Can I add temporary guests?

To add temporary guests you must be the Admin of Flexwhere within your organization. A temporary guest can be added to the Employee role. After that, the temporary guest must have access to Flexwhere for Desktop.

How do I add a temporary guest as an Employee?

Sign in to the Control Centre. On the menu on the left, click "user". In the "Display name" column, click the "+". Select the Employee role and fill in the further information you want. Click save to add the temporary guest.

How does a temporary guest get access to Flexwhere for Desktop on a guest laptop?

To give the temporary guest access to Flexwhere, the Flexwhere for Desktop app must be downloaded. Download Flexwhere for Desktop from the website, open Flexwhere for Desktop, and log in with the data used when adding the guest as an Employee.

How does a temporary guest get access on an organisation computer?

The Flexwhere for Desktop app will already be installed on an organisation's computer. Let the temporary guest log in to the PC with the information used when adding the guest as an Employee.

Do Admin and Desk Planner need to add someone as an Employee to book a workstation for another person?

No. The Admin and Desk Planner can book a workstation for another person. This does not require adding the person as an Employee in the Control Center.

Is a temporary guest removed automatically?

It depends. If your organization does not use a connector to provide the user data, the user will remain on the list unless manually removed from the Control Center. If the user details are provided via a connector, the temporary guest will not appear on the list when the organization's Active Directory is reloaded the next day, and so disappears from the list of users.

How do I add and manage a guest in Flexwhere?

The Guest role makes it easy to give external partners and collaborators access to Flexwhere without adding them as regular employees.

Guests have the same Flexwhere permissions as employees. They can use Flexwhere on web, iOS, and Android to make bookings, search for colleagues and view workplace details.

How to add a guest?

You can add a guest from the Users section of the Control Centre:

Open Users in the Control Centre.
Add a new user.
Select Guest as the user’s role.
Complete the user details and add the guest.

Once added, the guest automatically receives an invitation email with a link to access Flexwhere and information to help them get started.

What can guests do?

Guests have the same permissions as employees in Flexwhere. They can:

Log in to Flexwhere on web, iOS and Android
Search for colleagues
Make workplace bookings
Use quick booking
View workplace and object details

This means external users get the same booking experience as your employees.

Guests and user directory synchronisation

The important difference between a Guest and an Employee is how they are handled during user directory synchronisation.

Guest users are skipped during user directory syncs. This allows you to manage external partners and collaborators in Flexwhere without including them in your regular employee directory synchronisation.

What does the guest receive?

When you add a new guest, Flexwhere automatically sends them an invitation email.

The email introduces Flexwhere and provides a link to access the platform. Depending on your organisation's setup, the link takes the guest to your Flexwhere domain or the login page.