As a user building administrator, you are responsible for the configuration of Office Shifts. With this role, you will have complete access to all Office Shifts functionalities like configuring buildings and creating and assigning quota and location profiles.
|Accessing the Manager|
|What can you do|
|Configure quota profiles|
|Configure location profiles|
|Assigning users to quote and location profiles|
|Batch import and export|
|Configure additional settings|
Accessing the manager portal
- You’ll receive an email from email@example.com when your account is assigned as a building administrator.
- Go to shifts.mapiq.com/admin to access Mapiq's Office Shifts in your browser. Sign in if you haven't done so already.
Note: if you get a message saying you don't have sufficient rights, try logging in and out. If this doesn't solve the issue, please contact firstname.lastname@example.org.
What can you do
- See an overview of the buildings, profiles, users, and shifts on the ‘Home’ tab.
- See the booked shifts on the ‘Shifts’ tab and delete shifts.
- See all users who have logged in or are imported on the ‘Users’ tab, and edit users.
- Create quota and location profiles.
- Assign profiles to employees.
- Configure buildings.
- Change settings.
Before employees can start booking shifts, the buildings need to be configured. As a building administrator, you can configure buildings in the ‘Buildings’ tab. Because you are in control of the building set up, you can determine the level of detail. There are three levels of detail:
- Employees can book a shift in the building – you only have to create a building and set a safe capacity.
- Employees can book on specific floors – you can add floors within a building and add a safe capacity.
- Employees can book in a specific area – you can add different areas and set their safe capacity.
Tip: keep your work concept in mind while configuring your buildings. The more detailed you go, the harder it is to change it back to a more flexible work environment.
Configure quota profiles
In the ‘Access’ tab you can easily set up different profiles. By default, there already is a profile available and as a building administrator, you can change and add other profiles. Profiles are easily configured:
- Change the profile name.
- Set a quota - the number of shifts the user with that profile is allowed to book per week.
- Set the number of days someone can book in advance.
- Set the weekdays someone can book – for example, Monday, Wednesday, and Friday.
Tip: keep it simple and make only a few different profiles. The default profile should cover a big chunk of the employees. Other profiles should be the exceptions.
Configure location profiles
In the ‘Access’ tab you can easily set up different location profiles. By default, everyone is assigned a profile with no restrictions. As a building administrator, you can change and add other profiles. Profiles are easily configured:
- Change the profile name.
- Set the locations where employees within that profile can book.
Tip: Try to limit the number of profiles by thinking of areas where people are restricted to go instead of allowed to go.
Assigning users to quota and location profiles
New users will automatically be assigned to the default quota and location profile. If you want to edit these profiles for a user, there are two ways to do that. Use batch import to make bulk adjustments to groups of users or edit individual users.
Batch import and export
In the ‘Access’ tab, you can see all quota and location profiles and how many users are in a specific profile. You can import a list of users to specific quota or location profile. Importing can only be done by uploading a .csv file that contains email addresses. A .csv file can easily be exported from Excel or any other source like your user directory.
When an imported user hasn’t logged in yet, they will automatically receive the right profile upon the first login. Until that time the user will appear in the ‘Users’ tab with only their email address.
For your reference, you can also export a list of users per profile.
In the ‘Users’ tab, you can find an overview of all of the users with access to the buildings (employees first need to sign in before appearing in the list when not imported to the default profile beforehand). You can search for the user, select them, and change their profile.
Deleting a user can only be done when you use self-sign up. When using SSO, users need to be deleted from your directory.
In the ‘Shifts’ tab, you can view the booked shifts per day. You can select a day and scroll down the list, or search for specific users. As a building administrator, you can also delete shifts. The user will not be notified automatically when you delete a shift, so it’s a good idea to inform them about it over email.
Configure additional settings
In the settings page, you can change some additional settings to enhance the Office Shifts experience. You can:
- Add a welcome message for employees when they first log in.
- Add an email address where people can direct their questions.
- Determine if registrations/cancellations can be done on the day itself or close at midnight.
- Change the default profiles.
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