3 Flexopus settings that admins almost always overlook

In many companies, the introduction of desk sharing is a big step towards hybrid working and digitizing the office. There is a lot to consider, from choosing the tool to equipping the tables and choosing the right one Desk sharing guide for the team. They chose Flexopus — that was already a great decision!

When introducing Flexopus, a lot must be set individually for all users for the company: from the advance booking period for resources, the storage of photos and logos in the application to the creation of the catering and facility services. This often ignores the exact settings that can make a big difference in everyday work. Not because they are complicated, but because they seem inconspicuous or are simply forgotten.

Perhaps it's the same for you right now: Flexopus is technically correctly set up, resources have been created, users invited, and yet potential remains unused. The reason is often a few but crucial admin settings that were either not configured at all or only partially configured.

In this article, we'll show you three settings that admins almost always overlook and explain why they're essential for data protection, user experience, and seamless bookings. Support expert Nils Häsicke shares his experience with previous cases.

Admin setting number 1:
Fill out privacy settings completely

Data protection is not a side issue, but the basis of every digital application. Transparency is crucial, especially when it comes to workplace management software that works with personal data such as names, bookings and attendance.

In Flexopus, there is a clearly designated area for this in the admin settings. Companies can store their data protection information in full here. These include the legal notice and our own privacy policy. This information is played directly in the application and can be viewed by all users at any time.

What often happens in practice: The area is skipped or only partially filled out during initial setup. The application still works, but there is a gap from a legal and communication perspective. Users do not know who is responsible, how data is processed or who they can contact if they have questions.

“In support, we see time and again that companies set up Flexopus very cleanly, but leave the data protection section empty. This is one of the easiest steps to create trust among employees,” says Nils Häsicke, support expert at Flexopus.

Especially for larger companies or international teams, a properly completed data protection area is more than just a formality. It signals professionalism, legal certainty and transparency. For users, this means that they can use Flexopus without worrying about what happens to their data.

The effort required is minimal, the effect is great. Once properly maintained, this area remains stable and only needs to be updated when there are changes to your own legal texts.

Admin setting number 2:
Activate favorites and attendance list

Workplace Management Software depends on user acceptance. The faster, easier and more intuitive bookings are possible, the more the tool is actually used in everyday life.

Two functions play a central role here: The favorites and the attendance list. Both are deliberately kept slim in Flexopus, but surprisingly often they are not activated or communicated.

Favorites allow users to save frequently used workstations, parking spaces, or meeting rooms. Instead of clicking through floor plans every time you book, one click is enough. Especially in hybrid working models, in which employees have one to three fixed favorite tables, this significantly speeds up the booking process. Flexopus also has an optional one-click booking.

Creating colleagues as favorites should also not be underestimated for team spirit: The attendance list shows at a glance which colleagues are in the office on which day. This makes spontaneous coordination easier, promotes collaboration and makes the office easier to plan. And the favorites are, of course, pinned to the top.

“When it comes to Flexopus, many admins think of resource management first. In doing so, they forget that employees primarily want to know: Who is there today? And how do I book as quickly as possible? That is exactly what favorites and the attendance list are there for,” explains Nils Häsicke. From a support perspective, this is particularly relevant because the lack of activation of these functions often leads to avoidable queries. Users find the booking process unnecessarily cumbersome or miss transparency even though the solution is already available technically.

Admins should therefore not only check whether these functions are activated, but also actively communicate them within the company. A brief note in onboarding or a screenshot on the intranet is often enough to significantly increase usage.

Admin setting number 3:
Manage booking conflicts consciously

By default, Flexopus prevents a user from booking multiple resources at the same time if they overlap in time. This logic makes sense and protects against double bookings and chaos and frustration in everyday life.

However, there are specific scenarios in which exactly this behavior must be adapted. Meeting rooms with sliding partitions are a classic example. Technically, there are several rooms, but from an organizational point of view, they should occasionally be used together.
In such cases, it may be necessary for a user to be able to book several meeting rooms at the same time. Flexopus offers a corresponding setting at admin level, which allows you to specifically control the review of booking conflicts.

What often happens: Admins only come across this topic when users get in touch because bookings are not possible. This would allow the problem to be resolved cleanly in advance. Assuming you know the setting.

“This option is deliberately not standard because it only makes sense in certain cases of use. However, when it is needed, it is extremely helpful and prevents a lot of manual coordination,” says Nils Häsicke.

Conscious use is important here. Deactivating or adjusting conflict testing should always be limited to specific scenarios. Otherwise, it can quickly become confusing when users inadvertently block resources. Admins benefit from regularly checking their room logic and identifying special cases at an early stage. Especially when it comes to growing teams or changing office spaces, it's really worth taking a look at this attitude.

Conclusion: adjust Flexopus to individual requirements

It is often not the big features that determine the success of desk sharing, but the details in the configuration, adapted to the individual needs of users and companies.

Fully maintained data protection information creates trust. Favorites and attendance lists ensure speed, fun to use and more planning in everyday work. And a consciously managed conflict review enables flexible special solutions without breaking processes.

If you check and properly configure these three settings, you get significantly more out of Flexopus and create a pleasant experience for the entire team.