Applies to app version 2024.01 or later

In Settings you can customize notifications, workplace preferences, and settings for your account.

System Notifications

This section allows you to define which personal notifications you will receive. It is broken down into 4 sections:

• Visitor Notifications
• Task Notifications
• Booking Notifications
• Building Specific (Announcements)

Visitor Notifications

Examples of these are:

• When an invited visitor has been approved
• When an invited visitor has checked in at the reception or arrived

Task Notifications

Examples of these are:

• When a new task has been raised or assigned to you (for resolvers)
• When a task you have raised has been set in-progress (for general users)
• When a task you have raised has been completed (for general users)

Booking Notifications

Examples of these are:

• When you create a new booking, confirming the date and time
• When a booking is ready to check in
• When a booking is about to be cancelled due to policy settings

Building Specific

This section allows you to define which building notifications you will receive. These notifications are sent by your business' facility management team. Some examples may include:

• Details of any upcoming events
• Details of any health and safety procedures
• Details of travel advice or any building related issues

You may select for what buildings you wish to receive building notifications if your company has a portfolio of many different buildings. 

Workplace Preferences

The Workplace section allows you to define preferences for your workplace. This includes:

• Building:
  • Your default building: what building is loaded by default in IBSS applications
  • Your preferred floor for the selected building: what floor is used automatically in searches in IBSS applications
• Working day: your working start and end times. These times will be used by default when creating a booking.
• Search results: whether you want the space search results to be shown in a list view or map view.

Account Settings

The account settings section allows you to define core account preferences, for example:

• Calendar Integration to view IBSS bookings in O365 if this is set by your organisation
• Data privacy to allow colleagues to search for your booked location(s) in IBSS apps or stay anonymous
• Manage PIN allows you to set or change the PIN that you use to log in to the Inspire Kiosk application. Read more in this article: Setting up a user PIN in Flex to check in on Inspire tablets.

Default Cost Codes

Your organisation chooses to use cost codes for bookings and catering orders or not. If they use cost codes, these may be free-form and predefined ones.

There are no default cost codes for free-form type of cost codes.

If your organisation is using predefined cost codes, you'll see two sections where you need to select one or more default cost codes to use the most frequently. 

Note: You can always change the default cost code to a different one when making a booking or adding catering orders.

To define your default cost code(s) for your future space bookings, do the following:

1. In Flex under Settings > Default Cost Codes > BOOKING, click Select Cost Code.
2. Select one or more needed cost codes to be your default ones for space bookings.
3. Use one arrow to move it to the right. 
   Or use the double arrow to move all cost codes to the right and assign them as your default ones.
4. Set apportioning for the cost codes. The total amount must equal 100%. You can define any apportioning in integer numbers for your default cost codes. You can change apportioning later during bookings.
5. Click Add to confirm.

To define your default cost code(s) for your future catering orders, complete the same steps under CATERING section as in BOOKING.

Delegate Permissions and Delegate Access

Delegate function to book on your behalf

To allow other users to book on your behalf or add visitors without handling the AAD role permissions, the IBSS system offers more flexibility with the Delegate functionality.

How it works

1. Your organisational admin enables this function for you in Admin Portal.
2. You appoint your colleagues as your delegates to create bookings on your behalf.

Under Settings, you will have the following pages:

• Delegate Permissions to grant delegate access to others on your behalf.
• Delegate Access to handle permissions granted to you.

Delegate Permissions

On this page, you manage delegate permissions for employees to act on your behalf: book spaces or add visitors.

⚠️ Make sure that the level of permissions of who you choose to be your delegate is the same or higher than yours:

• Your delegate has to be allowed to view and book spaces that you are allowed to view and book.
• Your delegate should mind their elevated booking permissions if they are allowed to book more spaces than you are. This means that you won't see their bookings on your behalf if they book spaces for you that aren't defined for your role.

Example

Condition	Required permissions
If user A delegates to user C,  and user C wants to book a desk for user A.	User C needs permissions to book in Zone 1 and Zone 3.
If user B delegates to user C,  and user C wants to book a desk for user B.	User C needs permissions to book in Zone 2 and Zone 3.
If user A and B delegate to user C,  and user C wants to book a desk for user A in Zone 1 and for user B in Zone 2.	User C needs permissions to book in Zone 1, Zone 2, and Zone 3.
If user D has the permission to book in Building Y and delegates to user C, who originally has the permission to book in Building X,  and user C wants to book a desk for user B in Building Y.	+ Building Y User C needs permissions to book in Building Y and in Zone 4, and keeps their original permissions for Zone 3.

⚠️ Note:

• The system is checking permissions of user C. User C requires permissions to book a space for other users in other zones.
• When user C is searching for a space, the spaces that are returned are all the spaces that user C has access to.

 

 

 

⚠️ Mind that your delegates don't see all your bookings or bookings made for you by others. They only have permission to set you as a booking host.

 

 

✅ If you have required permissions to view this page within your Flex menu items, you are able to:

• See the list of your delegates.
• Assign delegate users.
• Remove delegate users who were assigned previously (by you or your admin).

To add a colleague as your delegate:

1. On the right, search for the employee who you want to grant delegate permissions to.
2. Select the checkbox next to their name to add and save in delegates' list. 
   Note: You can add one or more persons as your delegates. Selected users will be remembered between searches.
3. Save your selection.

Your delegates will now have a separate tab on the popup that opens when they select the Bookings for Others option.

Delegate Access

Here, you can view the list of colleagues who granted their delegate permissions to you. 

✅ With these permissions, you can make bookings and invite visitors on behalf of them.

⚠️ Make sure that you respect the level of permissions of who you book for, meaning that you book only those spaces within the zones where your delegator is also allowed to book. Otherwise, they won't see the booking that you've made on behalf of them.

 

❌ You cannot remove delegate access permission that was granted to you. Only your admin can do this for you or the person who has granted this permission to you in the first place.