Google Workspace and Flexopus — How to seamlessly integrate Google with the booking system

Hybrid work, flexible office space and digital processes are now an integral part of modern work concepts. At the same time, companies are faced with the challenge of combining a variety of tools in a meaningful way without overwhelming employees with various software, apps and processes. If you use Google Workspace as a central work platform, seamless integration with other software and workplace tools is crucial for acceptance, security, and efficiency of everyday work. This includes the introduction of desk sharing software such as Flexopus.

Flexopus has a variety of possible different integrations, including Google Workspace. As a Smart Office Solution, Flexopus fits seamlessly into existing IT landscapes and offers all common Google integrations that meaningfully expand the digital office. In this article, we show how Flexopus harmonizes with Google Workspace and why the combination of workplace booking and Google ecosystem creates real added value in everyday working life. Completely without the introduction of completely new processes and double use. Flexopus all-in-one does this with Google Workspace integrations such as SAML2, Google OAuth and Google Calendar Sync — even profile pictures can be transferred!

Why integration with Google Workspace is critical for modern businesses

Google Workspace, including calendar and Gmail, is at the heart of daily collaboration in many companies, as this is where daily communication and business planning take place via emails and employee calendars. Gmail serves as a central communication platform, Google Calendar as a binding planning tool and Google Workspace itself as an identity provider for numerous applications. For teams to be able to work flexibly, securely, and without media breaks, a Workplace Management Software like Flexopus is needed so it can fit seamlessly into the existing digital infrastructure.

There are various Google integrations with Flexopus for this. They ensure that login to the workplace management system, scheduling and resource booking do not take place in isolated systems, but become part of a uniform digital workflow. The result is significantly higher user acceptance and a much lower administrative effort.

Single sign-on with Google Workspace SAML2

A core part of Google integration is the connection of Flexopus via Google Workspace SAML2. This integration allows companies to use Google as a central identity provider and fully control access to Flexopus via the Google Workspace admin console.

For employees, this means that they can log in to Flexopus with their existing Google account without having to manage an additional password and account. This is called SSO (single sign-on) via the Google account. For administrators, this integration provides maximum control and overview of user rights, domains, and access rules. Authentication is carried out using the established SAML2 standard, which is widely used in professional IT environments and offers a high level of security.

Especially in combination with two-factor authentication, for example via Google Authenticator, Flexopus fits seamlessly into existing security concepts. This not only reduces risks and increases data protection, but also simplifies onboarding and creating new users, as well as offboarding and deleting retired employees.

Alternative login via Google OAuth

In addition to classic Google SAML2 integration, Flexopus also supports logging in via Google OAuth. This variant offers an easy way to allow users to log in via their Google account without having to complete a full SAML2 configuration.

Here, too, the login remains familiar, as it is based on the well-known Google login logic. Companies can determine which email domains are allowed, ensuring that only authorized people have access to Flexopus. In combination with security features from Google Workspace, such as Google Authenticator, OAuth provides a high level of data security.

Which variant is more suitable depends on internal IT guidelines. While Google SAML2 is particularly recommended for larger environments with many users, OAuth is good for simpler, smaller setups or as a supplementary login option.

Google Calendar integration for room and resource bookings

A particularly practical part of Google integration is the synchronization of Flexopus with Google Calendar. In many companies, the Google Calendar is the central organ for scheduling and room planning. Flexopus extends this workflow with structured resource management without replacing existing processes.

By connecting Google Calendar resources, bookings can be synchronized between both systems. Appointments created in Google Calendar for meeting rooms automatically appear in Flexopus. At the same time, bookings made in Flexopus, whether digitally or on a Meeting room display, are visible directly in Google Calendar.

This creates a consistent database, regardless of which software is used for booking. Employees continue to work with their usual Google calendar, while Flexopus provides transparency, utilization analyses and structured booking logics in the background.

Gmail as part of everyday use

Gmail can also be seamlessly linked to Flexopus. Booking confirmations, reminders or organizational notes are sent by email and end up directly in the users' Google inbox. As a result, all relevant information relating to workplace or room bookings remains centrally bundled and can be found at any time. In addition, Flexopus makes it easy to add catering and facility services to any meeting room. This process takes place with Gmail.

Just in hybrid working life this close integration of Gmail and Flexopus ensures that employees are always informed and can act from a single source without having to actively look into multiple systems.

Profile picture and more information: Synchronization from Google Workspace

Another detail of Google integration is the optional synchronization of information such as Profile pictures from Google Workspace with Google profile picture sync. User profiles in Flexopus are automatically supplemented with images from the Google account. This ensures a uniform presentation in Flexopus and Google Workspace and makes orientation easier and promotes team structure, for example in team or location overviews.

How to make the most of Google integration

• Make sure you have admin access to your Google Workspace corporate account
  
• Opt for Google SAML2 if you want maximum security and centralized user administration, as well as bidirectional synchronization of systems
  
• Use Google OAuth as a flexible alternative or additional login option via SSO
  
• Activate Google Calendar integration to sync room and resource bookings across systems
  
• Integrate Gmail into internal communication processes to automatically inform users about bookings
  
• For more personality and individualization, integrate the profile picture synchronization between Flexopus and Google
  

Conclusion: Flexopus and Google Workspace as a powerful set-up for the modern office

Google integration with Flexopus combines modern Workplace Management with the familiar Google work environment. The Google SAML2 integration offers a secure login function, flexible authentication is possible with Google OAuth and Google Authenticator, and intelligent room planning via Google Calendar is possible using a calendar link. Flexopus fits seamlessly into all processes in your Google Workspace and intelligently complements your processes.

Companies benefit from clear processes, less administrative effort and a high level of acceptance among employees. If you already use Google Workspace, Flexopus is the ideal addition for an efficient, flexible and sustainable office by adding to workplace booking, parking space booking, or meeting room booking.