Solving errors & conflicts

The building configuration is set, you've set your capacity, added your areas, enabled desk booking, and you want to publish your new building configuration. When pressing the Review & Publish button you find that you have multiple errors and/or conflicts prohibiting you from publishing your configuration. This guide covers all the error and conflict messages you can encounter, and more importantly, how you can resolve them.


Conflicts and errors

Before diving into the specifics, it is good to understand the difference between conflicts and errors.

Issues
A building configuration issue that will prevent you from publishing your building until the issues are resolved.
An example would be a desk group that is placed outside the area boundaries. 
Conflicts
Warns that a change that is about to be done could result in difficulties for the end-user. It will not prohibit you from publishing the building, but it is recommended to resolve the conflict directly after or prior to publishing. A conflict can only appear in an already existing building.
An example of a conflict would be decreasing the capacity of a building/floor/area to a number lower than the shifts already booked on it. In this situation, the conflict will be that more shifts are booked than the capacity allows.
Conflicts were already 'part' of Office Shifts. The example given above, is a great example of what many Administrators were not always aware of. The Conflicts now give the administrator a warning of how some actions will impact the employees. Always be mindful when publishing changes with conflicts.

Conflict messages

N shift(s) on a now deleted location will have to be moved

This message is shown when an area is deleted in the draft of the building, but shifts exist in that area. The error message shows the area name that has been removed (Tech Support in screenshot below) and the number of shifts impacted. 

To resolve this conflict you won't have to take any action. Office Shifts automatically moves the shift up to the higher level in the hierarchy. From desk to corresponding area, from area to corresponding floor and from floor to corresponding building.

If a building is removed, all active shifts are deleted.

People with booked desks will have their shifts moved to the area

This message is basically identical to the first conflict, but instead of a floor-area level, it is on an area-desk level.

To resolve this conflict you won't have to take any action. Office Shifts automatically moves the shift up to the higher level in the hierarchy. From desk to corresponding area, from area to corresponding floor and from floor to corresponding building.

There is/are N overbooked shift(s) because the capacity was lowered

When you encounter this conflict message, it means the capacity in the draft was lowered for the specified area in comparison to the previous published building, and now the number of active reservations exceed the set capacity. The number indicates the number of shifts impacted. 

A few options are available to the administrator to resolve this issue and are listed below:

  • Prior to publishing the building, the number of overbooked shifts are deleted by the administrator. It is advised to notify the user that booked the shift.
    Currently, Office Shifts sends out a notification to the mobile app and will be visible in the notification center. Push notifications are only enforced when enabled by the user. E-mail notifications are not implemented yet.
  • All the booked shifts are deleted by the administrator. All impacted users are notified and are requested to book a new shift. Read the first bullet for information on push notifications.
  • The administrator takes no action. After publishing the new capacity is immediately enforced, meaning nobody else can book on the overbooked building, floor or area. Once the overbooked shifts have transpired, the set capacity is the limit and the user is unable to overbook.
    In this particular case, the administrator accepts that there is a transition period in which the capacity is higher than intended for a period of time.
Office Shifts never removes shifts when the capacity is lowered. Office Shifts has no idea on shift priority. The administrator is required to resolve the issue by following one of the suggested solutions.


N shift(s) will have to be moved to a more specific location

An administrator runs into this conflict when more details are added to the building. Let us take an example of adding areas to a floor. When Shifts are already booked on the floor level, Office Shift does not know how to allocate the shifts to new areas. There is no history or indication to allocate these shifts.

Take note that, when not addressed, the shifts will remain active on the floor level. However, because there are no bookings on area level, Office Shifts visualizes the area with a full capacity. At a certain point, when the combined bookings on area and floor level reach the maximum area capacity, you are unable to book on the area level. The visualization in the app, however, still shows free spots. This number should correspond with the number of booked shifts on floor level

The resolution for this conflict requires you to know how many shifts are booked on the floor level. You can check these shifts on the Shifts tab. There are multiple solutions, before publishing and after publishing. Below a list of best practices:

  • Before publishing, go to the Shifts tab, filter/sort on the affected floor and look up all the active bookings on the current day and future. Remove all of these shifts and notify the user that a new shift will need to be booked after publishing the area. They can specify their own area.
    Mind you, you can also do this steps after publishing, but once it is live you can run into the explained issues. Doing it prior to publishing is cleaner and can save you from confused end users.
  • After publishing, go to the Shifts tab, filter/sort on the affected floor and look up all the active bookings on the current day and future. Export these shifts, so you have an overview of the affected users. Now go to the People tab and edit the shift of the user by using the booking on behalf feature.
  • You follow the exact same steps as the second bullet, however, instead of editing the shifts yourself, you ask the users to edit the shifts themselves and select a specific area. Get an export the same way as noted in the second bullet.
    Note that there is a danger when requesting this. Because you publish the building, it will become live and there is a possibility of the visualization bug appearing. However, if you have a large group of users that are affected, it is quite time-consuming to adjust all the individual shifts. This can save you a bit of time.


Error messages

Every area should have at least 1 workspace

When adding a map, it's necessary to provide each area with a Workspace. It is not possible to leave out an area on your floor plan. The resolution is very straightforward:

  • Click on the area for which a workspace is missing. In the menu that appears on the right side of the screen, you'll see a warning message stating Every area should have at least 1 workspace. A bit lower in this same menu you have the possibility to click on the icon next to Workspaces. Click on the and on the map draw in a workspace, similar to how you draw a building outline.
When drawing in workplaces, please bear in mind that workspaces can't overlap, and that you can draw in multiple workplaces for 1 area.


Incorrect
Correct

Hidden errors

Even though quite some messages are shown to the administrator when something goes wrong, unfortunately not all errors are accompanied by an error/conflict message. This can of course result in a lot of frustration when you are unable to publish even though no issues are reported. 


Desk size exceeds 1000 centimeters

When adding desks, you can set the size of the desk group you add. Based on the set reference size when setting up your map, it is properly displayed on the map. However, it is very important to know that there is a desk size limit. Now the limit is actually quite big, it is set to 1000 centimeters (or 10 meters). That is not your average-sized desk, but very plausible when drawing in a meeting room table. The problem faced when trying to publish the desk is that it disappears from your draft and is not bookable through the app. When going back into your map editor after publishing, you'll see it disappeared here as well. This is due to desk size limit. It is a sneaky one as you are allowed to publish!

The resolution, luckily, is easy. Simply add your desk and ensure the size is smaller than 1000 centimeters. If you still need a desk bigger than 1000 centimeters, it is recommended to draw in two or even three separate desks.


Character length limit of 32 for the building or area name

Office Shifts has a character limit of 32 for naming your building or area (floors are numbered and don't have a name). When a name is filled in that exceeds the 32 characters, Office Shifts prohibits you from publishing the building. This is indicated by an error message that pops up when trying to exceed that number. The error message is not that enriched, however. It can confuse the administrator as there is no indication why this is happening.

Again the solution is easy, ensure your character size does not exceed 32.

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