How to book on behalf of someone else


What can you do

  • Book shifts for anybody visible in the People tab (also non-logged in users, new colleagues, and guests).
  • Book 1 shift at 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 users.
  • E-mail a single confirmation about a booked shift.


How to 'Book on Behalf of' somebody else

Book a shift on behalf of

  1. Log in to the admin portal, https://shifts.mapiq.com/admin
  2. Go to the People tab.
  3. Select the user you would like to book a shift on behalf of by clicking on her/him.
    Be aware that clicking the checkbox will not trigger the book on behalf functionality! This will only allow you to edit the profiles of the selected users.
  4. A new page opens with the user details in the left box and the calendar overview of the user on the right (the employee app view).
  5. Click on the day you would like to book a shift, select the building, floor and/or area, and book the shift.
  6. If desk booking is enabled for a specific area, you can select a specific desk for the user.
    Mind you, that the initial desk is suggested, press Change to select the specific desk for that specific area.

  7. If you decide to book in a date outside the user's quota profile, you will see a message asking to confirm this. Either confirm that this is correct or cancel the booking. A booking confirmation is given when completed. 
  8. If a user is not allowed to book at a certain location due to his/her location profile, a lock icon next to the location’s name will be shown to indicate this.

Delete a shift on behalf of

  1. Log in to the admin portal, https://shifts.mapiq.com/admin 
  2. Go to the People 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. Click on 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 People tab.
  3. Click on the user you would like to send the overview to.
  4. The option to email the shifts overview can be found on top of the calendar overview in the user details page.
  5. By clicking on it your default email provider is opened with the address, subject, and body of the email prefilled.
  6. Optionally, you can personalize the email before sending it.

Sent an email confirmation about a single shift

  1. Login to the admin portal, https://shifts.mapiq.com/admin.
  2. Go to the People 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 address, subject, and body of the email prefilled.
  7. Optionally, you can personalize the email before sending it.

Notification center

Users will receive a message in their notification center whenever their shift is created, adjusted or deleted, through the Booking on behalf feature. A notification will also be sent when a building is closed through setting closed days. On the mobile app it is possible to receive push notifications, users will need to enable this through their settings. Instructions on how users can turn this on or off, can be found in the In-app notification center article. After creating the booking, a confirmation message is received that a notification is sent to the user.


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 an 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.

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. The functionality is also accessible for Building administrators. 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 in the top right corner of the Office Shifts application.





Prepare for 'booking on behalf of'

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

  1. Login once to Office Shifts.
  2. Be imported in a quota/location profile through a batch import via the Access tab. Want more info on CSV imports? Look at this article.
  3. Be registered as a guest or new user. Want to know how to register a guest or a new user? Go through this article.


T
Thijs is the author of this solution article.

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