Settings

In the Settings menu, you can navigate and configure key settings to optimize your workspace experience.

Here are the main categories:

General Settings

Here you can set the office hours, and start and end times, and display occupied rooms as yellow for quick availability checks.
You can define workdays via the portal. This is used if you want to configure the notifications to not be sent on a non-workday. 

To learn how to override the company workday setting on Office level, CLICK HERE.

Booking Settings

You can choose to enforce capacity limits, allow multiple desk bookings, enable full-day reservations, and set booking sync duration, (in this example the duration is set to 180 days).

Visibility Settings

Visibility controls whether colleagues can see who has made a booking in the Workplace app. Users decide their own visibility in the app, but you control the default, whether they are allowed to change it, and which asset types are always visible or always anonymous.

Visibility in the Workplace app

Each user has a Visibility section in the personal profile in the Workplace app, with the Show me to others toggle. When it is on, the user's name and profile picture are shown to colleagues. When it is off, the name is replaced by Anonymous and a disguise icon, both on the map and on the booking. The line below the toggle tells the user how they currently appear, for example You appear visible. or You appear anonymous.

A user's choice applies to one office at a time. The Visibility section shows the office it applies to, so a user who works in more than one office sets their visibility separately in each.

Default visibility

Default visibility decides how users appear on bookings before they change anything themselves.

• Visible – the user's name and profile are shown on the booking.
• Anonymous – the booking is shown, but without the user's name and profile.

The default applies to new users and to users who have never changed their own visibility. Users who have already set their visibility in the Workplace app keep their own choice.

Allow users to change their visibility

This toggle decides whether the default is a starting point or a rule.

• On – users can switch between visible and anonymous themselves, with the Show me to others toggle in the Workplace app.
• Off – the default visibility applies to everyone, including users who have chosen otherwise. In the Workplace app the Show me to others toggle is disabled, and Visibility can't be changed is shown under Set by your organization. Use this when company policy does not allow colleagues to be identified on bookings.

The line below the toggle describes the resulting combination, for example Users are visible by default, but can choose to be anonymous. or Users are anonymous in the app and cannot change it themselves.

Note: A user's own choice is kept, but it is not applied while you have turned this off. Everyone appears as the default visibility. If you allow users to change their visibility again, each user goes back to the setting they had before.

Visibility exceptions

Exceptions take single asset types out of the user's control, so that bookings of that type are always visible or always anonymous regardless of the Show me to others toggle. You can add an exception for any asset type defined under Assets → Asset types.

A typical setup: users decide for themselves whether their desk booking shows their name, while room bookings always show who booked the room when a colleague selects the room in the Workplace app.

To add an exception:

1. Select Add exception.
2. Select the asset type you want to control, for example Room.
3. Select Visible or Anonymous.
4. Select Save.

To remove an exception, select the × at the end of the row, and then select Save.

Exceptions are listed in the Workplace app in the Visibility section of the user's profile, under Set by your organization, with the asset type and whether it is Always visible or Always anonymous. This way users can see where they are still visible or anonymous, even if they change their own setting.

Add an exception for each asset type you want to control. Each exception is set to Visible or Anonymous on its own, and always overrides the user's own setting.

Note: When users are not allowed to change their visibility, an exception only has an effect if it differs from the default visibility. An exception that matches the default is marked Matches default — exception will be removed when saved, and is removed when you select Save.

Set visibility for a single office

The settings above apply to the whole company, and there is always a company-level setting in place. An individual office can have its own visibility settings that override the company settings for bookings in that office – see Office Settings.

Report Issues

The "Reported Issues" setting enables administrators to set up an email address designated for issue reports.

Email Settings

Flowscape supports two authentication methods for sending system emails.
Choose the method depending on the type of SMTP server you want to connect to.

• Modern Authentication (recommended) – the most secure option. Only supported for Office 365.
• Basic Authentication – for other SMTP servers such as AWS SES, SendGrid, or on-premises mail servers.

Use Modern Authentication (Office 365 only)

1. Make sure that an Office 365 integration is already set up.
   For more information, see Integration to Directories and Calendars.
2. Under Select Tenant, choose your Office 365 integration.
3. A user with Office 365 admin rights must click Grant email send permissions.
   Follow the Microsoft flow to grant the Flowscape app the Mail.Send permission.
   
   Note: By default, this permission allows sending from all accounts in the tenant.
   To restrict this, use an Application Access Policy in Exchange Online.
    
4. Add the Email address that should be used for sending system emails.
   Make sure this email address:
   • Exists in the selected Office 365 tenant.
   • Has a valid Office 365 license with a mailbox (for example Exchange Online (Plan 1)).
5. Under Test email address, enter the address where you want to receive a test mail.
   This can be your own email.
6. Click Send test.
   A test email will be sent to the address you entered.
   If you do not receive the email, go back and verify each step above.

Use SMTP Server

1. Add the SMTP server address, for example email-smtp.eu-central-1.amazonaws.com.
2. Select the Port, for example 587.
3. Under Username, enter the email account that will send the emails, for example system_account@company.com.
4. Enter the Password for that account.
5. Add a Reply To email address if you want replies to be sent to another address.
   Leave blank if not needed.
6. Under Test email address, enter the address where you want to receive a test mail.
   This can be your own email.
7. Click Send test.
   A test email will be sent to the specified address.If you do not receive the email, check the server address, port, username, and password.

Devices Settings

Here you can specify login username and password display preferences.

 

Branding

Upload logo for Billboard, Webapp, and Room panels.