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Reservations

Booking process

Overview

With Flexopus you can book a workplace, a meeting room, a parking space or home office in just four steps. After logging in to your Flexopus account, you can reach the booking area in the application menu on the left-hand side via the button Book.

You can create a reservation in just a few steps:

STEP 1 - Select the type of object

In the first step, decide whether you would like to book a workstation, meeting room, parking space or home office. In the overview, you will see the number of available objects for you in each case. Please note that the maximum permissible advance booking may differ for the different object types.

Select object type
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Note: This step is automatically skipped if there is only one object type, available for you.

STEP 2 - Select date & time

In this step, you can select the date and time of your reservation. Here you have 3 options: Single, Multiple or Recurring (optional). You will be able to create reservations with configured limitations of the administrators.

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Note! Depending on the company setting, you can only book a certain number of days into the future. The dots indicate that you already have bookings on that day.
Select date & time

Single reservation
You can now select a date and the start time and end time of the desired booking.

Multiday reservation
You can select multiple days and pick a  start time and an end time. A separated reservation will be created for each day in the selected time frame. This way you can delete the reservation day by day, in case you change your mind going each day to the office.

Recurring reservation (optional)
Optionally an administrator can enable for the users to create recurring reservation, however creating recurring reservation is against the flexible office concept. Creating a recurring reservation which repeats from Monday till Friday every week is could be equal with not having a flexible office concept at all. For this reason, this option is often disabled in the booking flow.
Still, in some cases a recurring reservation can make sense, for example a room reservation for a meeting. You can find more information about the serial bookings here:

Serial / recurring bookings
Overview Recurring bookings can be created by the administrators in the dashboard, and it can be enabled optionally for the normal users in the application. Generally, we only recommend using the serial bookings for special use case as an administrator. Before activating it for the users, please read our recommendations.
Flexopus Help CenterDaniel Fafula

Conflict checking
For each reservation attempt, a conflict checking will run to ensure that you are not booking multiple objects at the same time. As a normal user (not administrator) you are not supposed to book multiple desks or parking spots at the same time. Still it can happen, however these are most probably reservation for visitor, which need to be done in a different workflow.

STEP 3 - Select building & floor

As next, you need to select a building for your reservation. You can see how many objects are available for you for the desired period in the selected timeframe.

Select a building

In case all objects are occupied for a building, or you have no access rights to book an object, then you can see here already that you o can not book an object for the building.

Also, if you are trying to create a reservation with a wrong time zone, then the application will tell you that you need to change a timezone.

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Note: This step is automatically skipped if your organization has only one building for the reservation, even if that building is a twenty-floor building, since the floors are a lower abstraction level.

Once you selected the building, you need to select the floor you want to book on. One building can have multiple floors.

Select floor

STEP 4 - Select object

After selecting the location, you choose the object that best suits your planned working day and provides the right resources. As soon as you move the mouse pointer over an object, you receive information about the booking status:

  • Name of the objects
  • Reservation status of the object red=booked, white=free
  • Who booked the object
  • Equipment tags such as double monitor, adjustable desk etc.
  • Special notes of the object
Select object

The legend at the bottom of the screen gives you information about the drawings in the floor plan. You can also filter the objects based on equipment tags or names.

After clicking on the object, you have the opportunity to check and confirm your details again. Click on Confirm Booking to complete your booking.