Generally speaking, users will make bookings themselves. By introducing booking on behalf of someone else, administrators have the power to create, edit and delete bookings on behalf of a user or a guest. Bookings can even be created outside the user's associated quote- and location profile. Ideal in case the quota of the user is exceeded, but the user is required to be in the office.
Applies to
The following administrator roles can book on behalf of:
- Subscription Owner
- Subscription Administrator
- Building Administrator
- Booking Administrator
- Booking Assistant
Book a workspace on behalf of
- Log in to the admin portal, https://admin.mapiq.com
- Go to the People tab.
- Select the user you would like to book on behalf of by clicking on her/him.
Click on the name and not the checkbox
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.
- 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).
- Click on the day you would like to make a workspace booking.
- Depending on the active workspace booking policy (Mandatory or Optional) a workspace can be mandatory to define.
- Determine in case of an Optional policy whether a workspace is needed or identifying whether the user or guest will be in a specific building is sufficient.
- If desk booking is enabled for a specific area, you can select a specific desk for the user.
Change the desk
Mind you, that the initial desk is suggested, press Change to select the specific desk for that specific area. If the suggested desk is okay, then confirm the booking.
- If you decide to book on 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.
- 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.
Book a workday on behalf of
- Repeat step 1 to 4 from Book a workspace on behalf of
- The administrator can now specify a workday, options available to the admin are:
- Working remotely
- Not working
- Office day (a workspace booking)
- Select the workday status and in case of an office day it is possible to select a workspace, (refer back to Book a workspace on behalf of).
Capacity reached
When max capacity is reached on the workspaces, administrators can still book an office day. A warning is given when this is attempted.
Delete a booking on behalf of
Log in to the admin portal, https://admin.mapiq.com
- Go to the People tab.
- Select the user you would like to delete a booking on behalf of by clicking on her/him.
- Click on the day the user has a booking.
- In the new window that pops up, click on Delete booking >> Delete.
Alternatively, you could also remove a booking through the Bookings tab.
Sent email overview of created bookings
Login to the admin portal, https://admin.mapiq.com
- Go to the People tab.
- Click on the user you would like to send the overview to.
- Click on E-mail overview, it can be found on top of the calendar overview in the user details page.
- By clicking on it your default email provider is opened with the address, subject, and body of the email prefilled.
- Optionally, you can personalize the email before sending it.
Sent an email confirmation for a single booking
Login to the admin portal, https://admin.mapiq.com.
- Go to the People tab.
- Click on the user you would like to inform about booking.
- Click on the day the user has a booking.
- In the new window that pops up, click on E-mail confirmation.
- By clicking on it your default email provider is opened with the address, subject, and body of the email prefilled.
- Optionally, you can personalize the email before sending it.
Notification center
Users receive a message in their notification center whenever a booking 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.