As a Subscription Administrator, you have full control over every aspect of your Mapiq subscription. You can also assign administrative roles to colleagues, granting them specific permissions to manage certain parts of Mapiq.
Applicable Roles
This article is relevant for Subscription Owners and Subscription Administrators.
Key Features:
Home tab: Overview of buildings, profiles, users, and bookings.
Building tab: Create buildings with structured floors and areas.
Bookings tab: Overview of bookings.
People tab: Overview of users and guests, with the option to import individual users.
Access tab: Create quota and location profiles.
Analytics tab: Monitor Mapiq usage.
Settings tab: Assign administrators, edit general settings, and enable integrations.
Accessing Mapiq Admin
Log in to app.mapiq.com and find Admin in the menu.
Logging Out and Back In
To ensure Mapiq reflects any recent changes to your assigned administrator role, log out and log back in after being notified of your new role. If you encounter any issues, please contact [email protected].
Preparing for Mapiq's Launch
Before enabling Mapiq for employees to make bookings, ensure essential elements are in place to coordinate working days and maintain a safe capacity. You can decide the order of setting up these elements, but it's helpful to start by assigning other administrators.
Assigning Administrators
As a Subscription Administrator, you can assign various administrator roles by following these steps:
Click on Settings > Administrators > Add administrators.
Enter the email address of the colleague who needs administrator permissions.
Select the administrator role and confirm.
Configuring Buildings
Before employees can make bookings, buildings must be configured. As a Subscription Administrator, you can do this yourself or assign a Building Administrator to handle it. You and the Building Administrator control the building setup and determine the level of detail. There are four levels of detail:
Employees can book in the building - simply create a building and set its capacity.
Employees can book on specific floors - add floors within a building and assign capacity for each floor.
Employees can book in a specific area - add various areas and set the capacity for each one.
Employees can book a specific desk - add desk groups to areas, automatically determining the capacity of each area.
Work Concept
Consider your work concept while configuring buildings. Greater detail makes maintaining a flexible work environment more challenging.
Enabling Integrations
Admins can pair meeting rooms. To enable data syncing between meeting rooms and Mapiq, activate the integration connecting to your work calendar.
Configuring Quota Profiles
In the Access tab, set up multiple quota profiles to accommodate different employee groups. There are two types of quota profiles:
Workspace quota profile
Parking quota profile
By default, one quota profile is assigned as the default profile. As a Subscription Administrator, you can edit, delete, or create new quota profiles.
Configuring Location Profiles
In the Access tab, set up different location profiles. There are two types of location profiles:
Workspace location profile
Parking location profile
By default, everyone is assigned to a profile without location restrictions. As a Subscription Administrator, you can modify or add new profiles.
Setting Closed Days
Define closed days for your offices by specifying buildings, floors, or areas to close and setting a date or date range for the closure. Provide a reason for the closure and add a note for clarification if needed.
Booking Deletion
Once a location is closed, all scheduled bookings in the area will be deleted. This change is not yet automatically communicated to end-users, so it's important to inform them about any cancellations.
Assigning Users to Profiles
New users are automatically assigned to the default quota and location profiles. To edit these profiles for a user, you can either use batch import for bulk adjustments or edit individual users.
Importing and Exporting Users in Batches
In the Access tab, you can see all profiles and the number of users in each. Import a list of users to a specific profile by uploading a .csv file containing email addresses. This file can be exported from Excel or other sources like your user directory. The People tab allows you to manually add individual users.
Users who haven't logged in yet will appear in the People tab with only their email address. After their first login, they'll be automatically assigned to the correct profile. You can also export a list of users per profile for your reference.
Automating Assignment Rules
On the Access tab, you can configure automatic assignment rules using an extra value (e.g., business unit or department) to automatically assign users to a profile.
This feature is not available by default and requires configuration. To check which values you can use, examine the columns in the People tab. For a detailed step-by-step guide, read the following article: Automatic User Assignment.
Editing Individual Users
In the People tab, you'll find an overview of all users with access to the buildings. Users who haven't been imported to the default profile beforehand won't appear until they've signed in for the first time. The People tab also includes a guest section, where guests can only be provided with a booking by an administrator. Use the edit option in the People tab to search for users, filter users, or change their access profiles.
By clicking on a user, their profile page will open, displaying their personal booking overview. The edit option allows you to modify their access profile or delete the user. Users can also be deleted directly from this page. For those using Single Sign-On (SSO), users must be deleted from your directory.
Managing Bookings
In the Bookings tab, you can view daily created bookings. Use filters, sort, and search for specific users to get the desired results. As a Subscription Administrator, you can also delete bookings. Since users are not automatically notified when you delete their booking, be sure to inform them of the cancellation.
Viewing Analytics
In the Analytics tab, gain insights into booking behavior and plan your building capacity accordingly.
Configuring Additional Settings
In the Settings tab, you can modify additional settings to enhance the Mapiq experience, such as:
Adding instructions or a welcome message for employees when they first log in.
Providing an email address for directing questions.
Determining if registrations/cancellations can be done on the day itself or close at midnight.
Changing default profiles.
Appointing additional administrators through the Administrators page.
Setting a data retention period in days to retain people-related data for longer periods.
Setting a user retention period, after which users will be automatically removed from Mapiq.
Enabling integrations (e.g., sensors, work calendar, and check-ins).