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Office settings

Each office has its own settings: who has access, who manages it, which messages employees see and whether lunch is ordered.

Portal 7 min readManual for version 13.7.1 of the portal

On this page
Who has access to an officeGiving a colleague accessChanging a colleague's detailsEnding access on a dateRemoving a colleague's accessAdding and removing office administratorsMessages to employeesPosting an announcementChanging or deleting an announcementScheduling a notificationChanging or deleting a notificationSending lunch counts to the catererPreviewing and testing the lunch e-mail

Who has access to an office

Only colleagues whose e-mail address is on the Access tab can book a place at this office in the app.

  1. Click Access.
The e-mail addresses with access are on the left, the office administrators on the right. For each colleague you see the name, e-mail address, phone number and whether access ends on a date.
  1. In Find by name, email or phone, enter: Visser

You can search by first name, last name, e-mail address or phone number. The buttons next to the search field show only company medics, colleagues with a phone number or colleagues whose access ends soon. Click a column heading to sort by that column.

Giving a colleague access

Add a colleague's e-mail address to give them access to the office. The name is optional.

  1. Click Access.
  1. Click Add email.
  1. In Add email, enter: jesse.koster@noorderlicht.example
  1. In First name (optional), enter: Jesse
  1. In Last name (optional), enter: Koster
  1. Click Add.
The colleague is now in the list and can book in the app.

Is the colleague already known in your organisation, for example because they already have access to another office? Then the portal fills in the existing name itself. You cannot change that name here.

  1. Click Add email.
  1. In Add email, enter: anna.dekker@noorderlicht.example The name is filled in automatically.
  1. Click Add.

Changing a colleague's details

You can change a colleague's name, shared e-mail address and phone number, and mark them as a company medic.

  1. Click Access.
  1. Click Edit colleague. This is the pencil icon in the colleague's row.
  1. In Phone number, enter: 06-45678901
  1. Turn on Company medic.

The name applies to every office the colleague has access to and is the name shown in the app. Shared e-mail, phone number and company medic apply to this office only.

  1. Click Save.
  1. Click Make medic. The portal only asks this when you change the medic setting.
The details are saved. The medical bag icon after the first name shows that the colleague is a company medic.

You can also make someone a company medic, or undo it, straight from the list with the medical bag icon in the row.

Ending access on a date

Is a colleague leaving? Schedule when their access ends. Until that day they can book and check in as usual; after that they are removed from the list automatically.

  1. Click Access.
  1. Click Schedule removal. This is the calendar icon in the colleague's row.
  1. In Last working day, choose the last day the colleague still has access, here 27 March 2026.

The portal shows from which day access ends and whether any bookings will be cancelled. If there are bookings on or after that day, you first confirm that you understand this.

  1. Click Schedule.
The Access ends column now shows when the colleague leaves.

Changed your mind? Open the calendar icon again and click Call off.

Removing a colleague's access

When you remove a colleague from the list, they can no longer book at this office, effective immediately.

  1. Click Access.
  1. Click Delete. This is the bin icon in the colleague's row.
The portal first shows what will be cancelled: bookings from today on, seats in group bookings and facility bookings. You also see whether the colleague still has access to other offices.
  1. Turn on I understand these bookings will be cancelled.

Do you also want to remove the colleague from the other offices you manage? Then also tick the bottom option.

  1. Click Delete.
The colleague is no longer in the list.

Cancelled bookings do not come back if you add the colleague again later.

Adding and removing office administrators

Office administrators can change the office's settings, rooms and access. Add at least a second administrator, so the office is still managed when the owner is away.

  1. Click Access.
On the right of the Access tab are the office administrators and the office managers, each on a tab of its own. The office owner is marked with a star.
  1. In Add admin e-mail, enter: lars.visser@noorderlicht.example
  1. Click Add.
The new administrator is in the list. If they do not have a portal account yet, one is created and they receive the login details by e-mail.

Each e-mail address has three buttons: the star makes someone the office owner (only the owner can hand over ownership), the envelope sends the login details again and the shield takes away the admin rights. Your own e-mail address has none of these buttons.

  1. Click Remove admin rights.
  1. Click Delete.

The office owner cannot be removed. First hand ownership over to another administrator with the star.

Messages to employees

On the Communication tab you manage two kinds of messages for everyone with access to the office: announcements and notifications.

  1. Click Communication.
Announcements are at the top, notifications below them. They are grouped by what they are doing now: live, scheduled, or finished or sent.

An announcement is a banner at the top of the app, shown from its start date up to and including its end date. A notification is a push message sent to employees' phones at a scheduled time, once or on set weekdays.

Click a message to change or delete it. You can collapse finished and sent messages by clicking the heading of that group.

Posting an announcement

An announcement shows employees a short message at the top of the app, for example about maintenance or a public holiday.

  1. Click Communication.
  1. Click Create new announcement.
  1. In Message, enter: Vrijdag 20 maart is de kantine gesloten. Neem zelf lunch mee.

The start date is already set to today, and so is the end date. Choose another end date if the announcement should stay up longer.

  1. Click the calendar icon next to the end date.
  1. Choose 20 March in the calendar.

Switch on the toggle below the dates when the office is closed on those days: employees then cannot book on the chosen dates.

  1. Click Create.
The announcement is under Live now and shows in the app straight away.

Changing or deleting an announcement

Click an announcement to change its text or dates, or to delete it.

  1. Click Communication.
  1. Click the announcement.
  1. In Message, enter: Goede Vrijdag en Pasen: het kantoor is gesloten.
  1. Click the calendar icon next to the end date.
  1. Choose 6 April (Easter Monday) in the calendar.
  1. Click Save.
The announcement is updated and now runs up to and including Easter Monday. The Non-working day label shows that no bookings can be made on those days.
  1. Click the announcement you want to delete.
  1. Click Remove announcement.
  1. Click Delete.
The announcement has been deleted.

Scheduling a notification

A notification is a push message on the phone of everyone with access to the office. You choose when it is sent, once or every week on the same days.

  1. Click Communication.
  1. Click Create new notification.
  1. In the Dutch text, enter: Meld je vóór 10.00 uur aan voor de lunch op kantoor.
  1. In the English text, enter: Sign up for lunch at the office before 10:00. The English text is optional. Employees who use the app in English get this text.
  1. Click the calendar icon next to the scheduled date.
  1. Choose 18 March in the calendar.
  1. In the hour, enter: 08
  1. In the minutes, enter: 00
  1. Turn on Recurring.
  1. Click the calendar icon next to the expiration date.
  1. Choose 31 March in the calendar.
  1. Turn on Wednesday.

A recurring notification is sent at the scheduled time on every chosen weekday from the scheduled date up to and including the expiration date.

  1. Click Create.
The notification is listed under Scheduled.

Changing or deleting a notification

Click a notification to change its text, time or repetition, or to delete it.

  1. Click Communication.
  1. Click the notification.
  1. In the Dutch text, enter: Vergeet niet je werkplek en parkeerplaats voor volgende week te reserveren.
  1. In the English text, enter: Don't forget to book your workplace and parking space for next week.
  1. Click Save.
The notification has been updated.
  1. Click the notification you want to delete.
  1. Click Delete notification?.
  1. Click Delete.
The notification has been deleted.

Sending lunch counts to the caterer

The portal can automatically send a daily e-mail with the number of lunches per day for the coming period, so the caterer knows how many lunches are needed.

  1. Click Catering.
  1. Turn on Enable catering notifications.
  1. In Email subject, enter: Lunchaantallen {officeName}
  1. In Email message, enter: Beste collega's van de catering, Hieronder staan de lunchaantallen voor {officeName} voor de komende werkdagen. {officeName} is replaced by the name of the office in the e-mail.
  1. In Recipients, enter: catering@smaakvol-bedrijfscatering.example; facilitair@noorderlicht.example Separate several addresses with a semicolon.
  1. In Send time, enter: 10:00

The number of days ahead cannot exceed the office's booking period. Under Recipient time zone, choose the caterer's time zone; the portal shows below it at which time (in UTC) the e-mail is sent.

  1. Click Save settings.
The settings are saved. From now on the e-mail goes to the recipients every day at the chosen time.

Previewing and testing the lunch e-mail

Below the settings you see what the e-mail to the caterer looks like, with the lunch counts as they are known now. A test e-mail lets you check that the recipients receive it.

  1. Click Catering.
  1. Click Email preview. The preview opens. Click the heading again to collapse it.
The preview shows the subject, the message and the number of lunches per working day, with {officeName} already replaced by the office name. It is updated after you save the settings.
  1. Click Send test email. The portal reports whether the test e-mail has been sent.

The test e-mail goes to the saved recipients, so save your changes first.