Adding a map

Mapiq allows your colleagues to return to the office in a safe manner. However, giving only a name to the building, floor or area might not be enough for the employees to navigate around. Your colleagues would want to know where their booking is located in an office building. Therefore, adding a map as a visual representation of a floor is a recommended Mapiq practice.

  Desks and Maps

To add desks, it is mandatory to add a map first. A map can also be added to an area without desks for visualization.

  Building already created?

Before continuing, make sure you've already created a building and added floors with areas. Take a look at the Set up your building article for more info on how to set up your building.

What can you do?

  1. Add a level of detail by adding a map for one or multiple floors.
  2. Trace the shape of your map by loading a floor plan.
  3. Set a reference size for your map.
  4. Trace area shapes and link created areas, meeting rooms and facilities to the work areas.
  5. Add, delete or adjust buildings, floors, areas, meeting rooms, facilities and desks.
  6. Save your changes in a draft mode and come back to it at any time.
  7. Review your changes and publish whenever you are ready to go live.

Accessing the admin portal

To access the admin portal, go to 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.

Hotdesks or bookable desks?

You might have encountered the terms Hotdesks and Bookable desks in the building overview. You might have already seen the Hotdesks number increased when adding buildings, floors, or areas, while the Bookable desks did not. So what is the difference? Are there two types of desks? Mapiq decided to have two types of bookings called Hotdesks and Bookable desks. Take a look at the description below to find out the difference between both of them.

A user books a spot in a building, floor, or area. The desk they sit at is not pre-determined, therefore the user can sit at any workstation within a chosen area, floor, or building (subject to admin configuration).
Bookable desks
A user books a specific desk. The desk they sit at is pre-determined by Mapiq's desk suggestion algorithm or selected by the user.  In order to enable this functionality, the desks must be added by an admin, and the "Desk booking" toggle needs to be enabled for that area.

Add a map

Controls of the map editor

Below you can find a list of terms and tools which can be found in the map editor for the floor.

Reference line
Click and release to create a starting point. Drag your mouse to create the line. Click again to create an endpoint. Adjust by dragging either the starting or endpoint to the desired position on the map.
Sets the opacity of the uploaded floor plan to ensure a clear view when drawing the outline. This tool is particularly useful for very detailed images with bright colors.
Floor outline
Outline of the floor, created by multiple reference points. The shape of the floor outline is created by adding reference points along the floor map borders.
Workspace outline
Outline of workspaces, created by multiple reference points. The workspace outline is generated exactly as the floor outline.
Reference point
Points that are added to trace the different outlines. By clicking and dragging the mouse to the next reference point and clicking again, an outline is created. Adding more reference points to the floorplan will complete the outline.
Removing reference point
Click on the reference point after the area is already created. You are unable to remove a reference point during the outline creation.
Midway reference point
Square button that is added automatically to the middle of the line between two reference points. Dragging and dropping a square generates a new reference point in the middle of the two original reference points, allowing for more complex shapes.
Editing a workspace box
Green box on top of the map editor that is used to confirm or delete an outline.
Admins can zoom by either scrolling with the mouse or use the - and + buttons in the bottom right corner of the map editor.
Navigation over the map
To navigate over the map, click, hold and drag your mouse across the screen. Also works when adding reference points.
Preview the created map and see how your colleagues will see the map within the application.

Upload a floor plan

  1. Navigate to the building and the corresponding floor.
  2. Click on + add map.
  3. A new (map) editor opens up.
  4. The only possible option is to add a floor plan by click on button next to Floor plan.
  5. Upload the floor plan of the floor you want to add.
  6. Set the Opacity to your liking to ensure you can clearly trace the floor outline.
  7. If you accidentally uploaded the incorrect floor plan, click on Change floor plan and upload the correct one.
Upload your floor plan in JPG or PNG format
Set the opacity in the map editor

  Floor plan format

The floor map that gets uploaded needs to be in a JPG or PNG format. PDF is not compatible. Online, you can find multiple tools to convert a PDF to JPG or PNG.

Set a map scale

  Map scale

Prior to setting a map scale, make sure you know the dimensions of your building. With an incorrect reference size, desks and areas can become wonky and not reflect reality properly.

  1. After a floorplan is uploaded and the opacity is set to your liking, the reference size option becomes available.
  2. Click on  next to Map scale to set the proper reference size. 
  3. Note that a green block appeared in the area where the floor plan was loaded, and that you can fill in the reference size in a new block.
  4. Fill in the reference size, be aware of the metr ic used (cm by default)!
  5. Now trace the wall, desk, or any known straight edge that corresponds with the map scale. At the starting point, click once and release. Now drag your mouse to your endpoint and click once again to finish.
  6. Not happy with your reference line? Click on the pencil icon so that you are able to see the reference line. Drag either the start- or end-point to its desired location.
Draw a line between two points with a known distance
Set the distance between the two point in the text box of the map scale, note the select metric system!

Trace the floor outline

  1. Now that the reference size is set, the option to draw your floor outline is added.
  2. Click on  next to Floor outline to start drawing.
  3. Trace the outline of the floor, go back to the Controls within the map editor if needed.
  4. After tracing the outline click on Finish in the green block that appeared in the map editor.
  5. You can revisit the outline by first clicking on  next to Floor outline followed by clicking on  next to Outline.
  6. Deleting an outline can be done by clicking   on next to Outline to be removed. Finish by clicking Delete in the green box.

Action bar

After finalizing your floor outline, more tools become available to you. An action bar to add areas, meeting rooms and facilities and the created areas and meeting rooms (check Set up your building) become active. With these tools you can start adding more details and draw in the areas and meeting rooms on the map. You can also revisit your outline, opacity and scale, by clicking on Floor setup.

Action barAreas and meeting rooms

The action bar consist of four actions in total, by hovering over the icons you get a short descirption of the action. Below you can find a list of all the possible actions.

  Add area
To add new areas to the map directly.
  Add desks
To add new desks to an existing area.
  Add room
To add a new room to the map directly.
  Add facility
To add a facility to the map directly.

Draw in areas

  1. Click on    Add area to direcetly create a new area on the map. If you want to draw in an area for an existing area, select this area from the menu under Areas.
  2. After clicking on Add area or selecting the desired area under Areas, a side window pops up on the right side of the map editor where you can set the area properties. Additionally, you are directly able to draw an area in the map. This is noticable due to your cursor changing to a cross and the green Click to draw area outline(s) box.
  3. Draw in an area outline the exact same way as you did the floor outline a few steps earlier, by tracing the outline of the area. After completing your outline press Finish.
  4. After finishing one outline, note that your cursor is still a cross. Meaning you can draw another outline for your area.

      Multiple outlines

    Areas can have multiple outlines. To identify this on the map, colors are associated with an area. The different area outlines within an area all have the same color.

  5. After defining your area outlines, you can edit or delete them by directly clicking on the area within the map editor, or click on the area under Areas.

      Direct editing

    When you directly click on an outline, you are actually editing them! Be mindfull to not Delete your outline on accident. Click either Finish or use the escape button on your keyboard to safely go out of the editing mode! Of course, if you want to delete the outline, please select Delete.

  6. Now that your outline is defined let's address the properties of the area. It is possible to set the following properties:
    1. Setting the area name under Area.
    2. Setting the area capacity under Capacity.
    3. Setting the Rendering as either Enclosed or Open, depending on the area type.
    4. Enable Desk booking for the area. The capacity set under Capacity will automatically be overwritten if desks area added to an area. If Desk booking is not enabled for this area, regardless of whether desks are drawn in or not, it can be referred to as Hotdesks if Desk booking is enabled the area is referred to as a Bookable desks.
      For more information on adding desks please refer to our How to add desks article.
  7. If you are finished with adding all the outlines of one area on the floor, continue to the next by selecting the other area on the left side menu or create a new one and repeat steps 2 - 6.
  8. Happy with the areas that have been drawn in? Review your work by pressing the Preview button in the top right corner to see how it would look like for your colleagues. 
  9. Finalize your work by pressing Done in the top right corner. Your work has now been saved, but hasn't been published yet. You can do that from the other menu. Go over the article Review and publish for more tips.
Add an area and trace the outline of your workspace(s)

Add meeting rooms

After you created your work areas, you can move to adding the meeting rooms on the map.

  Meeting room functionality

Note that the meeting room functionality slightly differes per contract. Depending on your contract you can sync mailboxes to our hybrid meeting solution (Enterprise, Premium), other contracts (Starters, Mapiq Office Shifts contracts) do not have this possibility. Uncertain on what is active for you or do you believe you are eligble to this functionality, please reach out to your Customer Success Manager.

Enterprise, Premium Starter, Mapiq Office Shifts contract
  1. To create a new meeting room directly on the map click on   Add room to create a new meeting room. If you already have meeting rooms created through the buildig setup, select them from the menu on the left side under Meeting rooms.
  2. After selecting or creating a new room you can directly start drawing in the meeting room. Drawing is idenitical to drawing an area or floor outline. You can follow step 2 - 5 from the Draw in areas chapter to draw in a meeting room.
  3. Same as with areas, on the right side of the screen you have the option to set the meeting room properties. Room properties that can be set are:
    1. Name of the meeting room.
    2. Number of seats in next to Seats.
    3. The Room mailbox. If an email address was already configured under your building setup this is pre-filled. If the meeting room is newly created via the map editor, this will be empty. It is not mandatory to fill in an email address, however, by doing so you allow for the room to be synced with one of our hybrid meeting solutions.
    4. Set the Rendering method, to indicate if this is an Enclosed or Open meeting room.
    5. Upload a Photo to visualize the meeting room. Click on Photo >> Upload photo.
    6. Define what the room is used for under Activities.

Add facilities on the map

For further detailing of your map, you can opt for adding facilities to your map. A predefined set of faciliteis are available to you. 

  1. In the map editor, click on Facilities and directly draw the area on the floorplan.
  2. You can add properties to the added facility in the property window on the right. Give the facility a proper name, Type and rendering style from the dropdown menu (Enclosed or Open).
  3. Repeat steps 1 and 2 for for all the different facilities you want to add.

  Displayed icon

The icon assocatied with the chosen Type is visible on the floorplan for the end users. 

How to add desks

After finishing up all the areas and meeting rooms, you can decide to take it one step further and allow colleagues to book a desk. Read our article, How to add desks, to find out how to do it.

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.