Transitioning from Business Trial to Flexwhere Basic

At Flexwhere, we want you to experience the full power of our platform from day one. That’s why every new sign-up starts with a 30-day Business Trial.

If you choose not to upgrade to a paid plan at the end of those 30 days, your account will automatically move to Flexwhere Basic. Don’t worry—you won't lose your office setup, but some advanced features will change or be disabled. 

Here is exactly what happens to your features and data when you move to the Basic plan:

📅 Bookings & Resources

While standard desk and ad-hoc meeting room bookings remain active, specialised resources will be adjusted:

• Advanced Booking Window: Your ability to book in advance changes from 32 days to 1 week (8 days). Any bookings already made beyond that week will still be honored, but new ones will be limited to the 7-day window.
• Specialized Resources: Parking spots and Pool cars will be removed from your floor plan. Bookings for Parking Spots and Pool Cars will be deleted.
• Booking Limitations: Features such as Guest bookings, Group bookings, Recurring bookings, and the ability to book for colleagues will be disabled.
• Work Zones: Any established Work Zones will be removed.

🤝 Collaboration & Buddy Lists

Flexwhere Basic keeps you connected, but with a more streamlined focus:

• Buddy Lists: There is no Buddy List in the Basic plan.
• Visibility: You will no longer be able to see the specific booking lists of your buddies, though you can still see the general in-office overview for all colleagues.
• Kiosk Mode: If you have been using Kiosk mode for on-site displays, this will be disabled.

🔌 Integrations & Connectivity

The Basic plan operates as a standalone tool. On Day 31, external connections will be disabled:

• Calendar Sync: Connections to Outlook, Google Calendar, or Topdesk for meeting rooms will be disabled.
• Meeting Room App: Your connection to the Flexwhere Meeting Room app and meeting room invitations will cease.
• Third-Party Tools: Integrations with Microsoft Teams, Microsoft Graph, and Virtual Machines (Citrix, VMWare, etc.) will be disconnected.

📊 Data & Occupation

To keep the Basic plan free, we limit high-level data processing:

• Analytics Dashboard: Access to the data dashboard, including Historical Data and Resource Heatmaps, will be disabled.
• Automatic Occupation: "Hands-free" features like automatic claim/release via Wi-Fi, IP address, or Sensors will also be disabled. You will switch to manual occupation.

🛠 Administration & Support

• User Management: CSV user uploads and the ability to manage User Groups or delegate specific User Roles will be discontinued. Any users with the role Manager or Desk Booker will be changed to Employee. 
• Platform Access: Access to the Desktop Application will be disabled; however, you can continue using the Web version and Mobile apps.
• Support: You will continue to have full access to our Knowledge Base, Chatbot, and Email support, though Telephone support is reserved for Paid plans.

Want to keep your Business features?

If you've found that the Dashboards, Calendar integrations, or Buddy Lists are essential to your team's workflow, you can upgrade at any time through the Control Centre. All your data and settings are saved and will be reactivated instantly upon upgrade.

Quick overview of what changes: 

Common Questions

Will my floor plan be deleted? No. Your "digital office" remains as you built it. You can continue to use your floor plan for desk and ad-hoc room bookings. However, the added resources (parking spots and pool cars) will be deleted from your floor plan. 

What happens to my future bookings? If you booked a desk 3 weeks in advance while on the trial, that booking will still be honored. However, starting on Day 31, you will only be able to make new bookings up to 8 days in advance.

Can I get my data back if I upgrade later? Your historical data, certain advanced settings, and integrations will be disabled when downgrading. As soon as you upgrade to a Business plan, you will have access to booking and occupation data again. You will, however, need to reconnect any integrations. 

Is there a limit on the number of Administrators? On the Business Trial and the Basic plan, you are limited to one Administrator. If you would like to have more than 1 Admin, please upgrade your Flexwhere Plan.