3 Flexopus settings that admins almost always forget

Introducing desk sharing is a major step for many companies toward hybrid work and office digitalization. There is a lot to consider, from choosing the right tool to equipping desks and finding the right Desk Sharing Guide for your team. You have chosen Flexopus – and that was a fantastic decision!

When implementing Flexopus, there are many individual settings to configure for all users: from resource booking lead times and uploading photos and logos in the application to setting up catering and facility services. Often, the very settings that can make a big difference in daily operations are overlooked. Not because they are complicated, but because they seem inconspicuous or are simply forgotten.

Perhaps you are in the same situation: Flexopus is technically set up correctly, resources are created, and users are invited, yet there is still untapped potential. The reason often lies in a few, but crucial, admin settings that were either not configured at all or only partially configured.

In this article, we will show you three settings that admins almost always overlook and explain why they are essential for data privacy, user experience, and smooth booking processes. Support expert Nils Häsicke shares his experience from past cases.

Admin Setting Number 1:
Complete your data privacy settings

Data privacy is not a side issue; it is the foundation of every digital application. Especially with workplace management software that handles personal data such as names, bookings, and attendance, transparency is crucial.

Flexopus has a dedicated section for this in the admin settings. Here, companies can fully store their data privacy information, including their legal notice and privacy policy. This information is displayed directly in the application and is accessible to all users at any time.

What often happens in practice: This section is skipped or only partially filled out during initial setup. The application still works, but a gap is created from a legal and communication perspective. Users do not know who is responsible, how data is processed, or who to contact with questions.

“In support, we repeatedly see companies set up Flexopus very cleanly from a technical standpoint but leave the data privacy section empty. Yet, this is one of the easiest steps to build trust with employees,” says Nils Häsicke, Support Expert at Flexopus.

Especially for larger companies or international teams, a properly completed data privacy section is more than just a formality. It signals professionalism, legal compliance, and transparency. For users, it means they can use Flexopus with peace of mind, without wondering what happens to their data.

The effort required is minimal, but the impact is significant. Once correctly maintained, this area remains stable and only needs to be updated if your legal texts change.

Admin Setting Number 2:
Enable favorites and attendance lists

A Workplace Management Software succeeds or fails based on user adoption. The faster, simpler, and more intuitive the booking process, the more likely the tool will be used in daily operations.

Two features play a central role here: Favorites and the attendance list. Both are intentionally kept lean in Flexopus, yet they are surprisingly often left inactive or uncommunicated.

Favorites allow users to save frequently used desks, parking spaces, or meeting rooms. Instead of clicking through floor plans for every booking, a single click is all it takes. This significantly speeds up the booking process, especially in hybrid work models where employees have one to three preferred desks. Flexopus also offers an optional one-click booking feature.

Adding colleagues as favorites is also not to be underestimated for team spirit: the attendance list shows at a glance which colleagues are in the office on any given day. This facilitates spontaneous coordination, promotes collaboration, and makes the office more predictable. And, of course, favorites are pinned at the top.

"Many admins think of resource management first when they think of Flexopus. In doing so, they forget that employees primarily want to know: Who is here today? And how can I book as quickly as possible? That is exactly what Favorites and the attendance list are for," explains Nils Häsicke. From a support perspective, this is particularly relevant because failing to activate these features often leads to avoidable inquiries. Users may find the booking process unnecessarily cumbersome or feel a lack of transparency, even though the solution is already technically available.

Admins should therefore not only check whether these features are enabled but also actively communicate them within the company. A quick note during onboarding or a screenshot on the intranet is often enough to significantly increase usage.

Admin setting number 3:
Managing booking conflicts intentionally

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

However, there are specific scenarios where this exact behavior needs to be adjusted. A classic example is meeting rooms with movable partitions. Technically, multiple rooms exist, but organizationally, they should occasionally be used together.
In such cases, it may be necessary for a user to be able to book multiple meeting rooms at the same time. Flexopus offers a corresponding setting at the admin level that allows for targeted control over the validation of booking conflicts.

What often happens is that admins only encounter this topic when users reach out because bookings are not possible. Yet, the problem could be solved cleanly in advance—provided one is aware of the setting.

"This option is intentionally not a default because it only makes sense in specific use cases. When it is needed, however, it is extremely helpful and prevents a lot of manual coordination," says Nils Häsicke.

A conscious approach is important here. Deactivating or adjusting conflict validation should always be limited to specific scenarios. Otherwise, things can quickly become confusing if users unintentionally block resources. Admins benefit from regularly reviewing their room logic and identifying special cases early on. Especially with growing teams or changing office layouts, taking a look at this setting is truly worthwhile.

Conclusion: Tailoring Flexopus to individual needs

Often, it is not the major 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 privacy information builds trust. Favorites and attendance lists ensure speed, enjoyment in usage, and better planning in the workday. And intentionally managed conflict validation enables flexible, custom solutions without breaking processes.

Anyone who checks and properly configures these three settings will get significantly more out of Flexopus and create a pleasant experience for the entire team.