While most users manage their own bookings, there are times when administrators need to step in and Mapiq makes that easy. Whether someone’s quota is exceeded or a guest needs access, the Booking on Behalf feature empowers admins to create, adjust, or delete bookings for others. From reserving workspaces and setting workday statuses to sending confirmations and handling exceptions, this tool ensures smooth coordination across teams. With built-in notifications and flexible options, it’s a powerful way to keep everyone aligned and productive.
Applies to
The Subscription Owner, Subscription Administrator, Building Administrator, Booking Administrator and Booking Assistant can make a booking on behalf of someone else.
⚠️ The Booking on Behalf functionality currently only supports booking Workday or Workspaces on behalf of. Other bookings, like parking, are not support through the booking on behalf flow and need to be booked by the employee individually.
Booking a Workday on Behalf of Someone Else
Log in to the admin portal at https://admin.mapiq.com.
Go to the
Peopletab.Click on the employee you'd like to book on behalf of (select the name, not the checkbox). A new page will open, displaying the user's details on the left and a Admin specific Week Overview on right.
Click on the day you'd like to make a Workday booking for the user.
Select a Workday status for the specific day. The available options are:
Not working
Remote
At the office
For
At the office, you're required to specify the office the employee is going to work from.After selecting a Workday location, you can additionally add a Workspace booking. Depending on the Office Policy (optional or mandatory workspace booking) configured you have the option to book the Workday or proceed with booking a workspace.
If desired you can set a timeslot for which the booking will apply.
Finalize your booking by selecting
Book.
After finalizing your booking you can add more bookings (e.g. another timeslot or workspaces) to the employee's workday. Good to be aware off:
By default Mapiq will book an All day Workday.
The
Not WorkingandRemoteWorkday statuses are automatic bookings. To create a timeslot booking for these statuses you need to edit them, as described further down in this article.Only if you have a timeslot booking for your Workday you can add another Workday location booking, otherwise you only have the option to book a Workspace booking.
Booking a Workspace on Behalf of Someone Else
To book a Workspace booking a Workday booking is required first. Once it's created you can add a booking through the + icon that appears on the selected day.
Follow the steps below to complete the Workspace booking. Continue from step 7 if the Workday booking enforced you to book a Workspace.
On the selected day you want to c
Go to the
Peopletab.Click on the employee you'd like to book on behalf of (select the name, not the checkbox). A new page will open, displaying the user's details on the left and a Admin specific Week Overview on right.
Click on the day you'd like to make a workspace booking for the user.
Click on the
+icon in the day overview and selectWorkspace.
You're directly presented with the Day schedule in which you can set a timeslot if desired. Set the timeslots according to your Workday and click on
Continue.Click on the
Workspacebar orPick a workspaceto select a Workspace.
Select a workspace from the list. The list shows the available workspaces of the office selected in your Workday reservation.
If desk booking is enabled for a specific area, a desk is suggested, you can select a particular desk for the user by clicking on
Change. Select a desk from the map.After selecting a 'potential' new desk, click on
Bookto finalize the Workspace booking.
Editing a Booking on Behalf of Someone Else
Selecting a Booking on Behalf of Someone else works identical for both Workday and Workspace bookings.
Note that if you want to adjust the Workday, it can cause conflicts with the existing Workspace booking. Therefore it's recommended to first adjust the Workspace booking.
Log in to the admin portal at https://admin.mapiq.com.
Go to the People tab.
Click on the user you'd like to delete a booking on behalf of.
Click on the day the user has a booking.
Select either the Workday or Workspace booking you want to adjust.
Click on
Edit, depending on the booking you're adjusting the following can be edited:Workday
Workday location: to
At the office,Not workingorRemote.Building: office where the employee will work from.
Time: adjusting the timeslot the employee will be working from for the specific Workday location.
Workspace:
Building: office where the employee will work from.
Time: adjusting the timeslot the employee will be working from for the specific Workspace booking.
Workspace: workspace (area or desk) where the employee will work from.
Press
Saveto finalize the edit.
Deleting a Booking on Behalf of Someone Else
Log in to the admin portal at https://admin.mapiq.com.
Go to the People tab.
Click on the user you'd like to delete a booking on behalf of.
Click on the day the user has a booking.
Select either a Workday or Workspace booking.
In the new window that pops up, click "Delete" followed by another prompt with "Delete."
⚠️ If you delete your Workday, any underlying Workspace booking will also be deleted!
Sending Email Overviews & Confirmations for Bookings
To send an email overview of all created bookings, click on
Shareat the right top of the Week Overview in the user details page.To send an email confirmation for a single booking, open the day you want to send the information for and click
Shareon top of the window.
Notification Center
Users will receive a message in their notification center when a booking is created, adjusted, or deleted using the Booking on Behalf feature. Notifications will also be sent when a building is closed due to closed days. On the mobile app, users can enable push notifications through their settings. After creating the booking, we'll send a confirmation to the user.
💬 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! 😉