Broken monitor? Report the issue directly in Flexopus!

Unexpected things happen in the office: a monitor stops working, a height-adjustable desk gets stuck, or there is a large coffee stain on the table. This often ends in emails, sticky notes, or Teams messages – and no one knows exactly who is responsible.

With the free, integrated "Report Issue" feature in Flexopus, such situations can be resolved much more easily. Users can report problems exactly where they occur: at the workstation, in the meeting room, at the parking space, or even with an asset. The reported issue is automatically linked to the corresponding resource or asset and forwarded to the responsible administrators.

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

Reporting an issue with Flexopus: Here is how it works!

The idea behind the feature is simple: When a problem occurs, it is reported directly in the system at the resource or asset using the "Report Issue" button.

Flexopus allows users to link problems to a specific resource. This way, the system knows exactly where the problem is occurring and which resource is affected.

When reporting an issue, users can provide various details, for example:

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

This makes it easy to document things like:

• "Monitor not working"
• "Docking station defective"
• "Desk soiled"
• "QR code on asset unreadable"

By directly assigning issues to a building, floor, or resource, administrators always maintain an overview. This reduces follow-up questions and significantly simplifies the resolution process.

Who receives the issue and what happens next?

As soon as an issue is reported, it is automatically forwarded to the appropriate department.

In Flexopus, this happens in two ways:

1. Via email notification to the responsible manager
2. In the overview within the admin area under "Reported Issues"

Administrators or responsible managers receive an immediate notification and can track the issue within the system.

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

• which issues have been reported
• which resources are affected
• which reports have already been processed

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

The benefits at a glance:

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

This prevents a minor defect from turning into a lengthy communication problem, allowing it to be resolved quickly and easily: directly in Flexopus.

Block a resource as long as the issue has not yet been resolved

If a workstation or asset is defective, it should ideally no longer be bookable. This is exactly where the advantage of an integrated system becomes apparent.

Since issue reports are linked directly to a resource, administrators can quickly identify which workstations or resources are affected. This allows for an immediate response and enables the affected resource to be blocked in the Flexopus admin area so that it can no longer be booked.

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

Fazit

In many companies, office issues are still reported via various channels: email, chat, or word of mouth. This quickly leads to a loss of information or unclear responsibilities, ultimately resulting in frustration and inefficiency.

The Flexopus issue reporting feature makes this process much simpler. Users report an issue directly in the system, linked to the corresponding resource. Administrators automatically receive a notification, can manage the report centrally, block the resource, and make it bookable again once the issue is resolved.