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 of a colleague. You can start searching after you enter at least three characters of the name or email address.
• See a list of people associated to the name who have also opted in to location sharing.
• Click a View link next to colleague names, select a date to view their future bookings. Here, you'll see the popup with two sections:
  • Left-hand side is a calendar date selector.
  • Right-hand side is a list of booking associated to your colleague.
• Click a date in the calendar view to fetch any bookings where the selected colleague is the host. The dark blue circle indicates the current day that you selected.
• Click OK or close the popup to exit viewing booking details of your colleague.

With this information, you can now book next to your colleague or meet them before or after their scheduled appointments as you'll know where to find them in the building.

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 Spaces Schedule, use filters to narrow down your search, view details of existing bookings on the selected day in the listed spaces, and view free slots that you can book directly from this page.

View available spaces and existing bookings

By default, you'll see space list of 10 spaces for today's date in your preferred building, floor, and zone. Space list is on the left side of the page. The rest of the page is dedicated to time slots with existing bookings in the selected spaces and free time slots that means that the space is available for booking. Read more about setting your preferences in Flex here: Settings in Flex. 

⚠️ You'll see only those spaces that are enabled for you to book. Spaces that have limited permissions for bookings won't be displayed for you.

In the top right corner of the table with the spaces listed, you can use the Sort by: A-Z or Sort by: Z-A filters.

⚠️ Note that the sorting works for the first 50 search results that don't have to be displayed on the page. Sorting also shrinks the list of displayed results back to initial 10 result in the selected alphabetical order. Add 10 more spaces to the list every time you click Load next 10 > at the bottom of the schedule view.

Filtering

1. Use filters to view other spaces, where the exact building and floor must be specified, then, you can search by any zone, work type, and space type.
2. Use arrows below filters to switch between dates.
3. Use calendar dropdown to select a specific date.
   
4. Use the Jump to Today button to open Schedule view for the current date.

Space information. Click the information icon next to the space name to view:

• Services and equipment available in the space, displayed with icons.
• Booking Policy Description.
• Additional space information if available.

Existing bookings. Click any booking that you see in the schedule view to:

• View information of bookings of others: host name, date, time, number of attendees.
  Note: If your colleague has restricted their location sharing, host name will be displayed as Anonymous.
• View same information of your own bookings along with the View link and Edit and Delete buttons. Clicking any of these buttons takes you to the Update booking page to make changes or delete this booking.

Colours of the existing bookings have the following meaning:

• Outlined Green – your own or someone else's booking
• Outlined Red – ongoing bookings of others
• Solid Grey – cancelled

Make a new booking

On the Spaces Schedule page, do this to create a new space booking:

1. Click one available slot for the space that you currently see on screen. If you click any slot and change date and time later, the slot might not be available for booking.
2.  Click the blue Create a booking button.
   Now, you're redirected to the Simple Booking page with the desired space selected and ready to be booked.
3. Adjust details as needed.
4. Click Confirm Booking.

Read more about options on the Simple Booking page here: Simple booking in Flex 

The Schedule section hosts all space bookings and visitor invitations that you made. Here, you can view existing records and edit or cancel them.

The Schedule section has the following pages:

• My Bookings
• My Visitors
• Bookings for Others
• Delegate Bookings

My Bookings

My Bookings in Flex

On the My Bookings page, you can:

• Edit existing bookings
• Cancel bookings
• Check in or out of bookings

Note: Checking in to a booking via Flex is security controlled by your organisation. Due to the business policy, it may not be possible to check in to bookings remotely in Flex.

The list of results on this page are downloaded page by page. Bookings are listed in 25 rows by default, but you can change it to 50 or 100 rows to be downloaded per page.

Note: Flex shows you what row you are currently viewing out of the downloaded ones, not showing the total number of pages and rows: as on the screenshot 1 to 2 because there are two rows in the list. Click the Next arrow to continue loading more pages as needed. If no more pages are loading, it means that you've reached the end of the results list. You can go back to the loaded pages.

My Visitors

My Visitors in Flex

The My Visitors page allows you to:

• Create new visit requests
• Edit existing visit requests
• Cancel visit requests
• Export or import visitors list

Visitors who received your invitation can add their Visitor Pass to their Apple Wallet or Google Wallet to conveniently check in to the building when they arrive.

Bookings for Others

Bookings for Others in Flex

As a management assistant or administrative user, you may have the corresponding permission for your role to book spaces on behalf of other users. In this case, you will have:

• The Book for Someone Else? option during space booking.
• The Booking for Others page under main menu that lists bookings that you have made for others.

⚠️ If you are a delegate of another user to book on their behalf, the booking and booking management process is slightly different. Read more about it here:

• Delegate function in Flex 
• Delegate Bookings in Flex 

The Bookings for Others page is a simple table page. It allows you to:

• View the list of existing bookings and open them
• Edit a booking after opening it
• Cancel a booking from the main view or after opening it

Delegate Bookings

Delegate Bookings in Flex

On this page, you will see the bookings that you created as a delegate for your primary user. If this primary user has other delegates, you will see bookings that they created for your primary too.

Read more about the Delegate function in IBSS apps here: Delegate function in Flex 

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The My Notifications section hosts your user specific notifications such as booking, visitor, and task notifications as well as general building notifications. Click between tabs to see notifications that apply to you. 

You can access the My Notifications page from the bell at the top right corner or from the My Notifications menu on the left.

📌 Applies to app version 2023.02 or later

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In Flex, you can raise tasks that are associated with a room or desk booking or for any space that is identified in your building. A task can be related to equipment issues, needed cleaning anywhere you've noticed, or issues within the temperature or lighting.

The Tasks Raised page under the My Tasks section allows you to create new service requests and cancel an open service request that you created previously.

For long lists of created tasks, use search field or filter to search tasks by status as well as define the date range to search for needed tasks.

To create a new task for the responsible team to resolve, do the following:

1. In the top right corner, click + ADD.
2. Fill in the details about the issue that you are reporting: Building, Floor, Spaces, Categories, Task Type, and Description.
   
3. Click Save to send the task to the responsible team to sort it.

The responsible team will receive a notification about the new task to resolve.

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

⚠️ Remember to save all your settings separately.

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
• 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

Announcements

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
• Your preferred zone.
   

Working Day

Your working start and end times. These times will be used by default when searching for a space.
⚠️ Pay attention to whether you set the time at AM or PM.

Search Results

• Select whether you want the space search results to be shown in a list view or map view.
• If you have access to OneLens 360, you can select the Default Filter that you want to be used for your building on the Booking Dashboard and Booking List pages.
  

Account Settings

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

Calendar Integration

Allows to view IBSS bookings in O365 if this is set by your organisation.

Data Privacy

You can allow colleagues to search for your booked location(s) in IBSS apps or stay anonymous.

Manage PIN 

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

Available with app version 2024.01 onwards.

With the release 2024.03, we've added the following:

• New Delegate Bookings page to view bookings that a delegate has made or is allowed to edit.
• In case of several delegates for one primary user, they all can see active and future bookings that are made for that one primary user by other delegates.

 

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

How it works

There are three roles involved in the Delegate functionality:

• An admin of an organisation
• Primary user
• One or more delegates

To enable the functionality:

1. The organisational admin enables this function for the primary user in Admin Portal first. See more here: Granting Delegate Permissions.
2. Primary user appoints their colleagues as delegates in Flex under Settings > Delegate Permissions. 
3. Delegates will view their appointed permissions in Flex under Settings > Delegate Access.

✅ After appointing one or more of the delegates, they are able to:

• Book spaces on behalf of the primary user.
• Invite visitors on behalf of the primary user.
• View or edit those bookings or invitations made by themselves or by other delegates.
• View or edit bookings where the primary user is invited to.
• Check the primary user in or out of the bookings that they or other delegates have created.

❌ Delegates cannot:

• View or edit space bookings that the primary user has created by themselves for themselves.

As a Primary user

You can:

• Grant delegate permissions to one or more users in your organisation.
• Have your schedule organised by your delegate(s).

Grant Delegate Permissions

In Flex under Settings > Delegate Permissions, you can manage delegate permissions for employees to act on your behalf:

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

⚠️ 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.

 

 

 

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 Book for Someone Else? option.

As a Delegate

✅ You can:

• View the permissions that you've been granted by a primary user or the organisation's admin.
• Book on behalf of your primary user.
• Invite visitors on behalf of your primary user.
• View and edit bookings and visitor invitations that you or other delegates made for your primary user.

❌ You cannot:

• View or edit space bookings that your primary user have created by themselves for themselves.
• 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.

View your Delegate Access

In Flex under Settings > Delegate Access, you can view the list of colleagues who have 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.

 

Make bookings on behalf of your primary user

When making a booking, you have an option to indicate on behalf of which user you'd like to act:

• On the Simple Booking page, indicate this on the booking editing screen.
  
• On the Advanced Booking page, this is the first thing to indicate: Who are you booking for?
  

View bookings made for your primary user

If you are a delegate for a primary user, you'll have the additional Delegate Bookings page to view bookings that you or other delegates have made for them. Here you can:

• Select the date to view bookings.
• Select one specific primary user if you have several assigned.
• Use all typical actions for bookings such as editing, cancelling, checking in or out.

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