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Getting started

Peter Reigo
Updated

This article covers everything you need to start using the Workplace app: what it does, how to sign in, how to choose your office, and where to find things.

Introduction

The Flowscape Workplace app helps you plan your time at the office. Use it to book rooms, desks, parking, and other resources, find colleagues, and report office issues.

The app is available as a native iOS app, a native Android app, and a responsive web app, so you can use it from your phone, tablet, or laptop.

What you can do

  • Book a resource. Reserve rooms, desks, parking spaces, lockers, dog spaces, and other resources your office offers.
  • Plan your week. Set where you'll be each day and see who else is in the office.
  • Find colleagues. Search for coworkers, see where they sit, and follow the people you work with most.
  • Report office issues. Flag broken equipment so it can be fixed.

Get started

  1. Download the Workplace app from the App Store or Google Play, or open the web app in your browser.
  2. Sign in. See the Sign in to the app section below for sign-in options.
  3. If your organization has more than one office, select yours. See the Select your office section below.

Sign in to the app

Most users sign in with Google or Microsoft. If your organization uses a different method, you can sign in with an email address and password, or with a one-time verification code sent to your email. If you're not sure which method to use, contact your system administrator or IT help desk.

Sign in with Google or Microsoft

On the web

  1. Go to https://login.flowscape.se/workplace in your browser.
  2. Select Sign in with Google or Sign in with Microsoft.
  3. Follow the prompts from your authentication provider to complete sign-in.

On mobile

  1. Open the Workplace app.
  2. Select Login.
  3. Select Sign in with Google or Sign in with Microsoft.
  4. Follow the prompts from your authentication provider to complete sign-in.

Sign in with email and password

If your organization doesn't use Google or Microsoft sign-in, you can sign in with an email address and password instead. You'll need your company name, which your system administrator can provide.

On the web

  1. Go to https://login.flowscape.se/workplace.
  2. Select More options.
  3. Enter your company name and continue.
  4. Select Sign in with email.
  5. Enter your email address and password.

On mobile

  1. Open the Workplace app.
  2. Select Login, then More options.
  3. Enter your company name and continue.
  4. Select Sign in with email.
  5. Enter your email address and password.

Sign in with a verification code

If you don't have your password, you can sign in with a one-time code sent to your email.

  1. Follow steps 1–5 of Sign in with email and password above to reach the password screen. 
  2. Select Or Sign in with verification code instead of entering your password. 
  3. Check your email for the code. The code is valid for 10 minutes. Enter the code to sign in.

Reset your password

If you've forgotten your password, request a new one from the password screen.

  1. Follow steps 1–5 of Sign in with email and password above to reach the password screen. 
  2. Select Request new password.
  3. Select Set new password.
  4. Check your email for instructions on setting a new password.

Sign in to an on-premise installation

If your organization runs the Workplace app on its own server, you'll need a company-specific URL or server address from your system administrator.

On the web

  1. Get your company-specific URL from your system administrator. It will look like company.flowscape.se/workplace, where company is replaced with your company name.
  2. Open the URL in your browser.
  3. Sign in using any of the methods described above.

On mobile

  1. Get the server address from your system administrator.
  2. Open the Workplace app.
  3. On the welcome screen, select Custom Login.
  4. Enter the server address.
  5. Select Login and sign in using any of the methods described above.

Select your office

If your organization has more than one office, the Workplace app shows content for one office at a time. Switch offices to see resources, colleagues, and bookings at a different location.

  1. From the Home view, select the office name at the top of the screen.
  2. Browse offices grouped by country, or search by name.
  3. Select an office.

The selected office is marked with a checkmark. The Home, Office, Calendar, and Colleagues views all update to show content for the office you choose.

A tour of the app

The Workplace app has four tabs. On mobile, you'll find them at the bottom of the screen. On the web, they're at the top.

Home

The Home view shows your day at a glance.

  • Office image and name — the building shown is your currently selected office.
  • Date navigation — scroll back or forward to see other days.
  • Bookings — your reservations for the selected day.
  • Work location — set whether you'll be at the office, working remotely, or off work.
  • Colleagues — people you follow who are at the office on the selected day.
  • Links — quick links to tools your organization has set up, such as time reporting or google way finding to the office.

Office

The Office view is where you book resources.

  • 3D map — see your office layout and select any resource to view details.
  • List view — browse resources by floor, with photos and capacity info.
  • Filters — Available, Bookable, and Non-bookable.
  • Search — find a specific resource by name.

Calendar

The Calendar view shows all your bookings in one place.

  • Week navigation — use the arrows to move between weeks. 
  • View options — choose Day, Working week, or Week view. 
  • Week strip — dots under dates show days you have bookings. 
  • Bookings — select any booking to see details or make changes. 
  • Work location — set where you'll be for each day of the week.

Colleagues

The Colleagues view is where you find coworkers.

  • Search — find any colleague by name, title, or department. 
  • Bookmark icon — select the icon on a colleague's card to follow them. Followed colleagues appear at the top of this list and in your Home view on days when they're at the office. 
  • Select a colleague to see their contact details and where they sit.

Your Home view

The Home view is the first thing you see when you open the Workplace app. It gives you a snapshot of your day.

Office image and name

The image at the top of Home is configured by your organization — it might show your office, promote an upcoming event, or highlight important information. Select the office name to switch to a different office.

Date navigation

Use the arrows or select the date to view another day. Select the refresh icon to return to today. The Bookings and Colleagues sections update to match the date you choose. If you move to the Office tab, the date carries over.

Bookings

Shows the resources you have reserved for the selected day. Select any booking to see details or make changes. From the booking details, select the pin icon to zoom the map to the resource's location.

Work location

Tells your followed colleagues where you'll be on the selected day. Select the dropdown to change between your office, Remote, Off work, or Not decided.

Colleagues

Shows the colleagues you follow who are at the office on the selected day.

  • Colleagues working in a different office than the selected one appear faded out.
  • A checkmark on a colleague means they've booked a desk.
  • The icon at the top right shows the overall desk booking status for the office on the selected day: None expected, Few expected, Some expected, Many expected, or Full.

Links

Quick links to tools your organization uses, such as time reporting, taxi ordering, or a Google Maps link to the office. Links are configured by your organization.

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