How do I find an available desk to book?

FlexWhere displays a visual floor plan of your office, showing which desks are free, occupied, or already booked. Available desks are usually highlighted for easy selection.

Can I book a desk for a specific time or day?

Yes, FlexWhere allows you to select the date and time you need a desk, whether it's for the entire day, a morning, an afternoon, or a custom period.

What information can I see about a desk before booking?

Depending on your organization's setup, you might see details about a desk such as its location, available equipment (e.g., monitor, docking station), and proximity to colleagues.

Is there a limit to how far in advance I can book a desk?

Your organization's FlexWhere administrator usually sets the booking window. You might be able to book days or even weeks in advance.

What happens if I don't show up for my booked desk?

Your organization may have a 'no-show' policy. The system might automatically release the desk after a certain period if you don't check in.

Can I change or cancel my desk booking?

Yes, typically you can modify or cancel your booking through the FlexWhere app or web interface, as long as it's done within the allowed timeframe set by your organization.

Role management

The right access for the right people

Not everyone needs the same access—and that’s the point. Flexwhere makes it easy to assign roles that match each user’s needs. From everyday users to admins, everyone sees what’s relevant, nothing more, nothing less. It keeps things simple, secure, and flexible.

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Admin

The Admin role grants full access to the Flexwhere Control Centre, including managing settings, assigning user roles, and configuring system-wide options.

Manager

Managers have read-only access to the Control Centre, allowing them to view occupancy stats, monitor usage trends, and support strategic decisions without changing settings.

Desk planner

Desk Planners book desks for colleagues or guests—ideal for team coordinators or office managers managing workspace bookings.

Employee

Employees are the default users in Flexwhere. They can quickly book their own desks and instantly find their colleagues—making collaboration easy and office days more productive.

Access

Employee

Desk planner

Manager

Admin

View availability on floor plan

Book desks, parking spots and ad-hoc meeting rooms

Find colleagues

Create and delete group bookings

View Dashboard (statistics)

Monitoring desk occupation trends

Create and delete bookings for others

Full access to the Flexwhere Control Centre

Manage settings (e.g. bookings rules and device set up)

Assign roles and add new users

Overseeing system-wide configurations

Edit floor plan

Why assigning roles matter

Flexwhere roles help your organisation work smarter:

Boost productivity – Users focus on what matters, without unnecessary distractions.
Simplify management – Assign roles instead of setting permissions one by one.
Reduce risk – Prevent accidental changes to key settings.
Strengthen security – Limit access to sensitive areas.