Adding a map

Office Shifts 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 shift will be located in an office building. Therefore, adding a map as a visual representation of a floor is a recommended Mapiq practice.

To add desks, it is mandatory to add a map first. A map can also be added to an area without desks for visualization.
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 to the different shapes.
  5. Add, delete or adjust buildings, floors, areas, maps, 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?

If you paid attention while setting up your building, you might have already noticed 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 editor opens up.
  4. The only possible option is to add a floor plan by click on the button next to 1. Upload 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, use the Change button and upload the correct one.
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

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 the + button next to 2. Set 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 metric 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 the floor outline

  1. Now that the reference size is set, the option to draw your floor outline is added.
  2. Click on the blue button next to 3. Trace map 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 Done in the green block that appeared in the map editor.
  5. You can adjust the outline by first clicking on the pencil icon of 3. Trace map outline followed by clicking on the pencil icon of Outline.
  6. Deleting an outline can be done by clicking on the pencil icon of the Outline to be removed. Finish by clicking Delete in the Editing a workspace box.
Upload floor plan and set opacitySet your map scaleTrace the map outline

Draw in the areas

  1. Now that your outline is defined, notice that in the left column, the areas that were already created are no longer greyed out. If you didn't have any area defined, note that you can now press the + Area button on the left side.
  2. Add an area or select an existing one, the menu on the right side of the screen updates with the area information. You can set the capacity and name of the area here.
  3. On the right side menu, you now have two options, to add workspaces or enable desk booking. Desk booking is disabled as an area outline is required. Desks live in areas, thus it is required before you can add desks.
  4. Click on the of Workspaces.
  5. Trace the outline of a workspace, similar as you did the outline of your floor.
  6. After adding a workspace outline, note that on the left side menu the + Desks option becomes available. This can be used to add desks. Desks are covered in another article, please find it here. Note that on the right side menu, the Desk booking toggle is still disabled as no desks are added yet.
  7. Multiple workspace outlines can be given to 1 area. If for example a restaurant divides a working area, you can trace the outlines of both workspaces, and they will be part of the selected area. Simply press the icon next to Workspaces once more to add another outline.
  8. Want to adjust an area outline? Click on the pencil icon under Workspaces and adjust accordingly.
  9. Want to delete an area outline? Click on the pencil icon under Workspaces and finish by clicking on Delete in the Editing a workspace box.
  10. 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 and repeat steps 4 - 9.
  11. 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. 
  12. 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.
Add an area and trace the outline of your workspace(s)

How to add desks

After finishing up all the areas, 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.

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