How does Flexwhere display users at sensor-equipped desks and ad-hoc meeting rooms

Flexwhere uses occupancy sensors to detect whether a workplace or meeting room is being used. When a sensor detects occupancy, Flexwhere can also display the business card of the person who booked that space.

This makes it easier to find colleagues and understand who has booked an occupied workplace or meeting room, while keeping personal information protected.

How does it work?

When a workplace or ad hoc meeting room is equipped with an occupancy sensor, Flexwhere combines the sensor's occupancy status with booking information.

If the sensor detects occupancy and there's an active booking, Flexwhere displays the business card of the person who made the booking instead of "Anonymous".

The business card provides information about the booked user, helping colleagues find each other more easily.

Important: Sensors detect whether a space is occupied, not who is physically present. The displayed identity comes from the active booking.

When is a user's business card displayed?

What you see depends on whether the sensor detects occupancy and whether an active booking exists.

For example, if a colleague has booked a sensor-equipped desk and the sensor detects occupancy during that booking, their business card is displayed. If someone uses the same desk without a booking, the sensor can still detect occupancy, but the person remains anonymous.

Does this also work for ad hoc meeting rooms?

Yes. The same logic applies to sensor-equipped ad hoc meeting rooms.

When a meeting room is occupied and has an active booking, Flexwhere displays the business card of the person who made the booking.

If the room is occupied without an active booking, it shows "Anonymous" instead. This prevents an unrelated or previous booking from being displayed as the current occupant.

What information is displayed?

When a booked user is shown, Flexwhere displays their business card with the available profile information.

On the web app, you can:

• Hover over a workplace to see the booked user and booking time.
• Click a workplace to view the booked user's business card and available details.
• See the user's actual status in the information panel.

The information shown depends on the user's profile and privacy settings.

How is privacy protected?

Flexwhere respects existing privacy settings when displaying sensor occupancy.

No active booking

If a sensor detects occupancy but there's no active booking, the space is shown as "Anonymous". The sensor does not identify the person using it.

Hidden identity

If someone has chosen to hide their identity in Flexwhere, their information remains hidden, even when they have an active booking and the sensor detects occupancy.

Anonymous organisations

Organisations using anonymous mode continue to see "Anonymous". Sensor occupancy does not override the organisation's privacy settings.

What about workplaces without sensors?

Nothing changes for workplaces and meeting rooms without occupancy sensors. They continue to display booking and availability information as before.

Do I need to enable this feature?

The functionality applies to workplaces and ad hoc meeting rooms that have compatible occupancy sensors connected to Flexwhere.

When a connected sensor reports occupancy, Flexwhere uses the available booking information to determine whether to display the booked user's business card or "Anonymous".

No additional action is required from employees to use this display functionality.