Flexopus Product Update: Highlights from the last six months

Flexopus has evolved significantly in recent releases, with improvements in workplace booking, service management, visitor experience, device support, and administrative control. From version 2.38.0 to 2.44.0, we pursued a clear goal: to make managing hybrid workplaces more flexible, scalable, and intuitive for both users and administrators. This article provides an overview of all new features and shows at a glance how Flexopus has developed.

Platform and Administration Improvements

Across several releases, we have introduced numerous enhancements that provide administrators with more control, flexibility, and consistency.

Language and User Management

Administrators can now set a default language for users. This ensures consistent onboarding for international teams while still allowing for individual language settings.

Additionally, access delegation (beta) has been introduced. It allows users to designate proxies who can manage bookings on their behalf without sharing login credentials. This feature is particularly suitable for assistant roles, team leads, or executive support.

Device and Display Management

Flexopus has expanded its device ecosystem to include:

• Support for the Android Management API (beta) for centrally managed Android displays
• New kiosk-based device types for specific use cases, such as for service providers or visitors
• More detailed control options for kiosk behavior, including optional QR code scanning

These enhancements facilitate the scalable deployment of Flexopus – from reception areas and floor plans to service terminals.

Workplace Booking and Collaboration

A key focus of the latest releases has been improving visibility and collaboration in the workplace.

Enhancements to the Live Plan and Presence Display

The Live Plan now displays user avatars/profile pictures directly on the floor plans when zoomed in. This makes it easier to see who is on-site and where colleagues are sitting.

‍
Presence features have been further improved by:

• An expanded favorites list with up to 50 colleagues
• Improved filter and search options within favorites
• A clearer display of the presence of key team members

Custom Opening Hours for Buildings

Custom opening hours for individual buildings have been introduced for the Workplace area. Administrators can now define specific opening and closing times for each building, which override global booking limits. This allows for a realistic representation of the varying availability of different locations and provides better control over bookings.

Bookable time slots

When making bookings, users can now select predefined time slots such as morning, afternoon, or all-day, with the times being set automatically.

Improvements in Event Management (Beta)

The Event Management has been continuously expanded, including:

• An attendee tab displaying participation status (accepted, maybe, declined, pending)
• Better integration with calendars and general workplace transparency

Calendar and integration features

Flexopus is strengthening its role as a central workplace management system through deeper integrations.

Microsoft Exchange enhancements

In addition to existing cloud integrations, Flexopus now also supports self-hosted Microsoft Exchange Servers (Beta). This represents a significant step for enterprise customers and on-premises IT environments, enabling:

• Calendar synchronization
• Visibility of events
• Seamless booking processes across different systems

Improvements in Service Management

Service Management has received some of the most extensive functional enhancements in these releases.

Advanced configuration for service providers

Administrators can now configure detailed order settings per service provider, including:

• Requirements for manual approval
• Grace periods for changes
• Restrictions on creating and editing orders
• Weekend availability
• Custom warning notices

Additionally, service providers can define item categories, each with its own configuration. This enables more structured and predictable service workflows.

Improved ordering experience

Users benefit from a smoother ordering process, thanks to features such as:

• Direct entry of the number of participants during the order process
• Clear warning notices for restrictions or limits
• Better visibility of items and clearer layouts
• Catering services can be planned and managed directly from Outlook for linked appointments

Service analytics and exports

Flexopus now offers a service statistics dashboard that provides administrators with insights into the following areas:

• Order volume
• Total order values
• Cost center distribution
• Frequently ordered services

Service orders can also be exported as PDF, CSV, or XLSX files for analysis, sharing, or archiving.

Service Provider Kiosk

A new device type, the Service Provider Kiosk, provides service teams with a read-only overview of assigned orders without access to administrative settings. This is particularly suitable for catering, facility management, or external service providers.

Improvements in visitor management

Visitor processes in Visitor Management have been made faster, more reliable, and more professional. Key new features include:

• Export of daily visitor lists in CSV or XLSX format for reception teams
• Automatic badge printing after check-in at the kiosk
• Optional deactivation of the QR code scanner for kiosk systems without a camera
• Administrators can now allow visitors to check in at the visitor kiosk even without a prior invitation by enabling a corresponding setting and defining kiosk-specific invitation templates

These improvements increase efficiency at the reception without compromising on security or flexibility.

Improvements in asset management

The Asset Management module has also been further secured. It is now no longer possible to delete restricted asset bookings. This ensures that critical equipment remains correctly assigned and prevents unintended interruptions.

What this means for Flexopus users

Between versions 2.38.0 and 2.44.0, Flexopus has evolved from a powerful workplace booking tool into an even more comprehensive platform for hybrid work. The new features provide:

• More transparency for employees
• More control for administrators
• Deeper integrations for IT teams
• Smarter workflows for services and visitors
• Scalable device and kiosk support

This forms the foundation for the next development steps for Flexopus.

For those who want to dive deeper into the individual releases and discover further new features, all details can be found in the full changelogs of the following versions:

• Release 2.38.0
• Release 2.39.0
• Release 2.40.0
• Release 2.41.0
• Release 2.42.0
• Release 2.43.0
• Release 2.44.0