Set up your building

 

Mapiq allows you to create your building on a digital platform. An accurate configuration of your building creates a representative digital model which allows your employees to find a suitable working spot in a matter of seconds!

In order to configure your building, you will need to be a Subscription administrator or Building administrator. In this article, we'll explain how you can create your building. You can find step-by-step guides on how to add more details, like a map or desks, in other articles.


What can you do?

  1. Create a building.
  2. Determine the desired level of detail, add floors and areas.
  3. Set a safe capacity for your office.
  4. Give a clear name to your building and areas.
  5. Add, delete or adjust buildings, floors, and areas.
  6. Save your building as a draft, and come back to it later.
  7. Review your changes and publish whenever you are ready to go live.

Accessing the admin portal

To access the admin portal, go to https://admin.mapiq.com and log in with your company account. If you receive a message informing you that you don't have the right to access it, get in touch with your Subscription administrator. They can set the proper permissions for your account. Not sure who to contact? Go to 'Your Profile' in the top right corner and a contact e-mail address will be shown under 'Questions' (if properly configured by your company). Not sure what permission level you need to adjust/configure your building? Check out this article to find out all about permissions.


Configure your building

Add building

  1. Log in to https://admin.mapiq.com.
  2. Go to the Buildings tab.
  3. You'll see the building you're currently viewing on the left top of the page. To select another building, click on the drop-down area next to the building name and select a building from the list. If this is your first time configuring, you'll see a button to add your new building.
    No buildingBuilding selector
  4. Click on + Add your first building or click on the dropdown arrow and select Create a new building
  5. A new window will pop up where you can set the building name and the timezone of the building. Press Add to create the building.
  6. You are now on the overview page of the newly created building. You can set a safe capacity and select the days your building will be open by going pressing Edit.
  7. If you want to set the capacity for your building you will need to navigate to Desks in the menu on the left-hand side. On the Desks page, go to Building capacity below the Building header, set your capacity, and press Done. 
  8. Congratulations, your building is created and set up. The building overview is automatically updated with the number of floors, areas, and desks when configured.
Don't know your total capacity (yet)? No worries, it's not mandatory to fill it in. Ultimately, the total capacity will be determined by summing up the capacity of the underlying floors and/or areas. In this case, the capacity set at the building level is overwritten. Not planning to add floors and/or areas? Then ensure a safe capacity is set.

Add floors

  1. Select your newly created building.
  2. Return to the Overview in the menu on the left.
  3. Click + Add floor at the top of your building overview or click Add at the bottom of your building overview.
  4. The two buttons have the same end result but through slightly different means. By using + Add floor, a new window is shown where you can specify which floor you need to add.
  5. When adding a floor through Add at the bottom of the building overview, this window is not shown and a floor is immediately created. Note that you will need to set the floor level yourself.
    A new floor will automatically have an incremental floor number. Meaning that if the first floor is already in use, it will automatically suggest adding the second floor.
  6. Note that you are also able to add a map on the newly created floor, if you want. For now, press Done
  7. A floor is added below the general overview of your building. 
  8. For setting a capacity, repeat the same steps as you took for adding a capacity for the building. Choose Desks from the menu, scroll until you see the new floor in your building overview, select your capacity, and press Done.
  9. Repeat the steps above if you want to add multiple floors.
Note that you also have the possibility to add a map, adding a map is covered in a different article. Follow this link to check it out.

Add areas

  1. Select the building created.
  2. In the menu on the left, select Desks.
  3. Press + Add area below the newly added floors.
  4. Give the area a clear name.
  5. Set a safe capacity.
  6. By clicking on the + button you will be automatically taken to the map editor in order to draw this new area. 
  7. You can add as many areas as you like to a single floor. Ensure that every area has a unique name.
  8. Add more areas by repeating the steps above.
Tip! We frequently see that areas are named after specific departments, mainly because this is very descriptive and helps your users orientate properly in your building.

Add meeting rooms

Note that the meeting room functionality slightly differs per contract. Depending on your contract you can sync mailboxes to our hybrid meeting solution (Enterprise, Premium), other contracts (Starters, Legacy contracts) do not have this possibility.
Uncertain of what is active for you or do you believe you are eligible for this functionality, please reach out to your Customer Success Manager.
Enterprise, PremiumStarter, Legacy product
  1. Again, select the building created to add the desired meeting rooms.
  2. In the menu on the left, select Meeting rooms.
  3. Click on + Add meeting room.
  4. A new window opens up on the right side of the screen.
  5. Enter the meeting room name.
  6. Select the Room mailbox from the dropdown menu.
     
    To have the possibility to link the Room mailbox the integration with your work calendar needs to be activated! Follow this link to find out how to turn this on.
  7. After pairing, you can add more information about the meeting room, such as where the room is used for or what equipment you can find here.
  8. To visualize the meeting room for your users, upload a photo of the meeting room as well.
  9. Repeat the steps to add more meeting rooms and room information.

Adjusting & deleting

Adjust your building

Making adjustments within your building is very easy. Simply navigate to the Buildings tab and select the building, underlying floor, or area. The same menus that were used to create the building are shown. In these menus, you can adjust your building accordingly.

Be aware when adjusting your capacity, specifically when lowering the capacity in your building. Any reservations made prior to the capacity change will not be removed. To ensure no overbooking occurs, plan in your changes beforehand or manually remove shifts prior to the change. Reservations are only removed when a building is completely deleted. Read our Review and publish article for more information

Delete buildings, floors, and areas

If, for whatever reason, a building or any of its components needs to be deleted, you can do so by navigating to the specific building and performing respective actions per component.

Meeting room
  1. Navigate to the meeting room you want to delete.
  2. Select the room and press Delete meeting room in the bottom of the menu.
  3. Confirm the deletion in the pop-up that appears.
Areas
  1. Navigate to the area you want to delete.
  2. Click on the area and press Delete area in the bottom of the menu.
  3. Confirm the deletion in the pop-up that appears.
Floor
  1. Navigate to the floor you want to delete.
  2. Scroll down in the floor menu and click on Delete floor.
  3. Confirm the deletion in the pop-up that appears.
  4. Note that potential areas within that floor are also deleted.
Buildings
  1. Navigate to the building you want to delete.
  2. Click on the gear icon next to the building name.
  3. In the menu that pops-up, click on Delete building.
  4. Confirm the deletion in the pop-up that appears by typing in the building name.
  5. Note that the complete building is deleted.

Adding a map and desks

Besides the standard building, floor and areas, you can also opt for adding a map and desks, giving you just that extra level of detail needed. You can find the separate articles explaining both of these functionalities below. Click on the links to get redirected to the correct article.

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