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Reservations

Booking limitations

Overview

The administrators can configure rules and groups, that limits the access right on the objects in time and space. In this article, we explain the type of limitations that may apply to you.

Object status

An object can have 3 status by default: flexible, blocked and fixed. Only the flexible objects are available for a reservation. Blocked objects are generally not available for booking within Flexopus. The fixed objects are objects, that are permanently assigned to a selected user.

User groups

Administrators can create user groups and assign the user to the groups. The groups can be used to manage the visibility of the buildings and floors within Flexopus and can be used to decide which user can book which object. Depending on the user groups managed by your administrators, your access to certain building, floors and object may be limited:

  • You can not see a building
  • You can see a building, but you can not see some floors.
  • You can see the building and floor, but you can not book an object.
  • You can book an object, but other users has priority booking rights with a priority group.

Number of bookings

You can not create unlimited amount of desk or parking spot reservations as a normal user. The main use case is that you create a reservation for yourself and the colleagues are creating a reservation for themselves, therefor you can create one parking spot reservation, one desk booking at the same time. You can not book two objects at the same time. Also, you can not have a desk booking parallel to a home office reservation.

This setting may differ for the meeting rooms and the other reservation types.

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Note! In case you need to create a reservation for a visitor, there is an extra workflow to do so. Read this article.

Time limitations

Based on the reservation settings of your administrators, you can be limited in time and dates:

  • Limited core times
    For example, you can not book for the entire day from 00:00 - 24:00. Your companies working hours may be limited to 06:00 - 20:00.
  • Limited days
    Normally, you can book unlimited for the future. The reservations are usually limited to 14–28 days in advance, to prevent users from booking their desks years ahead.
  • No recurring reservation
    The recurring reservation booking type is may be disabled.

Workarounds

Note that these limitations are made to support the standard booking use cases, however you may have a special use case, and you need more parallel reservations 2 months ahead. A reason could be that you are planning to organize a workshop, hackathon, task force or something similar. In this case, you can contact an office manager of your organization and ask the to create multiple bookings for you. The administrators are and not limited in time and space, they can support you to reserve more objects ahead.