Getting started as a Booking Administrator

Booking Administrators have the power to go over all the booking, book on behalf of users and add and remove users from profiles. Certain tabs are visible but not editable.

Applicable to

The functionalities outlined in this article are applicable to:

  • Subscription Owner 
  • Subscription Administrator
  • Building Administrator
  • Booking Administrator

Main functionalities

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

  • Assign users to the 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 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

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.

Getting an overview of administrators

On the administrator section on the Settings tab, you will find an overview of all administrators and their roles. For tasks you do not have permissions for, consult with your Subscription administrator.

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 Booking 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.

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