Customise visitor passes per building for your organisation. In Admin Portal, you can set up or change the template that is later used by operational users in OneLens 360 to print a default or your custom visitor pass.  Get the HTML file for passes Prepare an HTML file with a visitor pass template. You can create your own file or use our suggestion:...

What's new Added pagination support for search space results. Added API support to enable multiple menus to be assigned to a space. Added API support to enable Default Cost Codes functionality. Updated Space Utilisation calculation approach to include grouping by zone: 1 zone per multiple floors. 1 zone per 1 floor. Added endpoints to support Delega...

To check out, we assume that you've been successfully checked in when entering the building. If you don't have your visit code from the invitation to the meeting that you attended, you can check out using your email: Click the blue Check out via email link at the bottom of the main screen of the IBSS Guest app. Type in the email address that was use...

Applies to app version 2024.01 onwards.   In Flex, you can view availability of spaces within your building in a calendar view. This helps to find free slots of a certain space that you want and create a single booking. The timeline starts at the building office hours. Under Schedule View, use filters to narrow down your search, view details of exis...

Depending on the client network setup, it may be required to add firewall rules to allow specific IBSS Guest URIs to be accessed by the app. This article provides a list of the URIs and ports needed. ⚠️ Set the time zone on the device to match the time zone for the building. All installations URI Port Description https://api.ibss.[deployment].iconic...

Applies to app version 2023.01 with the following features added in the next releases: 2024.01 Default cost codes 2024.02 Updated look of the page 2024.02 Tags for booking records 2024.02 Multiple bookings   👋 Share your feedback with us about this documentation. Highlight a word or a whole paragraph and click the plus icon that appears. We keep imp...

What’s changed Updated the logo to have rounded corners. What’s fixed Floor map correctly switches to dark mode. In the dark mode, the Book using Roamer QR code is now properly visible. Fixed the navigation menu to slide out from the left. Navigation menu resets when hidden in the Kiosk and Visitor modes. In the Floor mode, navigation list items now...

Applies to app version 2023.02 with the following features added in the next releases: 2024.01 Default cost codes 2024.02 Tags for booking records 2024.02 New look of the Advanced Bookings page   👋 Share your feedback with us about this documentation. Highlight a word or a whole paragraph and click the plus icon that appears. We keep improving this ...

Create system filters for teams to be able to conveniently work with a certain set of spaces or view specific information that is not easily accessible elsewhere. To create a system filter, do the following: Define what information you'd like to be displayed. You can apply one or more conditions per one record type. As of now, filters work with book...

Feature available in app version 2023.02 onwards.   To be able to create menu items and then menus, you need to have at least one supplier in the system. Later, you can sort catering orders by supplier. 👋 Share your feedback with us about this documentation. Highlight a word or a whole paragraph and click the plus icon that appears. We keep improvin...

What's new Default cost codes are available in OneLens as well. While Flex users set their Default cost codes, operational users are now able to use own default cost codes or default cost codes of the users who they are booking on behalf of. What's changed Updated the Diagnostics link in the account dropdown to display properly formatted version num...

Your node ID is a number that you'll see in the browser address line on any page after the page name. In this example, the node ID is 6. When you select another building, the node ID is reflected correspondingly; it's 173 in the next example. Note: You may see a second number after another slash character. That has nothing to do with your node ID. O...

When adding a new notification in OneLens and trying to copy and paste the message text from an HTML source, at first, the app doesn't save the original HTML formatting within the message text field. This is solved by copying and pasting that same text from the same source for the second time, and then saving it again. Consider inserting the HTML co...

Applies to iOS app version 1.21.991, Android app version 1.21.886   What's Fixed Here’s what we tackled for this release: Fixed the following crashes: From AppCenter - SpaceViewModel.SetStateApp no longer crashes when viewing a space that doesn't exist. From AppCenter OnboardingFloorItem.UpdateApp no longer crashes during the onboarding process. Fro...

Delegate permissions allow handling the Book on behalf of permission without making changes to AD permissions. The Book on behalf of permission now no longer needs to be set at the Roles & Data Security > App Settings level. As an admin, you grant permissions in IBSS to workplace users who will be allowed to appoint their delegates. These del...

Applies to app version 2024.02 onwards.   An organisation can choose to add their logo with or without company name next to it to the header of IBSS web apps (Flex, OneLens 360, and Admin Portal). In our example, it's Company Inc with their logo: To set a custom logo for your organisation to see in IBSS Hub apps, do the following: Prepare two images...

Build number 1.23.610   What's changed In the Inside mode, we added an information icon that opens booking policy description that is associated with the space. Upon user login, Unity searches for the user email or name starting with the first three entered characters, not earlier. The Booking Policies method GET /v2/{nodeid}/spaces/{spaceid}/bookin...

📌 For the iOS app version 1.23.1084+ .  and Android app version 1.23.983+ . What's new The Start Now toggle is available when scanning the QR code. If enabled, the start time of the booking is set to Now, and the user can select the booking end time depending on the space availability. What's changed Changed the cache refresh interval from 24 hours ...

Feature available in app version 2024.02 onwards.   The Pantry Timeline page under Catering shows all catering orders on the selected date and has two views: Tasks and Bookings with all maintenance space bookings that are meant for catering delivery or clean-up. Catering Orders only. On this page, the responsible team can have another view over the ...

Feature available in app version 2023.02 onwards.   In Catering Items, you see a list of available catering menu items that you use when building a menu.  👋 Share your feedback with us about this documentation. Highlight a word or a whole paragraph and click the plus icon that appears. We keep improving this knowledge base based on your comments. Se...

You can manage spaces per building in Admin Portal under Manage > Spaces. Here, you'll have a usual table view with all spaces within a certain building that are currently added to the system.  Space settings take precedence before settings that are then applied by the booking policy. There are the following information displayed in the table vie...

Sync Service allows users to create appointments for workspaces directly and solely in Microsoft Outlook and have these appointments synchronised as bookings with the IBSS Platform. In this release, we made sure that the bits and pieces of the service work properly. What’s new? Made the Microsoft 365 process buildings in a parallel manner instead of...

The IBSS Connect allows to simultaneously create space bookings in the IBSS system along with your meeting appointments in Outlook. To use the IBSS Connect, there are the following Outlook requirements: version older that 2013, Microsoft 365 Business license or Office 365 Enterprise license. Make sure that you are signed in to Office with your organ...

After you've created a space booking in Flex or Roamer, you can tie it to the calendar appointment using the .ics file. This option must be enabled by your organisation first.  For this, do the following: Have a space booking created in one of the IBSS apps: In Flex: Booking a Space in Flex   Or in Roamer: Booking a space in Roamer   Open the confir...

To use the device provisioning service, make sure to issue the following information to ICONICS: The Configuration ID of each device that is displayed on the initial Unity page and the space that the device serves. (optional) The external IP address of the site/location. When these have been provided, they will be added to the DPS service to which t...

Feature available with app version 2024.02 onwards.   Filters are useful to visually distinguish various records in the IBSS system and sort those records for convenience to work with them. First, the corresponding permission has to be granted for an admin role to create custom filters for an organisation. Filters can be created or edited in Admin P...

The Visitors section of the OneLens 360 app provides a central location for Facility Managers to create and manage visits for a building or a series of buildings within one organisation.  📌 Applies to app version 2023.02 or later 👋 Share your feedback with us about this documentation. Highlight a word or a whole paragraph and click the plus icon tha...

What's fixed User Notifications have now proper format and are copied to the UserNotification entity. Fixed duplicate notifications for spaces and other push notifications. Fixed the VisitDailySummary jobs error when generating the daily visit summaries for the node ID 118. Improved performance for Archiver jobs. Bookings chart data now aligns with ...

Feature available with app version 2024.02 onwards.   Tags are used to label booking records for structured approach of dealing with them. Currently, there can be maximum 50 tags per building saved in the IBSS system. In Admin Portal, under Manage > Tags, users with appropriate role permissions can: View current tags, both enabled and disabled. D...

Applies to app version 2023.01.01 for Android What's new Latest set of Android API is integrated into Unity [21613] It is now possible to configure if the Schedule view is shown or not, on both inside and outside tablets [ 23362 ] Improved error reporting about any booking issues the user may encounter [ 23661] Fixes Bookings that are made on the ta...

What's new Notes are available for bookings and visitors where only booking owner, host, and operational team will see those notes. We've added a new Booking Dashboard page with System Filters for teams to manage a certain set of spaces. Read more here: Bookings section in OneLens 360   System Filters are available on the Booking List page as well. ...

Applies to app version 2023.02 with the following extensions available with next releases: 2024.01 Default cost codes 2024.02 Multiple booking without a pattern 2024.02 Space guides     In Flex, you can create a standard booking for your nearest working day, an ad-hoc space booking, a series of bookings with or without any pattern, and add needed se...

Applies to app version 2023.02 with the following features added in the next releases: 2024.01 Default cost codes 2024.02 Tags for booking records 2024.02 Raise a Task button 2024.02 Adjust Filter button to edit a booking with new search criteria   With Schedule View, you can now make informed decisions when managing meeting room bookings within you...

What's new We created a new Schedule View page to streamline space booking and offer instant view of what spaces have which time slots available for your booking. Read more about this feature here: Space Schedule   On the new Find a colleague page, you can view bookings of your colleagues within an organisation who’ve agreed to share their booking l...

📌 for the iOS app version 1.22.1065 and Android app version 1.22.960. What's changed With the introduction of the updated catering options in 2023.02 Flex, Roamer now instructs users to create or edit the catering order in Flex if catering is enabled for an organisation. When viewing a booking that includes catering, it shows the Visit Flex to add/e...

The IBSS platform supports the following functions on Gantner: View lockers Claim a specific locker Release a specific locker Unlock a claimed locker...

To check out, we assume that you've been successfully checked in when entering the building. Start by finding your visitor code in the invitation to the meeting that you attended. Then, do the following: Click the blue Check out via visitor code link at the bottom of the main screen of the IBSS Guest app. Type in your visitor code in the window that...

For most system requests, IBSS uses the user ID validation to return unique results about the user. In case of bookings for someone else or adding attendees to the bookings, emails have to be checked as well. And when an organisation employs two or more identification providers and ends up having user with the same username but different emails, IBS...

Applies to app version 2024.01 onwards.   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 Your organisational admin enables this function for you in Admin Portal. You appoint your colleagues as your delegates t...

To start, find your visit code in the invitation to the meeting that you showed up to. Then, do the following: Click the Enter Code button in the middle of the home screen of the Guest app. In the window that opens, enter your visit code. Confirm by clicking Continue or go back to start screen and use a different option. If you continue with checkin...

In Admin Portal, while you are working with booking policies under Manage > Booking Policies, you can do the following to view what spaces are assigned to a certain booking policy: Go to Admin Portal > Manage > Booking Policies. Select a checkbox at the beginning of the row of the policy that you'd like to check spaces for. Click the ASSIGN...

More useful features and improvements with release 2024.02. Flex Release Notes - Flex - R2024.02 What's new We've introduced an option to view space guides or safety instructions What's new We've introduced an option to view space guides or safety instructions that are attached to a space as additional information. Expanded bookings in series, where...

Feature available in app version 2023.02 onwards.   Catering menu is a set of catering items that is shown to the end user given the time of the order and notice period for catering items that is set by the order policy. It means that the user will only see those items on the menu that are available and can be prepared for their space booking, and t...

There are multiple reasons why a user may have to accept the Privacy Policy upon login. Some of these are common and expected, and others are not.  The IBSS system expects that users will accept the Privacy Policy when: They log in for the first time in a specific browser or on a new computer. They install or reinstall Roamer. They manually log out ...

There is a limitation of the IBSS system to support a certain number of nodes per environment. Our testing shows that this limitation offers sufficient buffer too. Number of nodes may include one building with many floors or many buildings with floors that make the following total number of nodes: With the release 2023.02 the limit is 250 nodes. Wit...

We're eager to know your feedback on the documentation about IBSS products that you find on this documentation portal: IBSS Knowledge Base (iconics.cloud).  Hence, we'd like to encourage you to use the following feedback options that are available here: Like or dislike buttons on the bottom of the article page. The Give us feedback about this articl...

What's new As we continue to release updates, we keep adding new features to our products. Here’s what we added to the product: Created the Home page for Flex. Introduced pagination on multiple pages to reduce the load on the server and improve user experience. We now show a Booking Completion dialog to confirm booking of any space. What's fixed or ...

What's new Added the following permissions to support new functionality: API.Bookings.OverrideSetupTeardown API.Bookings.BookOutsideSlots API.Bookings.ShowPersonalInformation API.Users.CheckPin ADMINPORTAL.PortfolioSetup.TagDefinitions ADMINPORTAL.Users.ShowUserPreferences FLEX.UserPreferences.CostCodes ONELENS360.OperationalServices.OrphanedUsers E...

What's new We've introduced an option to view space guides or safety instructions that are attached to a space as additional information. Expanded bookings in series, where Recurring bookings were previously available, with Multiple bookings without any pattern. Read in the Multiple bookings without any pattern section here: Advanced Booking in Flex...

Integrating IBSS with Microsoft 365 Calendar has a number of mutually exclusive scenarios. This article intends listing the available options and limitations for you to make the most appropriate choice for your organisation. There are four options for data to communicate between Microsoft 365 Calendar and IBSS through Graph API. These scenarios cann...

Feature available in app version 2023.02 onwards.   Dietary terms are the first thing you need in order to have catering management set up for your organisation. This is to make sure that everyone who will later order from your menus can filter out food according to their dietary restrictions or preferences. For more guidance about allergens, refer ...

What's new Advanced Booking Starting from this release, Flex now has two pages for you to make space bookings under the Find a space section: Single Booking and Advanced Booking. The Advanced Booking page allows booking workspaces for recurring events, booking of linked spaces in various space layouts as well as you can make a booking for right now....

What's new We introduced new Tags and System Filters pages to set up tags and filters for the organisation. Read more about Tags here: Tags in Admin Portal   Read more about System Filters here: Creating System Filters in Admin Portal and here: Creating queries for System Filters   Added a new section to the Booking Policy page to enable setting the...

Booking_Policy config is the representation of what is set in a booking policy in Admin Portal. Read more about the concept of each setting here: Understanding Booking Policies: Guidelines for Efficient Space Bookings and Usage . Parameter Value type Notes ID string   ETag     Node_Id integer Building or floor node ID Booking_Policy_Id string Bookin...

BuildingKPI setting lists configurable options available on the IBSS platform to be displayed in Roamer home screen. Parameter Value type Note BuildingKPI_Order integer The order that the KPI should be shown as. BuildingKPIId integer Internal number. Node_Id integer Building node ID. KPIType string 0 – NumberSlider: number of used/occupied with size...

What's fixed in OneLens The Booked For and Booked By filters now work as expected since we’ve fixed tolower() on the username input, meaning the Booked For and Booked By search fields are no longer case sensitive. On the Visitors page, the email filter is not case-sensitive anymore. OneLens users can now add a new visitor on the Visitor List page wi...

There are many pages in Flex, OneLens 360, and Admin Portal that display information in form of a table: lists of bookings, tasks, visitors, etc. You can gradually load more items into these tables, and this is indicated in the bottom right corner of each page. When opening a page with a table view, you can see a list of items that is downloaded by ...

According to policies of your organisation, you can print a visitor badge for your approved visitors when they arrive or in advance. Start on the Visitor List page. Select rows of one or more approved visitors that you need to print passes for. Click PRINT PASS in the top right of the table. Visitor pass preview opens. The template of the badge can ...

We are happy to share the results of release 2024.01. Flex Release Notes - Flex - R2024.01 What's new We created a new Schedule View page to streamline space booking and of What's new We created a new Schedule View page to streamline space booking and offer instant view of what spaces have which time slots available for your booking. Read more about...

The IBSS platform supports the following functions on VECOS: View lockers by Locker Bank  View lockers by Locker Group Claim a specific locker Release a specific locker Unlock a claimed locker...

Applies to app version 2023.02 with the following features added in the next releases: 2024.01 Default cost codes 2024.02 View switcher   👋 Share your feedback with us about this documentation. Highlight a word or a whole paragraph and click the plus icon that appears. We keep improving this knowledge base based on your comments. In Catering Orders,...

Operational users who work primarily in OneLens can add a booking for self or for another user within their organisation: View the Booking List page in OneLens. Click +ADD in the top right. Now, OneLens will display results for your default search criteria that are set in User Preference information that, in turn, is stored in the IBSS platform. (op...

Feature available in app version 2023.02 onwards.   Your organisation chooses whether cost codes are applicable for the entire organisation at all and for your role. In IBSS apps, cost codes are used with bookings and catering. There are then three scenarios: Your organisation is not using cost codes. You won't see this option when creating bookings...

If you are an ad hoc visitor, you can enter your details using the IBSS Guest app and notify the needed person about your arrival. Start by clicking Register on the third tile of the main screen. Continue with entering your information as prompted. Click OK or tap return on the virtual keyboard to proceed to the next question. Arrival reason. Are yo...

What's new As we continue to release updates, we keep adding new features to our products. Here’s what we added to the product: Created the Home page for OneLens. Introduced pagination on multiple pages to reduce the load on the server and improve user experience. We now show a Booking Completion dialog to confirm booking of any space. What's fixed ...

📌 Applies to app version 2023.02 or later OneLens welcomes you on the home page after you log in. From here, you can quickly navigate to the needed section that is available to you in OneLens. Use the corresponding buttons on the home page or the menu on the left. The combination of available sections in OneLens depends on your user role permissions...

📌 Applies to app version 2023.02 or later Some organisations offer catering services for meeting room bookings or have adjacent meeting rooms that can be combined into different layouts: boardroom or theatre for example. The responsible person to handle such services is defined in booking policy that, in turn, is assigned to certain spaces in the bu...

Define or modify permissions and data security options for the roles within your organisation in Admin Portal > Setup > Roles & Data Security page. Editing a role Note: To request the editing roles for your organisation, please contact IBSS support. To make any changes to the permissions, select a role for which you want to modify permissi...

📌 Applies to app version R2023.02 and later. 👋 Share your feedback with us about this documentation. Highlight a word or a whole paragraph and click the plus icon that appears. We keep improving this knowledge base based on your comments. With OneLens360 and appropriate role permissions, you can view users which have been removed from the system (fo...

Under Operations > Announcements, you can create building announcements and push them to: Roamer and Flex Inspire (scrolling news in portrait orientation) On the Announcements page, you will see the list of existing announcements, both active and expired, within your organisation for the selected building. You can do the following: Search for a c...

What's changed POST {application-url}/api/v1/{connectorId}/visits/{extVisitId}/approve?callId={callId} Connector Configuration PUT {application-url}/api/v1/{connectorId}/visits/{extVisitId}?callId={callId} DELETE {application-url}/api/v1/{connectorId}/visits/{extVisitId}?callId={callId} PATCH {application-url}/api/v1/{connectorId}/visits/{extVisitId...

In Flex, you have a separate menu item for colleague finding within your organisation to book next to them or organise your work accordingly. Note: You are able to find only those colleagues who have set it in Flex or Roamer that their bookings are visible to others in your organisation. On the Find a colleague page, you can: Enter the name or email...

IBSS Guest is a configurable end user application that can be customised to organisation requirements. The following table defines the available configuration options for the app. ⚠️ Set the time zone on the device to match the time zone for the building. Setting name Description Device_No_Web_Browser Disables web browser links in the help section D...

The IBSS platform supports iOS as Mobile OS for Guest: Supported Versions Supported Hardware Latest released version of iOS. Earlier versions than iOS 17 may work, but they are not officially supported. Any Apple device that supports the latest released version of iOS. Previously validated device: Make Model Preferred Deployment Method iPad 6th Gen ...

Linked space bookings require operational team to setup spaces and layout before the meeting and reset spaces to their original layouts after the meeting. Spaces that are involved in the booking have to be reserved before and after the linked space booking for that purpose. Read more about booking a linked space here: Booking linked spaces in Flex ....

What's new We are constantly striving to enhance and optimise our products, and we're proud to announce the following new and improved features in this release: We created a page in the Inside mode that opens when the Service Requests tab is clicked. It lists tasks for the assigned space with their categories, names, statuses, and the due date to be...

What's fixed App no longer crashes when viewing an on behalf of linked space booking on the booking list page. The As soon as possible toggle now works properly and sets the time to now. For spaces that are set to use user preferences, we fixed the default time to be as set in user preferences when scanning the QR code. For operational users, claime...

Applies to app version 2023.01.02 for Android What's changed We always strive to make our product better, so occasionally we will change certain things to make this possible. Increased restart randomisation to shift restart time for all devices in the organisation. What's fixed In our ongoing journey to improve user experience, we endeavour to fix p...

Feature available in app version 2023.02 onwards.   For catering orders to properly function, there must be at least one order policy for your organisations' building. It is used to restrict time frames of when catering items can be served and any associated preparation time needed. 👋 Share your feedback with us about this documentation. Highlight a...

Node_Search_Config is set in Data Entry under Nodes. With its settings, you can define: What items are shown on the quick links tiles in Roamer. What tiles are shown in structured search in Roamer. What types of spaces are fetched when the View building map button is clicked in Roamer. What items are there in the Space Type dropdown on the Advanced ...

Adding more than one visitor to the IBSS system at a time is enabled in OneLens on the Visitor List page for the operational users who have corresponding role permissions. If they do, they see the Import button on the Visitor List page. To add more than one visitor at a time, you need: Role permissions to have the Import button enabled. Correct XLSX...

What's fixed In the Floor mode, spaces now correctly change states as we fixed receiving of SignalR events. Fixed confirmation popup to show available time slots when creating a booking from the Floor mode. Adjusted contrast of the field for entering the PIN code when logging in. Booking linked spaces now appears properly in the Your Bookings For To...

What's new Schedule view The OneLens360 Schedule View allows easy visualization and management of booking for workplace services. It offers a day calendar-like view for a filtered set of spaces to make informed decisions when managing meeting room bookings within your organisation. Read more about the concept and usage of Schedule View here: Schedul...

What's new We added Catering Manager and Floor Manager fields to the Booking Policy configuration page under the External Services section. These are responsible persons to assign task resolvers for catering orders and setting up linked spaces.Read more about the concept and usage of External Services here: Catering Manager and Floor Manager roles  ...

Space_Layout is layout config available for each space. Parameter Value type Note Layouts string (JSON object)     Name string Name for the space Space_Id string Space ID, internal number SeatingArrangements string (JSON object)     Style string Layout style name Capacity integer Space for how many people Setup integer Time in minutes needed to set ...

What's changed Introduced new interface for privacy policy acceptance used by OneLens or Flex when logging in Added ODATA pagination options to the /api/users end point. Improved handling AAD users with the same email but different OID values. Improved handling of Client Secret ID within the IdentityProviders API. Made several Booking Policies chang...

We are constantly striving to enhance and optimise IBSS products, improve user experience, and fix problems that our end-users are facing. We're proud to announce results of the major release 2023.02. Flex Release Notes - Flex - R2023.02 What's new Advanced Booking Starting from this release, Flex now has two pages fo What's new Advanced Booking Sta...

What’s new We are constantly striving to enhance and optimise our products or create new ones. This time we're proud to announce the following new features in this first release of a separate app – IBSS Guest. This functionality was part of the IBSS Inspire app once. Now, it lives and evolves as a separate product. Read more about how to use it here...

What’s fixed The My Tasks and My Tasks to resolve API payload now uses tolower() on the username and returns proper results. For Recurring bookings, 0 days is not available to select as a recurrence pattern anymore. Recurring bookings search returns proper results, we’ve fixed the incorrect time zone calculation. Flex users can now add a new visitor...

There's a user role created to serve for role permissions and data security for Unity and Inspire devices: dps-devices@iconics.cloud This role regulates what users can and cannot do given also the functionality available on Unity and Inspire devices. App Settings It is required that you apply building permission to all of these settings. For Unity {...

What's changed We’ve made a database update to add Space Name as a filtered column. Changed calling methods for BuildingKPI. What's fixed or updated Optimisation of Platform Operations: Optimised several periodic web jobs that run in the system. Made general optimisations within Spaces web job to optimise several areas including, getting list of sta...

What's new To enable and manage Delegate Permissions and Delegate Access for Flex users, Admin Portal now has a new page under Setup > Delegate Permissions. Appoint primary users who can choose their delegates or even add delegates for them on this page. Read more about this feature here: Granting Delegate Permissions . The new Spaces page under ...

What's new Improved accessibility and user experience of the login page. Accessibility button is now at the bottom right corner. It moves the interface to the bottom of the screen to make it easier to access the email address or PIN-entry screens. To aid our support teams and ensure the Inspire panels are running optimally, we have enabled a backgro...