In contrast to permanently assigned workplaces, flexible workplaces are not used by just one person, but are available to many, sometimes all, employees. Depending on their work, employees can flexibly decide at which desk they would like to work - at a place in an open-plan office, a desk in a private office or at a table with special equipment. The Flexopus workplace booking system ensures orderly reservation via app.

Desk sharing (also called “hot desking”, “shared desk”, “flexible office”) is a concept of workplace organization in which workstations are not assigned to any person. The desks are made available to everyone free of charge. Desk sharing is often introduced in conjunction with home office to make better use of office workstations. Desk sharing software such as Flexopus is often used to manage shared desks.

Flexopus, a desk sharing app that has won the German Design Award, makes booking flexible workspaces, meeting rooms and parking spaces incredibly easy and quick. Users of the app book their resources in just three steps: 1. Select period 2. Select location or floor 3. Select and book a workstation. Optionally, you can also filter by features and favorites.

In addition to booking shared desks , the workplace booking app Flexopus also allows you to reserve meeting rooms and parking spaces. Catering or janitorial services can also be ordered. The registration or of visitors can also be managed with Flexopus. In principle, Flexopus can be used to visually display every resource around the workplace and make it flexibly bookable.

Flexopus can be easily integrated into the Microsoft Outlook calendar via email booking confirmation and attached .ics file. This means that every booking is automatically transferred to your personal calendar. In addition to the Microsoft Outlook calendar, Flexopus .ics bookings can also be integrated into all other popular calendar applications such as Google or Apple Calendar. In addition to booking confirmations, you can also install our Microsoft Outlook Plugin . Our Microsoft Outlook plugin is also officially listed as a Microsoft Outlook Add-in: Outlook Plugin Store

When was there a lot or little going on in the office? Thanks to Flexopus' Smart Analytics functions , you can analyze the utilization of your entire building and floors down to individual workstations with just a few clicks, identify over- or under-occupancy at an early stage, and initiate appropriate measures. The data can be easily exported or further processed automatically via the REST API from Flexopus.

You can reach us from Monday to Friday during our regular office hours by email at info@flexopus.com, by phone at +49 711 342 085 05, via contact form or on our social media channels Instagram, or LinkedIn. Our team will then contact you as soon as possible. You can also book an appointment with us directly. Alternatively, you can also visit us in person at our headquarters in Stuttgart after making an appointment.

If you discover a bug in our software, you can report it directly to support@flexopus.com . Our IT experts will then address the issue as quickly as possible, investigate and resolve the issue, and contact you if they have any further questions.

If you choose one of our two self-service packages, Flexopus Starter or Flexopus Business, you can register directly online and get started. During the registration process, you provide all relevant information about your company. You will also need a floor plan of your offices and your credit card details.

If you are interested in our Flexopus Enterprise package, please make an appointment with our sales team. There you will first receive personal advice and we will tell you what information we need from you in advance. Once we have all the information, it will only take a few working days until we have set up your individual instance and put it into operation.

At Flexopus, you can choose between standard or premium cards. 

Important note: For consistent quality and a flawless user experience in Flexopus, we always recommend having the premium cards created once initially.

Standard cards are any image files that you upload directly into the software and mark bookable objects in them using the Flexopus card editor. Changes to the maps can also be made completely by yourself with just a few clicks using the integrated map editor.

Premium maps are vector-based graphics created by our team of experienced graphic designers based on submitted data for a fee. You can make changes to the premium cards yourself using the Flexopus card editor. For customers in the Enterprise package, we also provide support for change requests, depending on the support level.

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In the Flexopus Starter and Flexopus Business packages, onboarding takes place exclusively via self-service. This means that companies register online and can start immediately after configuration. During the registration process, you provide information about the company. Next, you make all relevant settings and upload digital standard cards from your office directly into Flexopus. If you would like to purchase Premium Cards , you can order them directly after registration. You will receive the professionally created vector files directly in the system within a maximum of 5 working days. The Flexopus Help Center (also called the online manual) also supports you with many articles on setting up Flexopus. There is also information and training material for admins and end users.

With the Flexopus Enterprise package, you will be supported by a personal Key Account Manager throughout the entire onboarding process. Once our team has received all the relevant information from you to get started with Flexopus, we will set up your individual Flexopus instance for you within a few working days. After successful initial configuration, you will receive a link to accept the software as well as an introduction (admin training) to the system from our key account. We are also personally available to answer any questions you may have afterward. In addition, the Flexopus Help Center is also freely available to all customers of the Enterprise package.

Flexopus is a scalable software that grows with your business. 

In the Flexopus Starter and Flexopus Business packages, you can add additional resources using the card editor. The additional resources will be billed separately (depending on the selected billing mode - annually or monthly).

In the Flexopus Enterprise package, you can also easily add additional resources at any time using the map editor. You can also simply contact our Flexopus service team and we will make a card change for you or create an additional premium card. The Enterprise package only offers the annual billing mode, where the additional costs incurred are recalculated in a final invoice at the end of the billing period.

Yes, there is a demo version of Flexopus. Please contact us for this purpose.

With single sign-on via Google or Microsoft, users do not have to create a new user account. Instead, the data is transferred directly to the Workplace Management Software Flexopus via a SAML2 or OAuth2.0 interface upon first login. This means that users do not have to be invited to Flexopus individually. If the company has established the link to Google or Microsoft, users will also log out of Flexopus using the personal Google or Microsoft login details they know. You can find out more about this in the Flexopus Help Center in the section Integrations.

In addition to the name and email address, other attributes such as job titles or department affiliations can also be synchronized with Flexopus in real time thanks to SAML2. This offers the advantage that your employees’ data only needs to be managed in one place (the company’s Active Directory). In addition to the SAML2 SSO authentication , the workplace management software Flexopus also offers a SCIM API interface for user and group synchronization.

Yes. The Flexopus Workplace Management Platform supports numerous other Identity Providers (IdPs) with regard to Single Sign-On (SSO). With SSO, users do not have to create a new user account, but can log in to Flexopus with their known credentials from the IdP used by the company. The SAML2 and SCIM protocols have been implemented generically, so we can support other IdPs besides Google and Microsoft. You can find more information on this topic in the Flexopus Help Center under Integrations.

Flexopus is hosted by our hosting partner Hetzner Online GmbH on our own dedicated servers exclusively in Germany (Nuremberg and Falkenstein). Both Hetzner and Flexopus are certified according to ISO 27001 and thus meet all information security standards. Flexopus uses NO Amazon Web Services (AWS) and NO Google or Microsoft Cloud infrastructure. This means we always have full control over the data, infrastructure and application. You can find out more about data protection and data security here.

The Workplace Management App Flexopus is subject to the requirements of the GDPR and was and is being developed under these conditions as well as according to the concepts of "privacy by default" and "privacy by design", thus considering data protection from start to finish. For example, Flexopus offers extensive, individually configurable data protection and privacy settings. For example, the anonymization of personal booking data can be individually configured and automated deletion routines can be created. In addition, personal data in the user app can be completely anonymized upon request. Flexopus provides the hosting infrastructure in a dedicated server infrastructure at our hosting partner Hetzner Online GmbH in Germany. Hetzner is a leading server and hosting provider from Germany and, like Flexopus itself, is ISO 27001 certified. Learn more about Flexopus' comprehensive data protection policy here.

The workplace management software Flexopus was developed from the outset as a responsive and mobile application. From a purely technical point of view, Flexopus is therefore a so-called Progressive Web Application (PWA). In addition, FLexopus can be installed as a native Android and iOS app via Google PlayStore and via the Apple AppStore . Furthermore, Flexopus is available as an officially released Microsoft Teams application and can be installed directly from the Microsoft Teams App Library in just a few seconds.

Thanks to the modern, fully responsive application, Flexopus can be used on any device with a modern browser and an internet connection. Whether you use a smartphone, tablet, laptop or desktop PC, Flexopus can be used quickly and easily anywhere. In addition, the user application of the workplace management software Flexopus is accessible according to WCAG.

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With the Flexopus Cloud, you enjoy our all-round, worry-free service. In the cloud version, we take care of the hosting, operation, maintenance, and all relevant security and version updates for you. No installation is necessary on your part. This allows you to focus on your core business and use your resources where they are actually needed.

Thanks to its cloud version, the Workplace Management Platform Flexopus can be used in any company regardless of its own IT infrastructure. All you need to use Flexopus is a modern browser and an internet connection. For setup, we also need floor plans of your office with resources marked on them.

At Flexopus, we focus on developing software that is as lean, powerful, and easy to use as possible. We do not believe in hardware solutions such as motion sensors, as these are usually very expensive and error-prone, and are also often viewed critically by works councils and data protection officers because they provide excessive control over employees. Although the sensors help to measure seat occupancy, they do not offer a solution for desk sharing, as seats must be booked in advance. As a good alternative, we recommend our QR codes, which can be used for ad-hoc bookings on site or for check-in/check-out.

The monthly license fees are calculated based on the number of resources mapped in Flexopus. An object is a workplace, a meeting room or a parking space. Unlike many of our competitors, the number of users is irrelevant to us. Desk sharing essentially requires that there are more employees than available workstations, so for most companies, the "resource" metric is significantly more attractive in terms of price than billing based on users. 

Flexopus offers three packages. Flexopus Starter and Flexopus Business can be booked as self-service packages directly on our website at fixed prices . The costs for Flexopus Enterprise can vary depending on the number of resources, service level and desired additional modules. Please contact our sales team for this purpose.

Some of our customers have demonstrably saved fixed costs with Flexopus by (significantly) reducing their office space while maintaining the same workforce size. This means that there are an average of two employees per workstation, which can optimise the utilisation of the rooms. The savings potential is often significantly higher than the license costs of the desk sharing software. Therefore, the introduction of desk sharing in conjunction with Flexopus is a worthwhile investment in almost all cases.

Desk sharing with Flexopus is possible, thanks to our building management module, for both small companies with 10 employees and corporations with several thousand employees, regardless of size and industry. Our self-service packages Flexopus Starter and Flexopus Business are suitable for companies with up to 100 workstations and can be booked directly via our website. Flexopus Enterprise is suitable for larger companies and organizations. In a personal conversation, we can usually quickly analyze whether the concept of flexible workplaces makes sense for your company. Feel free to contact us at any time.