Getting started as a Building administrator

As a Building Administrator, you are in control of the building. Similarly to the Subscription Administrator, you are allowd to create profiles and make changes to generic setting. You can even, you can assign administrative roles to other colleagues. 


Applicable to

The functionalities outlined in this article are applicable to:

  • Subscription Owner 
  • Subscription Administrator
  • Building Administrator

Main functionalities

  • See an overview of the buildings, profiles, users and bookings on the Home tab.

  • Create buildings and structure them with floors and areas on the Building tab.

  • See an overview of the bookings on the Bookings 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 Mapiq has been used on the Analytics tab.

  • Assign other administrators and edit general settings on the Settings tab.


Accessing Mapiq Admin  

Log in to app.mapiq.com to find the Admin in the menu. 

  Logout and in

To make sure that Mapiq 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 support@mapiq.com.

Before enabling Mapiq to go live and allowing employees to make their bookings, 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.


Assigning administrators

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 Building Administrator, you are able to assing administrator roles. All roles and permissions are explained in this article

You can assign other administrators with the following steps:

  1. Click on the Settings >> Administrators >> Add administrators.
  2. Fill in your colleague’s email address that needs to have administrator permissions. 
  3. Select the administrator role and confirm.

  Admin roles

As a Building administrator, you have the power to give administrator roles to other colleagues. In constrast to a Subscription Administrator, you can only give administrator roles lower than your own admin role.



Configuring buildings

Before employees can start to make bookings, the buildings need to be configured. As a Building Administrator, you can do this by yourself. As a Building Administrator you have the power to control the building and determine the level of detail. There are four levels of detail:

  1. Employees can make a booking in the building – you only have to create a building and set its capacity.
  2. Employees can book on specific floors – you can add floors within a building and add the capacity for each floor.
  3. Employees can book in a specific area – you can add different areas and set the capacity for each area. 
  4. Employees can book a specific desk you can add desk groups to areas that automatically determine the capacity of each area.

  Work concept

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:

  1. A daily overview of meetings they are invited to.
  2. Which of their connections will and will not attend the meeting they are invited to.

  Enable your integration

Admins can pair meeting rooms. However, for enabling a data sync between meeting rooms and Mapiq, 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 are two types of quota profiles:

  • Workspace quota profile
  • Parking quota profile

By default, one quota profile is assigned the default quota profile. As a Building 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 bookings 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. 

  Limit your profiles

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. Similar to quota profiles there are also two types of location profiles:

  • Workspace location profile
  • Parking location profile

By default, everyone is assigned to a profile without any location restrictions. As a Building 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.

  Limit your profiles

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.


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. 

  Booking deletion

Once a location is closed, all bookings scheduled in this area will be deleted. This change is not yet communicated automatically to the end-users.


Assigning users to 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 profiles and how many users each profile contains. You can import a list of users to a specific 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 People 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 booking 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 booking 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.


Managing bookings

In the Bookings tab, you can view the created bookings per day. Within the Bookings tab you have the option to quickly filter on the different booking types (e.g. workspaces or parking spots). Use filters, sort and search for specific users to get the desired result you want. As a Building administrator, you can also delete bookings. The user will not be notified automatically when you delete their booking, so it’s a good idea to inform them about this.  


Viewing analytics

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 Mapiq 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 profiles.

  • Appoint additional administrators within your environment through the Administrators page


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