Setting up access profiles (quota and location)

To control the people flow within your building and limit the number of choices for your employees, quota and location profiles can be used. With quota and location profiles you can match groups or individuals to days they can come to the office, how often they can come to the office, a set building, floor or area. Combining both of them allows you to have full control over your building's capacity.


What can you do?

  1. Set days your employee can come to the office.
  2. Set the number of shifts your employee can book per week.
  3. Determine how far ahead your employee can book a shift in the office.
  4. Limit the locations your employees can book a shift.
  5. Limit your location on building, floor or area level.

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.


Quota- and location profiles

To understand how to correctly assign your users, it is important to know what quota- and location profiles exactly entail. Both a quota- and location profile work on the same principal. Users are assigned to both a quota- and location profile, how you can users exactly, is explained later in this article. The principal might be the same, but what is achieved by assigning users to a quota- and location profile is completely different.

Quota profile
Controls the number of people coming to the office, in which you can set:
  • Week quota: number of shifts a user can book per week.
  • Days ahead: number of days a user can book ahead.
  • Allowed days: determine which days of the week users can come to the office
Location profile
Limits the locations where your users can book a shift. You can enable and disable locations on building, floor and area level. Users that are uploaded to a profile will only see the enabled locations in that profile. Disabled locations are hidden. That way, important locations can have proper capacity for employees that actually need access to a certain location.
Users are always assigned to a profile. Two default profiles are automatically created when you start configuring your quota- and location profiles. This to ensure users are always existing in a profile. By default, these profiles are assigned as the Default profiles. 

Configure a quota profile

On first time use, a default quota is already created. As mentioned above, a user must always exist within a profile. Before you start configuring, ask yourself the following questions?

  • Do I need to make a separation between my users? Think of priority groups or departments dependent of being in the office to do their work.
  • Is my building open in the weekends?
  • Is it relevant to book in advance, or would a few days ahead suffice as well?

After determining what is necessary within your organization, you can go ahead and start configuring the profile(s). Depending on your necessities, you can either adjust the current default profile or create new profiles next to the default profile.

  1. Open the admin portal (https://admin.mapiq.com) and go to the Access tab.
  2. Navigate to the Quota profiles section and click on the Edit button in the top right corner.
  3. If necessary, click on + Add profile to add a profile.
  4. (Re)name the profile so that it's recognizable. We advise to use a descriptive name, which could relate to a department, or group of people.
  5. Select the Week quota by clicking on the drop drown menu and selecting the desired number (max of 7 days).
  6. Now select the Days ahead to set how far in advance a user can book a shift (minimum is 1 day, max is 3 weeks). 
  7. Finalize by selecting the Allowed days, to limit the days in the week this group can book a shift. When selected a blue circle is visualized around the day, disabled days are greyed out.


Configure a location profile

To decide which location profiles you would like to set up, we advise the following steps:

  • Find out the different needs within your organization when it comes to working at specific locations. Think of geographies, functions, or hierarchy.
  • Create groups with different location profiles for those needs.

Next, per group, think of the following questions:

  • Does this group work internationally or nationally?
  • Does this group work in multiple buildings or one home base?
  • Are there restricted areas or floors they can or cannot book a shift?

After you decided how to move forward, start configuring your location profiles.

  1. Open the admin portal (https://admin.mapiq.com) and go to the Access tab.
  2. Navigate to the Location profiles section and click on the Edit button in the top right corner.
  3. + Add profile to add a profile.
  4. (Re)name the profile so that it's recognizable. We advise to use a descriptive name, which could relate to a department, or group of people.
  5. Select Edit locations, a new window pops up as shown below.

  6. In this window a tree overview of all your building elements is shown (building, floor, area). Select the building(s), floor(s) an area(s) you want bookable within the profile.
  7. If you want a profile that includes all the buildings, simply select All buildings.
  8. Three checkbox visualizations are made to indicate the selections made. 
All is selected
A selection of floor(s)/area(s)
Nothing is selected
When a checkbox indicates that All is selected, additional buildings, floors and areas are automatically included for that location profile. If A selection is made, it will not automatically be part of the profile, and it is necessary to add it manually.

Setting a default profile

It was mentioned a few times already, but users must always exist in a profile. This is enforced by selecting a Default profile. There are a few ways to assign users to profiles, which will be explained in the next chapter, but it is important to think about the profile you would like to set as default. A user will automatically be assigned to the Default profile, if no other configuration overrules the allocation of the user. To set the Default profile follow these steps:

  1. Open the admin portal (https://admin.mapiq.com) and go to the Settings tab.
  2. Navigate to the Location profiles section and click on the Edit button in the top right corner.
  3. Ensure you are on the General page of the Settings tab.
  4. Click on the Edit button in the Booking behavior block.
  5. Set a Default quota profile and Default location profile
  6. You can select any of the created profiles from the dropdown menu.
  7. Press Save changes in the right top corner to finalize.
You either need Subscription- or Building Administrator permissions to perform this action.

Adding users to profiles

Now that you know how to create quota- and location profiles and how to set a default profile, you can add users to your profiles. You can assign different profiles to users through three different ways:

  1. Individual assignment
  2. CSV import
  3. Automatic profiles assignment

If you don't add users to other profiles, they will receive the Default profile that you set in the previous chapter.

Be aware that certain profile assignment overrule others. Individual assignment and CSV import will overrule Automatic profiles assignment, whereas Automatic profiles assignment overrules the Default profile assignment. That means, that if a user is imported through a CSV import, but also exist in an Automatic profile, the user is assigned to the profile of the CSV import. 
A flow diagram can be found in the Automatic user assignment article.


When do I need to assign users to a profile?

As explained, Mapiq uses profiles to set booking permissions for users active within that profile. A user must live in a profile, to ensure that happens Default profiles are set. Any user not assigned to a profile, are added to the Default profile. But when and why should you assign a user to a quota- or location profile? Of course, this decision is up to you as an administrator. To make this decision easier, it is good to know how a user is created.

A user is created whenever a user logs in to Mapiq or when a user is added through Individual assignment or CSV import. If a user is created and loaded into a profile prior to their login they receive the status Inactive, when the user logs in for the first time this changes to Active. Inactive and Active users can be assigned to a profile. In case an Inactive user is added to a profile, the proper booking permissions are in immediate effect upon login. If you don't add them to a profile prior to the login, the Default profile is assigned. 

In general we see that a correct Default profile covers most of the users within your organization, but it is advised to upload exceptions prior to their login.

The only exception is when Automatic profiles assignment is active. In that particular case the user is assigned a profile based on claims upon first login. Read our Automatic user assignment article for more information. 

Individual assignment

Individual assignment is a perfect solution if you want to adjust the profiles of a small group of users. It is called individual assignment, because you need to open up each user individually. This becomes too time-consuming for a group of users. To adjust the profile of an individual follow these steps:

  1. Go to the People tab.
  2. In the User list search and click on the user you want to adjust the profile for.
  3. The user overview pops up, in which you can view the user's profiles and week schedule. This screen would also be used for Booking on Behalf of someone else.
  4. On the left side menu, click on the Edit button.
  5. The entries below Quota profile: and Location profile: will change to a dropdown menu. In the dropdown menu you can select all the available quota- or location profiles.
  6. Finish by pressing Save in the top corner.


CSV import

A CSV import is used when you want to import a group of users into a certain profile. The CSV import works identically for quota- and location profiles. The CSV that needs to be imported consists of a (long) list of e-mail addresses. To import a CSV list follow this best practice (this example is with a quota profile, but can also be followed to add users to location profiles):

  1. Go to the Access tab.
  2. Scroll to the Quote profiles section and click on the Edit button.
  3. Click the Edit users button in the profile you want to add the users.
  4. In the window that pops up you have three options:
    1. Download the user list: downloads a CSV file with all the e-mail addresses of the users in the profile. When empty, no e-mail address is found, but you can use it as a template.
    2. Set automatic assingment: if configured, you can set the specific values for the automatic assignment.
    3. Import users: to import a CSV file into the profile.
  5. It's adviced to download the user list first by clicking on Dowload user list.
  6. If it's empty it's a perfect template to append e-mail addresses to, if it's filled already you can append users below the last e-mail address.
  7. When you have a CSV file ready to upload, click on Select .csv file under Import users.
  8. Click Confirm after it's uploaded.
  9. After uploading, your change is indicated by a orangs disc in front of the adjusted profile, as well as in front of the Access tab. To finalize your change click Save in the top right corner of the Quota profiles section.
  10. After pressing Save, another window pops up summarzing the changes made. Confirm these changes.
  11. A confirmation message is shown when the change is completed.
If you want to transfer a group of existing users to a different profile, the same steps can be performed. Mapiq recognizes if the e-mail address is already active in the profile, if not they are transferred to the new profile.

Managing your CSV file

When you download your CSV file via the Dowload user list option, a CSV file is obtained that contains one column of information. Column A contains a header called Email, with a list of e-mail addresses below the header. Note that this would be empty if no users were assigned this profile. In this example six users were in the profile. To add users simply append the e-mail addresses under the last entry. In this screenshot, from line 8 onwards. After appending and saving your CSV file, you're ready to import the CSV file by following the steps outlined in the previous chapter.

Important to keep in mind, removing users from the CSV file will not remove them from the profile. CSV imports only transfer or add users to the profile! A transfer takes place when a user already exists in another profile and is imported into another profile. A user is added when the user is imported but not known in another profile.
If you clear the CSV file of e-mail addresses nothing will happen. Mapiq does not detect any new e-mail address to be added or transferred. The users already in the profile remain where they are.
When an e-mail address exist in two profiles, the user is added into the profile where the latest CSV import took place. As users can only be added or transfered, Mapiq recongizes the e-mail address when the second CSV import takes place, and transfers the user to this profile.

Automatic profiles assignment

It is also possible to automatically assigning users to a location profile. Via your Active Directory, you can automatically assign profiles based on department, business unit, job title, home base, and/or country. When adding people to a profile (location or quota) you can select automatic profile assignment. Both methods can exist next to each other. If you want more information, take a look at the dedicated article written about it here and get in touch with your Customer Success Manager if you would like to implement it.

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