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Floor plans

With a floor plan, employees pick their own workplace in the app. You create the floor plan in the editor: by importing a drawing, tracing a picture or drawing it yourself.

Portal 7 min readManual for version 13.7.1 of the portal

On this page
Opening the floor plan editorStarting a floor planCreating a floor plan from a pictureDrawing and linking roomsPlacing desksAdding text and signsSaving a draft and publishingScheduling publicationA desk’s QR code and bookingsTaking a desk out of service

Opening the floor plan editor

You edit an office’s floor plan in the floor plan editor. You open the editor from the office’s page.

  1. Click Edit floorplan.
The editor opens on the office’s floor plan. If the office has floor plans for several floors, you choose the floor at the top.
The bar at the top shows the office name, the Floor list, the Undo and Redo buttons, Export, Save draft and Publish.
The toolbox is on the left. First choose what you want to work on: Rooms, Floor, Border, Desks or Labels. With Select you can click anything on the plan; Shapes puts a simple shape on the floor. The bottom button turns the grid lines on or off.
The panel on the right belongs to the chosen mode. It explains what you can do, offers buttons to add things and shows the properties of whatever you click on the plan.
At the bottom left of the plan you zoom in and out; the right-hand button fits the whole plan in view again. You can also zoom with the mouse wheel and move the plan by dragging.
At the bottom right you see an overview of the whole floor. The blue frame is the part you are looking at; click in the overview to go there.
Below the plan you turn layers on or off, for example to see only the desks. This only changes what you see in the editor, not the floor plan itself.
The status bar at the very bottom shows how many items you have selected and how many desks, desk shapes and labels the plan has. When the mouse is on the plan, you also see its position.

Changes in the editor only show in the app after you publish them. An orange dot next to the floor means there are unsaved changes.

Ctrl+Z undoes the last change and Ctrl+Shift+Z redoes it. The keyboard icon at the top shows all shortcuts.

Starting a floor plan

If an office has no floor plan yet, the editor opens on a page where you choose how to start: with a sample floor, from an image or with GeoJSON files.

First enter under Storey which floor the plan is for; 0 is the ground floor. Then choose one of the ways to start.
  1. Click Start with a sample floor. The portal creates the floor plan and opens it in the editor.
The sample floor has an outline, an open office, a meeting room, a focus room and a kitchen, with desks and labels. Adjust everything to your own office.
The Not published label means nobody in the app can see this floor yet. Only publish it once the rooms are linked and every desk has a room.

With GeoJSON layers you upload a floor plan you exported from this editor before, or one made in another program: one file per layer.

You add another floor later through the Floor list in the editor.

Creating a floor plan from a picture

If you have a blueprint, a scan or a photo of the floor, the portal can trace it. The picture is read in your browser and does not leave your computer.

  1. On the page This office has no floorplan yet, go to From an image. If you like, enter the real width of the building so everything is traced at its true size, and click Choose an image.
  1. Choose the file. The portal looks for walls, rooms, doors, windows, desks and text in the picture.

Everything found is outlined over the picture; a dashed outline means the portal is unsure. On the right you see how many of each kind were found.

Click a shape to check and change it, for example from furniture to a desk. If something was missed, choose what it is above the picture and drag a box around it; for a desk or a label a click is enough.

  1. Click Create floorplan. The editor opens on the new floor plan.
The rooms have no names yet. In Rooms mode, link each room to one of the office’s rooms and choose a room for every desk. Then publish the floor plan.

Drawing and linking rooms

A room on the floor plan is an area that you link to one of the office’s rooms. Only with that link does the app know which room the desks in it belong to.

  1. Click Rooms.
  1. Click a room on the plan. On the right you see which of the office’s rooms it is linked to and whether it is bookable.

Under Change the shape you choose how to adjust the room: Move to drag it, Corners to drag its corner points and Extend to push a side out or pull it in. Under More changes you turn, resize, copy or remove the room.

  1. Click Rectangle room.
  1. Click on the plan at one corner of the room, then at the opposite corner.
The new room is drawn and selected. It is not linked yet, so it cannot be booked yet.
  1. In Room, choose Lounge. The room is now linked and bookable.

For a room with another shape, use Custom shape: click each corner and finish by clicking the first corner again, or press Enter.

If a room is not in the list yet, first add it on the office’s Rooms tab.

Placing desks

A desk on the floor plan is a seat employees can choose in the app. Every desk belongs to a room; it is booked through that room. You place one desk at a time or a whole group at once.

  1. Click Desks.
The desks now stand out; the rest of the plan is lighter. On the right you choose what to add.
  1. Click One desk.
  1. Click on the plan where the desk should go. The window Assign a room to this desk opens.
  1. In Room, choose Focusruimte. Each room shows how many desks it has and how many seats it may have. If the room is already full, it gets one extra seat after saving.
  1. Click Confirm.
The new desk is on the plan and selected. On the right you see its room and other properties. Until the plan is saved, you can still change the room.
  1. Click Group of desks. A window with the layout of the group opens.
Choose the arrangement, for example a bench of 4 or 6, and adjust the desks per row, the gaps and the rotation if needed.
  1. Click Done.
  1. Click on the plan where the group should go.
  1. In Room, choose Lounge.
  1. Click Confirm.
The four desks are in the lounge, each with a desk shape underneath.

A desk can only be booked after you publish the floor plan, and only in a room where booking through the floor plan is turned on.

To move a desk, drag it. To move an existing desk to another room, take it out of service and place a new one in the other room.

Adding text and signs

Labels help employees find their way: the name of an area, or an icon for the printer, the coffee or the emergency exit.

  1. Click Labels.
  1. Click Text.
  1. Click on the plan where the text should go.
  1. In Text, enter: Belzone The text appears on the plan straight away. Below it you adjust the font size, the colour and the rotation.
  1. Click Sign or icon. A list of icons opens.
  1. Choose an icon, for example wifi. If the icon you want is not listed, type the name of a Material Design icon at the top.
  1. Click on the plan where the icon should go.
The text and the icon are on the plan. Click a label to change or remove it later.

Labels only help people find their way; they cannot be booked.

Saving a draft and publishing

What you change in the editor only shows in the app once you publish it. If you are not finished yet, save your work as a draft: employees then keep seeing the current floor plan.

In this example the text Belzone was added. The orange dot next to the floor shows that there are unsaved changes.
  1. Click Save draft. The changes are kept as a draft. Nothing changes for employees yet.
Below the top bar you now see when and by whom the draft was saved. Discard draft throws away all changes in the draft; the live floor plan stays as it is.
  1. Click Publish. The floor plan with the changes is now in the app.
The draft has been published; the draft notice has gone.

You do not have to save a draft first: Publish saves the changes and puts them live straight away.

If someone else changed the floor plan after you opened the editor, nothing is saved. Reload the page and make your change again.

Scheduling publication

If a refurbishment or a new layout starts on a set day, schedule the publication. The changes are kept as a draft and go live by themselves at the chosen moment.

  1. Click Publish options.
  1. Click Schedule publishing….
  1. In Go live on, enter: 2026-03-23T07:00 Choose the date and time at which the changes should go live. The time is in your own time zone.
  1. Click Schedule.
The notice below the top bar shows when the draft goes live. Until then, employees see the current floor plan.

Cancel schedule keeps the draft but stops it from going live by itself. Discard draft removes both the draft and the schedule.

A desk’s QR code and bookings

For every desk, the editor shows the QR code for the sticker on the desk and who has booked the desk in the coming period.

  1. Click Desks.
  1. Click a desk. On the right you see the desk’s room and, at the bottom, the buttons and the QR code.
The QR code is printed on this desk’s sticker. Download PNG saves it for printing. Employees scan the sticker to check in at the desk.
  1. Click Reservations. The window Reservations for this desk opens.
You see for each day who has booked the desk, for the morning and the afternoon, and whether it is a booking, a group booking or a check-in. Use the dates at the top to choose another period.

If no sticker has been linked to the desk yet, the editor shows no QR code.

Taking a desk out of service

A desk that can already be booked is not simply deleted: you take it out of service from a date. Until that date, existing bookings stay as they are.

  1. Click Desks.
  1. Click the desk that has to go.
  1. Click Remove desk…. The window Remove this desk from the floorplan opens.
The portal suggests the earliest allowed date: the first day after the period in which employees can already book ahead. Below it you see which bookings lapse from that date.

If the desk has to go sooner, tick the box to choose a date within that period too. If there are bookings on the desk, you first confirm that you have seen them.

Only taking the desk out for a while? Switch on "Set an end date" and pick the last day it is out of service. The same date as the start means one day. Only bookings inside that period are moved or cancelled, and the day after, the desk is bookable again by itself. Leave the switch off to take the desk out of service with no end date.

Several desks at once? Select them first: Shift + click each desk (Shift + click it again to take it out of the selection), or hold Ctrl (⌘ on a Mac) and drag a box around them. Hold Shift as well to add a box to what is already selected. Ctrl/⌘ + A selects everything on the plan, and the layers panel can select every desk on a layer. The button then reads "Take N desks out of service…": every selected desk gets the same dates, and the dialog adds up the bookings on all of them. Desks already out of service are skipped.

  1. Click Take out of service.
On the right you now see from when the desk is out of service. Until that date you can undo this with Keep in service.

You can put a desk back in service at any time: before its removal starts ("Keep in service"), during a temporary closure, or after it has gone out of service for good ("Put back in service"). It is bookable again from today and the room gets its seat back. Bookings that were already moved or cancelled are not restored. Desks already out of service are hidden from the plan by default: switch on "Out of service" in the layers panel to see and select them. Select several desks to bring them all back at once with "Bring N desks back into service…".