Broken monitor? Report the issue directly in Flexopus!

Something unexpected can always happen in everyday office life: A monitor no longer works, a height-adjustable table is stuck, or there is a large coffee stain on the table. This often ends in emails, slips of paper or team messages — and no one knows exactly who is actually responsible.

With Flexopus' free integrated “report a problem” function, such situations are much easier to solve. Users can report problems directly where they occur: at a workstation, in a meeting room, at parking spots or even with an asset. The reported issue is automatically linked to the appropriate resource or asset and forwarded to the appropriate administrators.

This turns a spontaneous problem into a clearly structured task, without any additional tools or communication channels.

Report a problem with Flexopus: Here's how!

The idea behind the function is simple: If a problem occurs, it is reported directly in the system on the resource or on the asset with the “Report a problem” button.

Flexopus enables users to link problems to a specific resource. As a result, the system knows exactly where the problem is occurring and which resource is affected.

When reporting a problem, users can provide various information, for example:

• a title for the problem
• a category
• a description of the incident

For example, you can quickly document:

• “Monitor is not working”
• “Docking station faulty”
• “Dirty table”
• “The QR code on the asset is not readable”

Through direct allocation to the building, floor or resource, administrators always have an overview. This reduces queries and makes processing much easier.

Who receives the problem and what's next?

As soon as a problem is reported, it is automatically forwarded to the appropriate authority.

In Flexopus This is done in two ways:

1. Email notification to the responsible manager
2. In the overview in the admin area under “Reported Issues”

Administrators or responsible managers therefore immediately receive a message and can understand the problem in the system.

In admin area reported problems can be managed centrally. This allows facility teams or IT departments to quickly see:

• What problems were reported
• Which resources are affected
• Which messages have already been processed

In addition, an external ticketing system can also be linked to the Flexopus ticket system via email, so that only one system needs to be maintained.

Die benefits at a glance:

• Problems are directly assigned to the right resource
• Administrators receive automatic notifications
• Problems can be managed centrally in the admin area
• Affected resources and assets can be blocked
• Users are informed about the solution

In this way, a minor defect does not become a lengthy communication problem, but can be resolved quickly and easily: directly in Flexopus.

Lock a resource as long as the problem is not resolved

If a workplace or asset is defective, it should ideally no longer be booked. This is exactly where the advantage of an integrated system comes into play.

Since problem reports are linked directly to a resource, administrators can quickly identify which jobs or resources are affected. This allows you to react immediately and lock the affected resource in the Flexopus admin area so that it can no longer be booked.

The result: less frustration among employees and a better overview of the state of the office infrastructure.

Conclusion

In many companies, problems in the office are still reported via various channels: e-mail, chat or call in the office. This quickly leads to loss of information or unclear responsibilities and ultimately to frustration and inefficiency.

With Flexopus' problem reporting feature, this process is significantly easier. Users report a problem directly in the system, linked to the corresponding resource. Administrators automatically receive a notification, can centrally manage the message, block the resource and make it bookable again after the problem has been resolved.