Getting started as a Shift administrator

As a Shift administrator, you decide which employees need to be in the office to provide a certain amount of quota. All while taking locations and frequencies into account.  

Main functionalities: 

  • See an overview of the buildings, profiles, users and shifts on the ‘Home’ 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. 
  • Assign users to quota and location profiles on the ‘Access’ tab. 
  • Monitor the way Office Shifts has been used on the ‘Analytics’ tab. 


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 support@mapiq.com.

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.

Importing and exporting users in batches

On the ‘Access’ tab, you can see all quota and location profiles and how many users are in a specific profile. You can import a list of users to specific quota or location profile. Importing 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 for 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 user, 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 on this page. When using SSO, users need to be deleted from your directory.


Managing shifts  

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 Shift 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.  


View analytics  

In the ‘Analytics tab, you will be able to get insights in the booking behavior and do capacity planning.  


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.


T
Thijs is the author of this solution article.

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