Why at workHelp Center
Contact support

Managing offices

Under My offices you manage everything employees can book in the app: offices, rooms, departments, parking and facilities.

Portal 5 min readManual for version 13.7.1 of the portal

On this page
Your offices at a glanceAdding an officeGeneral office settingsTurning office features on and offAdding and changing roomsDeleting a roomDepartments and their roomsDeleting an office

Your offices at a glance

My offices is the start page for administrators. It lists all your offices, each with its number of rooms, users, parking areas and facilities.

At the top are three tabs: Offices, Parkings and Facilities. Under the heading you see how many of each you have.

Each office shows labels with its number of rooms, users, parking areas and facilities. The Floor plan label means the office works with a floor plan; Hidden means the office is not shown in the app.

  1. In Search by name..., enter: Utrecht The list immediately shows only the offices whose name matches.
  1. Click Clear filters. All offices are listed again.

With the drop-down lists next to the search box you filter on visibility in the app and on floor plan, and choose the sort order.

  1. In Sort by, choose Most rooms. The office with the most rooms is now at the top.
  1. Click Grid view. The offices are shown as tiles side by side. List view takes you back to the list.
The offices in grid view.
  1. Click Utrecht Centraal. The office page opens.
On an office page the settings are spread over tabs: General, Access, Rooms, Facilities, Parkings, Communication and Catering.

Adding an office

A new office only needs a name and a company. All other settings start with a default value, which you can change later.

  1. Click Create new office.
The form for a new office opens. On the right you see a summary of the settings.
  1. In Office name, enter: Rotterdam Kop van Zuid
  1. In Company, choose Noorderlicht Advies. You choose from the companies you are an administrator for.

Capacity, features, booking window and the homepage link can be filled in now, or later on the office’s General tab.

  1. Click Save. The office is created and the page of the new office opens.
The new office, ready to be set up further.

Next, add rooms on the Rooms tab and give employees access on the Access tab. Without rooms nothing can be booked in the office.

  1. In the menu on the left, click My offices.
The new office is in the list of your offices, labelled Hidden: Shown inside app is off by default. Switch it on on the General tab once the office is ready.

General office settings

On an office’s General tab you set its name, capacity and booking window. The summary on the right shows straight away what your changes mean.

The General tab is the first tab shown when you open an office.
Under Identity you find the office name and the company. Shown inside app decides whether employees see the office in the app.
  1. In Preferred capacity, enter: 75 This is the percentage of all seats that employees may book. Below the slider you see how many seats that is.
  1. In Min Threshold, enter: 30
  1. In Max Threshold, enter: 85 Between these two thresholds occupancy counts as comfortable. They are used by the occupancy gauges in statistics and on displays.
  1. Turn on Capacity should not be exceeded. Employees can then no longer book once the preferred capacity has been reached.
  1. In Fill-in period (Days), enter: 21 This is how far ahead employees can book. The message below shows up to which date that is today.
  1. Need a different time zone? Under Booking time zone, click the current time zone and type part of its name to search. Then click the time zone you want.

Under Homepage link you can enter a web address that employees see on the home page of the app, for example the intranet.

  1. Click Save. A message confirms that the office has been saved.
The changes have been saved.

As long as you have not saved, the summary says "There are unsaved changes". Your changes are kept if you open another tab in between.

Turning office features on and off

Under Features on the General tab you decide what employees can use for this office in the app: lunch, QR codes, floor plans and group reservations.

Each feature has a switch with a short explanation. Orange means on.

Floor plans can only be switched on when QR codes are on, and group reservations only when floor plans are on. Switching QR codes off also switches off floor plans and group reservations.

With floor plans on, the floor plan decides how many seats a room has. You can then no longer change the capacity of those rooms by hand.

  1. Turn on Group reservations. Two extra fields for the groups appear.
  1. In Maximum group size (optional), enter: 8
  1. In Maximum group leaders (optional), enter: 2 Both fields are optional. The number of group leaders may not be larger than the group size.
  1. Click Save. The summary on the right shows which features are now on.
Group reservations are now on for this office.

Adding and changing rooms

Employees book a seat in a room. On the Rooms tab you record how many seats each room has.

  1. Click Rooms.
Departments are on the left, rooms on the right, grouped by department. Each room shows its number of seats.
  1. Click Create new room.
  1. In Room name, enter: Projectkamer
  1. In Maximum capacity, enter: 6

The thresholds are optional. If you leave them empty, the office’s thresholds apply.

  1. Click Create.
The new room is listed with the rooms without a department. How to link a room to a department is described under Departments.
  1. Click Focusruimte. The window for editing the room opens.
  1. In Maximum capacity, enter: 8
  1. Click Edit.
The room now has 8 seats.

If the office works with a floor plan, the portal does not ask for a capacity for a new room: the room starts without seats, and the desks you draw in the floor plan editor decide its capacity.

Deleting a room

Before a room is deleted, the portal shows what that means: how many bookings are cancelled and for how many colleagues.

  1. Click Rooms.
  1. Click Lounge.
  1. Click Delete room.
The portal shows how many bookings will be cancelled from today onwards. The colleagues are notified.
  1. Turn on I understand these bookings will be cancelled. Only then can you click Delete.

Deleting cannot be undone. If the room is drawn on a floor plan, its outline and desks are also taken off the floor plan.

  1. Click Delete.
The room has been deleted.

Departments and their rooms

Departments group rooms, for example per team. A room can belong to more than one department. You manage departments on the Rooms tab.

  1. Click Rooms.
  1. Click Create new department.
  1. In Name, enter: Marketing
  1. Click Lounge. A tick shows that the room belongs to the department. Click again to remove the room.
  1. Click Focusruimte.
  1. Click Create.
The department is in the list. On the right, its rooms are now listed under the department’s name.
  1. Click Finance. The window for editing the department opens.
  1. Click Teamruimte Advies.
  1. Click Save.
Finance now has two rooms.

In the same window you change the department’s name, or delete the department with Delete department. The rooms themselves remain.

Deleting an office

You delete an office at the bottom of the summary on the General tab. The portal first shows what disappears with the office.

  1. Click Delete office.
You see how many colleagues lose access, how many bookings are cancelled and which parking areas and facilities are removed. Parking areas and facilities that also belong to another office stay available there.
  1. Turn on I understand what will be cancelled and removed.

Deleting cannot be undone. If in doubt, click Cancel.

  1. Click Delete. You return to My offices; the office is no longer in the list.
The office has been deleted.