Contents


What can you do

How to 'book on behalf of somebody else'

What permissions are needed to 'book on behalf of'

Prepare for 'booking on behalf of'



What can you do

  • Book shifts for anybody visible in the Users tab (also non-logged in users or new colleagues).
  • Book 1 shift a time for 1 user (no batch reservations).
  • Edit existing shifts made by the user or other Manager Portal users.
  • For exceptional situations shifts can be booked regardless of quota or location profile (up to 4 weeks ahead at every location).
  • Delete booked shifts on behalf of a user.
  • E-mail an overview of booked shifts to the user who you booked for.
  • E-mail a single confirmation about a booked shift.


How to 'Book on Behalf of somebody else'

Find the different functionalities of the feature below.


Book a shift on behalf of

  1. Login to the admin portal, https://shifts.mapiq.com/admin
  2. Go to the Users tab.
  3. Select the user you would like to book a shift on behalf of by clicking on her/him.
  4. A new page opens with the users details in the left box and the calendar overview of the user on the right (employee app view).
  5. Simply click on the day you would book a shift, select your building, floor and/or area and book the shift.
  6. If you decide to book further ahead than the user's quota profile allows, you will receive a warning message whether you comply that this reservation is booked further ahead than the user is allowed. Either confirm that this is correct or cancel the booking. A booking confirmation is given when completed. 
  7. If a user is not allowed to book at a certain location, a lock icon will be shown to indicate this. Additionally, the same warning as in step 6 will be given when you book a shift at a location where the user is not allowed to book, according to the user's location profile.



Delete a shift on behalf of

  1. Login to the admin portal, https://shifts.mapiq.com/admin 
  2. Go to the Users tab.
  3. Select the user you would like to delete a shift on behalf of by clicking on her/him.
  4. Click on the day the user has a booking.
  5. In the new window that pops up, click on Delete shift.
  6. Prese Delete once more to confirm.

Alternatively, you could also remove a shift through the Shifts tab.


Sent email overview of created bookings

  1. Login to the admin portal, https://shifts.mapiq.com/admin
  2. Go to the Users tab.
  3. Select the user you would like to book a shift on behalf of by clicking on her/him.
  4. An option to email the shifts overview of a specific user can be found on top of the calendar overview.
  5. By clicking on it your default email provider is opened with the users email address prefilled.
  6. Optionally, you can personalize the email before sending.

Sent an email confirmation about a single shift

  1. Login to the admin portal, https://shifts.mapiq.com/admin.
  2. Go to the Users tab.
  3. Click on the user you would like to inform about a shift.
  4. Click on the day the user has a booking.
  5. In the new window that pops up, click on E-mail confirmation.
  6. By clicking on it your default email provider is opened with the users email address prefilled.
  7. Optionally, you can personalize the email before sending.

What permissions are needed to book on behalf of

Accessing the Manager Portal

  1. You should have an administrator account to be able to access the manager.
  2. When your account is assigned as a shift administrator, you’ll receive an email from support@mapiq.com.
  3. Go to shifts.mapiq.com/admin to access the Mapiq's Office Shifts Manager 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 support@mapiq.com.


Get user Profile Administrator permissions

User Profile Administrator permissions are needed to book on behalf of another user. Building administrators are allowed to request new permissions for administrators. If you are unaware if you have the proper permissions or you know you don't have them, get in touch with your local Building Administrator.


Unsure who your Building Administrator is? If configured, you can find an email address to contact under Your Profile on the top right corner of the Office Shifts application.



Prepare for 'booking on behalf of'

Administrators are able to book on behalf of any colleague as long as they are visible in the Users tab. For a user to be visible under the Users tab they either need to:

  1. Login once to Office Shifts

    or

  2. Be imported in a quota/location profile through a batch import via the Access tab


Batch import and export

In the ‘Access’ tab, you can see all quota and location profiles, as well as the number of users in a profile. You can import a list of users to a specific quota or location profile. Importing can be done by batch adding users to a profile. To do this, you need to upload a .csv file that contains email addresses. First download the user list from the desired profile. It will be downloaded in a .csv file and append the new email addresses to the .csv. Now import the updated .csv file back into the profile.


When an imported user has not logged in yet, he or she will automatically receive the default quota and location profiles, upon the first log in. Until then, you can always book on behalf of the non-logged in user bypassing the default quota and location profiles.


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