privacy Settings, admins can now upload their own imprint. The new setting is called "Use own imprint". When enabled, admins can easily upload their imprint to meet their legal requirements.

Added Summary of daily created users

In the admin area, a new option called "Summary of Daily Created Users" has been added under Settings → Authentication. Here, you can enter an email address to receive a daily notification summarizing the number of users created the day before. This feature helps admins stay informed about user growth and manage accounts more effectively.

Improved The bulk editor now allows the selection of all objects at once

In the admin area, the bulk editor now features "Select all" and "Select none" options at the top. This enhancement allows users to quickly select or deselect all objects at once, streamlining the management process and making it easier to update multiple objects efficiently.

Improved The admin and user area switch was relocated and visually enhanced

To enhance accessibility, the admin and user area switch button has been moved from the bottom of the navigation bar to the top and is now visually more prominent. This adjustment simplifies navigation, making it quicker and easier for users to access the admin and user areas.

Improved Improved map builder performance on bigger floor plans

The performance of the map builder has been enhanced, particularly for larger floor plans. This improvement ensures smoother navigation and quicker response times when editing extensive layouts. Users can now manage and modify large plans with greater ease, resulting in a more efficient experience overall.

User Area

Added Presence view in the live plan

A new presence view has been introduced in the live plan, allowing users to track their colleagues' availability. You can easily filter by different groups, search for specific colleagues, and view their current work status, whether they're in the office, working remotely, or unavailable. This feature helps improve team visibility and collaboration.

Added Favorite objects and users

Users can now mark objects and colleagues as favorites by clicking a heart icon, making it easier to access frequently used resources or team members. Favorites can be managed directly in the user profile or can be added in e.g. the booking process. This enhances the user experience by making the booking process more efficient.

Improved Bookings list redesign

The bookings section has been redesigned for a more user-friendly experience. This update features a cleaner layout and improved functionality, making it easier to view, manage, and organize bookings.

Improved User search attributes are now merged into one field

To streamline the user search process, various search attributes have been consolidated into a single field. This enhancement simplifies the way users locate users, allowing for quicker and more efficient searches.

Improved Default time is now preselected in time dropdown

The default time in the time selection dropdown has been updated to be preselected. This fix enhances the user experience by saving time during the booking process, allowing users to quickly confirm their desired time without needing to manually select it every time.

General

• Added: Report issues to facility management
  Users now can report any issues or concerns directly to facility management. This allows for seamless communication between users and management, ensuring that any problems are addressed promptly and efficiently to maintain a smooth operational flow within the facility. Admins who want this feature to be enabled need to contact us via support@flexopus.com first.  
  → To the help article: Manage Issues and Report Issues
• Added: Option to disable check-in for a specific object type
  Admins have the option to enable or disable mandatory check-in for specific object types in the booking settings. By default, the values are based on the global default settings. This feature allows admins to customize the check-in requirements based on the specific needs of their organization. For example, they can choose to make check-in mandatory for work stations but optional for parking.
• Added: Option to force check-in for bookings from external calendar resources
  Admins can enable mandatory check-in for bookings made through external integrations like Microsoft or Google. Previously, bookings from external calendar resources did not have to be checked in if the check-in feature was activated. If this new option is activated, external bookings must also be checked in, otherwise, the booking will canceled. This feature is deactivated by default.

Admin Side

• Added: Half-year and full-year time range options in building analytics
  Admins now can access detailed analytics regarding their building's performance over predefined time frames – half-year and full-year. This feature provides valuable insights into usage patterns, trends, and overall efficiency within the facility. By analyzing data over these periods, administrators can make informed decisions to optimize their operations, improve resource allocation, and enhance the overall user experience.
• Added: Assign cost center during user import
  This is only relevant if the cost center module is enabled. When importing users into the system, administrators now can assign a specific cost center to each user. This feature streamlines the process of organizing and tracking expenses related to bookings and usage of facilities within the building. By assigning cost centers during user import, administrators can easily allocate costs and monitor budget allocations more efficiently.
• Added: Allow SSO users to set a password on their accounts via the password reset feature
  Admins can enable, that SSO users can additionally set a password on their accounts via the password reset feature. This new feature provides SSO users with the flexibility to create and manage their passwords directly within the system. By utilizing the password reset feature, SSO users can easily update their passwords as needed. This feature is deactivated by default.
• Fixed: The map editor has undergone a facelift and enhanced performance for larger maps
  This update includes enhancements to the quality of the maps, validations to ensure accuracy and overall improvements to the user experience. The updated map editor now allows for smoother navigation, better visualization of building layouts, and more efficient editing capabilities. These changes aim to streamline the map editing process, making it easier for administrators to create and manage building layouts effectively.

Client Side

• Added: Select booking start and end time by typing
  Users now have the option to input their desired booking start and end times by simply typing them in, providing a more convenient and efficient way to schedule their bookings. This feature streamlines the booking process, allowing users to quickly enter specific time slots without the need for manual selection. By typing in their preferred start and end times, users can easily customize their bookings to suit their specific needs and preferences.
• Added: Show check-in status on current bookings in search results if check-in is enabled
  The check-in states of bookings are shown in the search results, in case the check-in feature is enabled. This enhancement allows users to easily see who is already checked in for their object booking directly from the search results. 
• Added: Show facility management email on building info block
  Users now can view the email address of their facility management directly on the building info block within the floor plan, if this has been stored in the building information by an admin. This new feature provides users with quick access to contact facility management via email for any urgent issues, inquiries, or feedback.

General

• Added: "Flexopus - Device Connect" App for Android TV
  The "Flexopus - Device Connect" App is now also available for Android TV. This means that any TV with a current Android TV operating system or a Chromecast device can reliably be used as a Flexopus display. The app can be installed from the Play Store and once it is launched, the TV remains on and is set to automatically start when the TV is turned on.
  → To the help article: Flexopus - Device Connect
• Added: Integration of Google Calendar Resources with Flexopus
  Connect your Flexopus instance with Google Workspace to synchronize bookings from Google Calendar resources. To utilize this functionality, you need to assign the resource email addresses from Google Workspace to the bookable objects in Flexopus.
  → To the help article: Google Workspace (Synchronize Calendar Resources)
• Added: Synchronization of Google Groups with Flexopus
  An integration has been added that synchronizes "Google Groups" with Flexopus via the Google Directory API. This integration uses domain-wide delegation for accessing and synchronizing information.
  → To the help article: Google Workspace (Synchronize Google Groups)
• Added: Synchronize Working Location with Google
  In the personal Google Calendar, the working location from Flexopus can be synchronized. This could be, for example, home office or workplace bookings, including building, floor and object name.
  → To the help article: Google Calendar (Synchronize Working Location)
• Added: Flexopus available in the Webex App Hub
  With our WebEx integration, you can deploy Flexopus directly through the Webex App Hub for the members of your organization. This allows you to integrate Flexopus directly into Webex, thus enabling bookings within the familiar Webex environment without switching programs.
  → To the help article: Webex Application
• Added: Webex SSO OAuth 2.0 Integration
  Utilize Single Sign-On conveniently with our Webex OAuth 2.0 integration and control access with a targeted domain whitelist. This allows users to log in to Flexopus using their Webex credentials.
  → To the help article: Webex (OAuth2.0 SSO)
• Added: Linking External Resources with All Object Types
  External resources from Google Workspace or Microsoft Exchange Online can now be connected and synchronized with all object types. Previously, this was only possible with meeting rooms.
  → To the help article: Google Resources or Microsoft Exchange Online
• Added: Assignment of users to cost centers (BETA)
  Cost centers can now be created in the admin area. A user can be assigned exactly one cost center. This assignment remains visible and usable in exports of bookings. Furthermore, the cost center remains intact even after anonymization of personal data, allowing for long-term assignment of bookings to cost centers for internal billing purposes.
  → To the help article: Cost Centers

Admin Side

• Added: Different Check-in Deadlines per Booking Type
  If the check-in feature is activated, different deadlines for checking in can now be defined for each booking type. This can be used, for example, if shorter check-in times are desired for meeting rooms. If the booking is not checked in within the deadline, then the booking expires.
  → To the help article: Check-In
• Added: Flexopus Supports Multiple SAML2 Connections
  From now on, multiple SAML2 connections can also be optionally set up. This allows, for example, multiple organizations to be connected to a Flexopus instance, in order to use office space as efficiently as possible.
  → To the help article: SSO Connection
• Added: Automatically Deactivate Inactive Users After x Days
  Inactive users can be automatically deactivated after a certain number of inactive days. This allows for better security mechanisms and deletion concepts to be established, to remove former users.
  → To the help article: Admin Settings
• Added: General Presentation Optimizations
  The presentation and grouping of information, especially in the admin area, has been optimized, for a better user experience.

Client Side

• Added: New User and Object Search with Additional Filters
  The user and object search has been revised. This allows for more targeted searches to be conducted. For example, user groups such as first responders or fire safety assistants, or general teams or departments (if these user groups are assigned) can be found at specific locations or floors.
• Fixed: Too Long Equipment Features Are Correctly Shortened
• Fixed: The Booking Calendar View Correctly Considers the Booking Limit

General

• Added: Users now receive a notification when their password is changed.

Admin Side

• Added: Admins can now view logs of building plans in a new tab alongside the building plans to better track changes.
• Added: The device overview in settings, including all connected meeting room displays and info screens, can now be sorted and filtered more effectively.
• Added: Floor plans can be sorted and filtered more effectively.
• Added: The calculation of statistics has been optimized.
• Added: The view of admin logs has been optimized.

Client Side

• Fixed: The flashlight now automatically turns off when exiting the QR code scanner.
• Fixed: Support for older browsers has been optimized (Chrome >= 74, 2019).

General

• Added: Admins can now pin global broadcast messages through the global settings. This can be used, for instance, to make important internal announcements. The admin has the option to display these messages to the user for a specific duration and determine if these messages can be dismissed.

Admin Side

• Added: Within the admin area, admins can now edit and check out active bookings for other users without having to delete and recreate the booking.
• Added: The time zones set by users can be exported and imported. This allows for quickly assigning users to the correct time zone in an international context.
• Added: In the admin booking area, the global default start and end times are automatically pre-selected during time selection.
• Added: Admins can generate a public iCal link for each object to, for instance, connect to other services or display bookings of a particular object, such as a meeting room, in a personal calendar.
• Added: Admins can search for license plates in the booking overview to quickly find associated bookings.

Client Side

• Added: The performance of the QR code reader has been significantly improved, allowing QR codes to be scanned and processed even faster.
• Added: Users' booked objects are highlighted in color on the plans.
• Added: The Tenant-URL is displayed in email notifications, like booking confirmations.
• Added: If the admin activates the option in the admin area, the user's time zone is automatically set based on the browser. If the user overrides this, the automatic detection no longer applies.
• Fixed: The "Infinite Scroll" has been optimized in the desktop booking list.
• Fixed: Entries in the monthly view are now clickable again.

General

• Added: An option for admins to enable a booking summary for the next day has been introduced. Users will receive a booking summary at the specified time in their time zone. Additionally, users can enable or disable the booking summary in their profile settings.

Admin Side

• Added: The group view and editor have been improved to display associated objects, group admins, and other relevant information.
• Added: The ability to crop uploaded building images and profile images has been added.
• Added: General usability enhancements have been made, including improved messages.

Client Side

• Added: The vehicle selection feature for users during recurring parking space booking creation has been implemented. This feature is relevant only if the admin requires users to associate a vehicle with their booking.
• Added: Bookings on the live map are now grouped by type, improving visual organization.
• Fixed: An issue with default time duplication on booking screens has been resolved.

General

• Added: Two-factor authentication (2FA) for local Flexopus accounts can be enabled to enhance login security. More info can be found in the help article for administrators and users.

Admin Side

• Added: Admins can now upload a custom image to be displayed during login, providing a personalized touch to the login experience.
• Added: Admins can upload a separate logo specifically for the light mode, allowing better customization for different themes.
• Added: Administrators now have the flexibility to control the visibility of past bookings on the live map. Admins can specify the number of days of past bookings that should be displayed. The default setting for this feature is disabled. If data anonymization is enabled, the specified visibility value will take precedence.
• Admins can decide how many days past bookings can be shown in the live map. Default is off. Data anonymization takes precedence.
• Fixed: The issue with bulk booking deletion has been resolved

Client Side

• Fixed: Various enhancements have been made to comply with the Web Content Accessibility Guidelines (WCAG), improving accessibility and user experience for all clients.

(1.) Microsoft Teams App – Beta

Flexopus can now be integrated as a Teams app in the Microsoft Teams desktop and mobile app, making it easier than ever for users to book flexible objects. With this release, we aim to provide users with a seamless booking experience, regardless of where or how they choose to book.

The app is listed directly in the Microsoft Teams Store, and can be installed with one click for all employees in an organization.

We have designed the Teams app to align with Microsoft's corporate identity (CI), ensuring a consistent look and feel for users. The app offers a bright appearance for users who prefer a lighter theme.

Further information: Microsoft Teams Integration

(2.) Light & Dark Mode

Experience Flexopus in a bright appearance. With the new version, every user can now choose between a light and dark mode in the profile settings. Enjoy a pleasant display that caters to your needs and preferences.

(3.)  Redesigned Booking List

We have completely redesigned the booking list to provide a better overview of your bookings. 

Additionally, we have introduced a new view for recurring bookings, allowing for improved management and organization.

(4.) Digital Signage Display – Beta

We are pleased to announce the release of our digital signage displays with three different types available for use. These displays can be paired with 4K smart TVs and modern browsers to display the following views:

Object availability view: This view provides users with an overview of the occupancy status of selected objects like meeting rooms. It displays the current booking as well as the next booking.

Live plan view: The live plan view displays the selected plan with the current booking status. This view gives users a quick overview of available objects that can be used.

Presence list view: The presence list view shows users who currently have an active booking on the selected plan.

(5.) Public REST API

Upon request, we can provide you with a REST API interface for automated and autonomous data exchange to external systems. Simply contact our support team and we will provide you with a token-based interface. If you are missing endpoints, you can submit a feature request.

Further information: Flexopus REST API

General

• Added: We have added support for Arabic and Japanese languages.
• Fixed: The application now hides unavailable links for disabled profiles.
• Fixed: Info tooltip icons no longer appear on a new line.
• Changed: The cookie banner has been removed as we do not track anything and only use necessary cookies.

Admin Side

• Added: The vehicle function is now available for each customer and can be activated in the global administrator settings.
• Added: The user list can now be filtered by role, allowing for more targeted searches.
• Added: User roles are now available in user exports, providing more comprehensive data.
• Added: During the booking process, users can now search for profile descriptions, such as "first responder".
• Added: If buildings or floor plans are unpublished, a hint will be displayed on the respective edit pages.
• Added: User profiles can now be deactivated in the data protection settings so that only users in the live plan are displayed.
• Added: The data processing agreement (DPA) can be managed in the admin area.
• Fixed: The drop-down menu for downloading analyses now properly closes after clicking on another one.
• Fixed: Statistic tiles can now be exported as CSV, PNG, or SVG files.

Client Side

• Added: All booking-related emails now have a unified layout and subject information, creating a more consistent experience for users.
• Added: We have made further improvements to the accessibility of Flexopus, ensuring compliance with the Web Content Accessibility Guidelines (WCAG).
• Fixed: Locations and buildings are now sorted in the user app exactly as the admin arranged them in the admin area, improving organization and ease of use.
• Changed: We have made several improvements to the user profile layout, making it more user-friendly.
• Changed: Pop-ups on the live map now open inside the screen area, preventing them from being cut off and improving usability.

(1.) Introducing of a new building and floor plan management

We are introducing a new building management. The building management layer is basically a group of floor plans. A building can be used as a group of floor plans in a physical building, or you can assign additional corresponding floor plans like parking garages to a building. As part of the release, floor plans are automatically added to buildings.

For administrators: The design of the plan management (in the admin area) has been optimized for an easier use. The settings are now in their own tab and the edit box is now on the right side, instead of the left side. The cover image of the building plans is no longer used, instead images can be published at building level.

(2.) Redesigned login screen

The login screen has been redesigned to work better on different screen sizes.

(3.) New home page for the admin area

A completely new home page for admins has been added for an easier start in the admin area. Furthermore, special features and admin tips are presented on the new home page.

(4.) Improved statistics for admins

The analytics and statistics dashboard has been redesigned and optimized to better reflect the new building management.

From now on, statistics about users can also be evaluated. If you want to use the user statistics, the booking anonymization has to be deactivated completely or the booking anonymization function must be set to at least 90 days. Please comply with your organization's privacy policy at any time and speak with your data protection officer before activating the feature.

(5.) Redesigned QR code screens

All screens for the QR code feature have been redesigned for a better user experience. Assigning for admins and scanning QR codes by the users becomes even more intuitive.

(6.) Customizable booking times

Previously, the user could select the start and end times of a booking in 15-minute increments in the booking process. The admin now has the option to change this interval in the global settings. 10, 15, 30 and 60 minutes can now be selected.

(7.) Accessible admin application activity audit logs 

Only administrators can now view application audit logs (max. for the last 180 days) in the admin area to better track potential security incidents. If you have enabled the booking anonymization feature, the logs may be available for a shorter period of time - according to your settings. For example, if you have set personal data to be anonymized after 14 days, the linked username will be removed/deleted from the log entries after 14 days, according to your setting. The logs are still kept, but are not linked to personal identifiable information in any way.

(8.) Add vehicles (license plates) to parking spot bookings

There is a new beta feature that allows to specify the license plate number of the vehicle when booking a parking space. The admin can export the license plates in the booking list, for example, to check whether only authorized vehicles are in the parking spaces.

(9.) Native iOS and Android App

To be able to access Flexopus faster and easier, you can also install the application as a native app on your end device. The admin can disable the possibility to log in on the native app version.

• iOS: https://apps.apple.com/de/app/flexopus/id1625338074
• Android: https://play.google.com/store/apps/details?id=com.flexopus

(10.) Microsoft Outlook add-in

With the help of the Flexopus Outlook add-in, the room booking in Outlook is extended by a graphical user interface with a smart search. In the detailed view, floor plans can be viewed directly in Outlook. Furthermore, rooms and other resources are also searchable and filterable with the characteristics defined in Flexopus, e.g. room size or equipment features. Room booking in Outlook has never been easier than with our new Flexopus Outlook add-in.

General

• Add: New building management feature to allow grouping of locations (now floor plans)
• Add: Reservations that are deleted due to a missed check-in are now marked as such
• Add: Vehicle registration plate support for parking space reservations (feature preview, has to be enabled by support@flexopus.com)
• Fix: Various minor fixes and improvements

Admin Side

• Add: New main dashboard site with all important info at a glance
• Add: Logs of user and system activity are now viewable by administrators
• Add: New Location Manager Lite role, without any access to other user data (More information: roles & permissions)
• Add: New map editor version with magnetic lines, text labels, and more
• Add: New interface to manage floor plans (previously locations)
• Add: User-level analytics, which are enabled only when the personal data anonymization feature is disabled or set to at least 90 days.
• Add: Analytics page improvements, new metrics are available
• Add: Customizable reservation intervals (10,1 5, 30, 60 minutes)
• Add: Improved SCIM support
• Fix: List every connected display, even if the object connected to it has been removed
• Fix: Some recurring reservation edge cases now synchronize properly from Microsoft Exchange

Client Side

• Add: New login page design
• Add: New QR code pages
• Add: Better camera selection pop-up on mobile
• Add: More secure CSP settings
• Add: The minimum Android version requirement for the mobile application is now Android 9 (Pie)
• Fix: Better map panning
• Fix: Orientation handler now works in Safari
• Fix: Display mode now works on more mobile devices

General

• Add: New mobile application for Android and iOS
• Add: New Microsoft Office add-in
• Add: Users can now save a default time zone in their profiles
• Add: Multi-day bookings are now marked in lists
• Fix: Improvements on the Display device screen

Admin Side

• Add: Extended location statistics
• Add: Option to enable resource calendar reservation declination for users. This setting is off by default
• Fix: Xlsx imports no longer fail on empty but formatted rows
• Fix: Home office bookings disappeared from the reservation list when sorting or filtering the list
• Fix: A failed import of users no longer sends invalid invitations
• Fix: The object search in the Map editor is no longer case sensitive

Client Side

• Add: User filters now support the department and job title fields as well
• Add: The fast booking now uses the default end time
• Add: Swipe support for the calendar on mobile
• Add: Calendar now loads faster when turning pages
• Fix: Users rarely landed on a 404 page after login. This should not happend anymore