Mapiq is committed to fostering meaningful workdays and nurturing connections in the era of hybrid working. Although our app already allows users to see when coworkers will be in the office, we understand that you may want to ensure certain colleagues will be on-site for work-related or leisure activities. That's why we ensured you can create group bookings, allowing you to invite each other to the office.
How does a group booking work?
A group booking, is similar to you booking your workday and workspace in the office. However, you now invite colleagues to join you to work together at the office. In doing so an invite is sent to your invitee. Your invitee receives a notification of this and can accept or reject the invite. A group booking invite is valid for three working days after it expires and the spaces are freed up again.
Creating a group booking
Group bookings are created within the workspace booking flow, as the booking flow is dependent on your booking preferences (automatic or manual) the booking behavior can be different. In the automatic scenario, the booking flow is skipped. Learn how you can create a group booking depending on your preferences below.
Group bookings are also supported within any time slot booking. The steps to create a group booking are identical and need to be executed per individual time slot booking.
Automatic selection
Book your Workday and Workspace as you normally would.
In the calendar view you'll have an overview of the days you're going to be in the office, click on the arrow
to open up the Day overview for the day you want to change your booking to a group booking.In the Day overview click on the details of your Workspace booking to open the edit flow.
Click on
Editto edit your booking.In the section
Inviteesclick onInvite people to a group bookingto add colleagues to your booking.Search for your colleagues by entering their email address or first- or last name and select them from the suggestion menu. You can add multiple people to 1 booking, you don't have to have a connection with your colleague to add them to a group booking. Click on Confirm to finalize the invitees.
Consider adjusting your Workspace as well. Your automated booking might not be suitable for group bookings. You can adjust the Workspace location (area and/or desks) and create a time slot booking.
Finalize by saving your booking by clicking on
Update.
Manual selection
Create your Workday booking as you normally would and start the Workspace booking flow (either through the Week Overview or the Day Overview).
You're presented with the Book a workspace overview, under
Inviteesclick onInvite people to a group bookingto add colleagues to your booking.Search for your colleagues by entering their email address or first- or last name. and select them from the suggestion menu. You can add multiple people to 1 booking, you don't have to have a connection with your colleague to add them to a group booking. Click on Confirm to finalize the invitees.
Select your workspace by click on the workspace area below Workspace and select the appropriate working space for your group.
Consider making the group booking a time slot booking and adjust the start- and end time next to
Time.Finalize by saving your booking by clicking on
Book.
⚠️ Mapiq will validate the group booking to ensure the invitee's location profile and quota profile permit the booking. We'll notify the organizer to adjust the booking if the validation fails.
Editing & Deleting a Group Booking
Editing and deleting a group booking is similar to modifying a
Workspace booking. Note that if the organizer deletes the group booking, the group booking remains active! Ideal for when the organizer is unable to make it to the office for that day but the invitees still need to workspaces.
The organizer will be stripped from the group booking and no new organizer is assigned. Invitees of the group booking keep their workspace and can adjust their booking individually as they would any other booking.
💬 Need More Help?
If you’d like extra assistance, reach out via the Messenger (question mark in the corner) and chat with our support team, or email us at [email protected].
We’re always ready to help! 😉