As a Subscription administrator, you have control of every aspect of the configuration within the Mapiq subscription. On top of that, you can assign administrative roles to give other colleagues sufficient administrator permissions to take care of certain parts of Office Shifts.
See an overview of the buildings, profiles, users and shifts on the ‘Home’ tab.
Create buildings and structure them with floors and areas on the ‘Building’ tab.
See an overview of the booked shifts on the ‘Shifts’ tab.
See an overview of the users and guests and import individual persons on the ‘People’ tab.
Create quota and location profiles on the ‘Access’ tab.
Monitor the way Office Shifts has been used on the ‘Analytics’ tab.
Assign other administrators and edit general settings on the ‘Settings’ tab.
Enable integrations in your environment.
Accessing the Office Shifts Admin
Log in to shifts.mapiq.com to find the Admin in the menu.
To make sure that Office Shifts is up to date with any recent changes for your assigned administrator role, log out if you are already signed in before you have been notified of your new role and log in again. If you experience any problems, please contact firstname.lastname@example.org.
Before enabling Office Shifts to go live and allowing employees to book their shifts, a few important aspects should be in place first to coordinate working days and ensure a safe capacity. The order of setting things up is for you to decide, but it might be useful to start with assigning other administrators first.
It's very likely that the work behind the scenes will not be performed by only one person. You can go to the ‘Settings' tab to assign other administrators. As a Subscription administrator, you are able to assign all administrator roles. All roles and permissions are explained in this article.
You can assign other administrators with the following steps:
- Click on the ‘Settings’ tab.
- Click on the ‘Administrators’ section.
- Click on the ‘Add administrator’ button.
- Fill in your colleague’s email address that needs to have administrator permissions.
- Select the administrator role and confirm.
Before employees can start booking shifts, the buildings need to be configured. As a Subscription administrator, you can do this by yourself, or you could assign a colleague as a Building administrator to take care of this. You and the Building administrator are in control of the building set up and can determine the level of detail. There are four levels of detail:
- Employees can book a shift in the building – you only have to create a building and set its capacity.
- Employees can book on specific floors – you can add floors within a building and add the capacity for each floor.
- Employees can book in a specific area – you can add different areas and set the capacity for each area.
- Employees can book a specific desk – you can add desk groups to areas that automatically determine the capacity of each area.
Keep your work concept in mind while configuring your buildings. The more detailed you go, the harder it is to maintain a flexible work environment.
After determining a level of detail, you can also decide to pair meeting rooms through your work calendar. This allows employees to see:
Admins can pair meeting rooms. However, for enabling a data sync between meeting rooms and Mapiq Office Shifts, you must enable the integration that allows you to connect to your work calendar.
Configuring quota profiles
In the ‘Access’ tab, you can set up multiple quota profiles to address the different needs of groups of employees. There is one quota profile by default. As a Subscription administrator, you can edit and delete this or create new quota profiles.
Profiles can be 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.
Keep it simple. We advise you to limit the number of profiles. The default profile should cover a big chunk of the employees. Other profiles should be the exceptions.
Configuring location profiles
In the ‘Access’ tab, you can easily set up different location profiles. By default, everyone is assigned to a profile without any location restrictions. As a Subscription administrator, you can change and add other profiles.
Profiles can be easily configured:
Change the profile name.
Set the locations where employees within that profile can book.
Try to limit the number of profiles by thinking of areas where people are restricted to go instead of allowed to go.
Set closed days
In addition to setting your quota and location profiles, you can also specify closed days for your offices. Define the buildings, floors, or areas you want to close and set a specific date or date range for this closure. Set a reason for why the specific location is closed and add a note to clarify if needed.
Once a location is closed, all shifts scheduled in this area will be deleted. This change is not yet communicated automatically to the end-users.
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. You can choose batch import to make bulk adjustments to groups of users or edit individual users.
Importing and exporting users in batches
In the ‘Access’ tab, you can see all quota and location profiles and how many users each profile contains. You can import a list of users to a specific quota or location profile. Importing multiple users 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. The ’People’ tab provides the option to add an individual person manually.
When an imported user hasn’t logged in yet, the user will appear in the ‘Users’ tab with only their email address. After the first login, they will be assigned to the correct profile automatically. For your reference, you can also export a list of users per profile.
Automating assignment rules
On the ‘Access’ tab, you can also choose to configure an automatic assignment rule. You can use an extra value (e.g. business unit or department) that will automatically assign someone to that profile.
This is not available by default and needs to be configured. To check which values you can use, you can check if any of these values are shown in the columns of the ‘People’ tab. For a detailed step-by-step guide, read the following article: Automatic user assignment.
Editing individual users
On the ‘People’ tab, you can find an overview of all users with access to the buildings. When users are not imported to the default profile beforehand, they won’t appear until they signed in for the first time. The ’People’ tab also includes a section with guests. These guests can only be provided with a shift via an administrator. The 'People’ tab enables you to search for users, filter on users or to change their access profile via the edit option.
When clicking on a user, the user’s profile page will be opened. This page provides their personal shifts overview. The edit option enables you to change their access profile or delete the user. You can also delete a user directly on this page. When using SSO, users need to be deleted from your directory.
In the ‘Shifts’ tab, you can view the booked shifts per day. You filter on a period to get an overview or search for specific users. As a Subscription 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 this.
In the ‘Analytics’ tab, you will be able to get insights into the booking behavior and plan your building capacity accordingly.
Configuring additional settings
In the ‘Settings’ tab, you can change some additional settings to enhance the Office Shifts experience. You can:
Add instructions or 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 access profiles.
Appoint additional administrators within your environment through the Administrators page
Set a retention period in days, to retain data linked to people for a longer period.
Enable integrations in your environment
In the 'Settings' tab, you can enable and add integrations within your environment. You can choose between the O365 calendar or the Google Workspace Calendar integration.
You can only use one of these Cloud Suites at a time. It is not possible to enable both the O365 and the Google Workspace integration!