In contrast to permanently assigned workplaces, flexible workplaces are not only used by one person, but are available for many, in some cases for all employees. Depending on their job, employees can flexibly decide at which desk they want to work — at a place in an open-plan office, a desk in an individual office or at a table with special equipment. The Flexopus workplace booking system ensures an orderly reservation via app.

Desk sharing (also known as “hot desking,” “shared desk, ”Flexible Office”) is a concept of workplace organization in which jobs are not assigned to any person. The desks are freely available to everyone. Desk sharing is often introduced in conjunction with working from home in order to make better use of workplaces in the office. Desk sharing software, such as Flexopus, is often used to manage shared desks.

Flexopus, a desk sharing app that won the German Design Award, makes it easy and quick to book flexible workplaces, meeting rooms and parking spaces. Users of the app book their resources in just three steps: 1. Select a period 2. Select a location or floor 3. Select and book a workplace. Optionally, you can also filter by equipment features and favorites.

In addition to booking shared desks, the workplace booking app Flexopus also allows you to reserve meeting rooms and parking spaces. Catering or janitorial services can also be ordered. The login and registration of visitors can also be managed with Flexopus. In principle, with Flexopus, any resource related to the workplace can be visually displayed and made flexibly bookable.

Flexopus can be easily integrated into the Microsoft Outlook calendar via email booking confirmation and an attached.ics file. As a result, every booking is automatically transferred to the personal calendar. In addition to the Microsoft Outlook calendar, Flexopus .ics bookings can also be integrated into all other popular calendar applications such as the Google or Apple calendar. In addition to booking confirmations, you can also use our Microsoft Outlook plugin install. Our Microsoft Outlook plugin is also officially listed as a Microsoft Outlook add-in: Outlook Plugin Store

When was how busy or small in the office? Thanks to Smart analytics features From Flexopus, you can analyze the utilization of your entire building and floors down to individual workstations with just a few clicks, identify overcrowding or underoccupancy at an early stage and take appropriate measures. The data can simply be exported or via the REST API be further processed automatically by Flexopus.

You can reach us from Monday to Friday during our regular office hours by e-mail at info@flexopus.com, by phone at +49 711 342 085 05, via the contact form or on our social media channels instagram, or linkedin. Our team will then get back to you as soon as possible. You can also Book an appointment with us directly. Alternatively, by making an appointment, you can also contact us at our headquarters in Stuttgart and visit in person.

If you discover a bug bug in our software, you can do it directly at support@flexopus.com report. Our IT experts will then address this as quickly as possible, review and resolve the issue and contact you if you have any questions.

If you opt for one of our two self-service packages Flexopus Starter or Flexopus Business, you can directly register online and get started. During the registration process, you provide all relevant information about your company. You also need a floor plan of your offices and your credit card details at hand.

If you are interested in our Flexopus Enterprise package, please make an appointment with our Sales team. There, you will first receive personal advice and you will be told what information we need from you in advance. Once we have all the information, it only takes a few working days until we have set up your individual instance and put it into operation.

With Flexopus, you can choose between standard or premium cards.

Important note: For consistent quality and a flawless user experience in Flexopus, we recommend that you always initially create the premium cards once.

Standard cards are any image files that you upload directly to the software and mark bookable objects in them with the Flexopus map editor. Changes to the maps can also be made completely by yourself and with just a few clicks using the integrated map editor.

Premium maps are vector-based graphics that are created by our team of experienced graphic designers based on the submitted data for a fee. You can make changes to premium cards yourself using the Flexopus map editor. For customers in the Enterprise package, we also assist with change requests, depending on the level of support.

‍

In the Flexopus Starter and Flexopus Business package, onboarding takes place exclusively in self-service. This means that companies register online and can start immediately after successful configuration. During the registration process, you provide information about the company. You can also make all relevant settings and upload standard digital cards from your office directly to Flexopus. Should premium maps If desired, these can be ordered immediately after registration. You will receive the professionally created vector files stored directly in the system within a maximum of 5 working days. that Flexopus Help Center (also known as an online manual) also helps you set up Flexopus with many articles. There is also information and training material for administrators and end users.

In the Flexopus Enterprise package, you will be supported by a personal key account manager throughout the onboarding process. After our team has received all relevant information from you to get started with Flexopus, we will set up your individual Flexopus instance for you within a few working days. After successful initial configuration, you will receive a link to accept the software and an introduction (admin training) to the system through our key account. We are also personally available to answer any questions you may have afterwards. In addition, all customers of the Enterprise package also have the Flexopus Help Center freely available.

Flexopus is scalable software that grows with your business.

In the Flexopus Starter and Flexopuss Business package, you can add more resources via the map editor. The additional resources are (depending on the selected billing mode - yearly or monthly) invoiced in addition.

In the Flexopus Enterprise package, you can also simply add additional resources at any time using the map editor. You can also simply contact our Flexopus service team and we will make a card change for you or create an additional one premium card. In the Enterprise package, there is only the annual billing mode, in which the additional costs incurred are recalculated in a final statement at the end of the billing period.

Yes, there is a demo version of Flexopus. Please get in touch with us about this.

With single sign-on via Google or Microsoft, users do not have to create a new user account. Instead, the data is transferred directly to the Flexopus workplace management software when you log in for the first time via a SAML2 or OAuth2.0 interface. This means that users do not have to be invited individually to Flexopus. If the company has established a link to Google or Microsoft, users also log out of Flexopus using the personal Google or Microsoft login details known to them. You can find out more about this in the Flexopus Help Center in the section integrations.

In addition to the name and email address, other attributes such as job titles or department affiliations can also be synchronized with Flexopus in real time thanks to SAML2. This has the advantage that your employees' data only needs to be managed in one place (the company's Active Directory). About the SAML2 SSO authentication In addition, the Flexopus workplace management software also offers a SCIM API interface for user and group synchronization.

Yes The Flexopus workplace management platform supports numerous other identity providers (IdP) in terms of single sign-on (SSO). With SSO, users do not have to create a new user account, but can log in to Flexopus using their known login details of the IdP used by the company. The SAML2 and SCIM protocols were implemented generically, so we can support other IdPs in addition to Google and Microsoft. You can find out more about this topic in the Flexopus Help Center at integrations.

Flexopus is hosted by our hosting partner Hetzner Online GmbH hosted on our own dedicated servers exclusively in Germany (Nuremberg and Falkenstein). Both Hetzner and Flexopus are certified according to ISO 27001 and therefore meet all information security standards. Flexopus uses NONE Amazon Web Services (AWS) WS and NONE Google or Microsoft cloud infrastructure. This means that we always have full control over the data, the infrastructure and the application. Find out more about data protection and data security here.

The Flexopus workplace management app is subject to the requirements of the GDPR and was or is being developed under this provision and according to the concepts of “privacy by default” and “privacy by design” and therefore takes data protection into account from start to finish. Flexopus, for example, offers extensive, individually configurable data protection and privacy settings. For example, the anonymization of personal booking data can be individually configured and automated deletion routines can be created. In addition, personal data in the user app can be completely anonymized upon request. Flexopus provides the hosting infrastructure in a dedicated server infrastructure at our hosting partner Hetzner Online GmbH ready in Germany. Hetzner is a leading server and hosting provider from Germany and, just like Flexopus itself, certifies ISO 27001. Learn here more about Flexopus' comprehensive data protection.

The Flexopus workplace management software was developed from the start as a responsive and mobile application. From a purely technical point of view, Flexopus is therefore a so-called Progressive Web Application (PWA). In addition, FlexOpus can be used as a native Android and iOS app via Google PlayStore and the Apple AppStore. Flexopus is also available as an officially released Microsoft Teams application and can be used directly from Microsoft Teams App Library can be installed in just a few seconds.

Thanks to the modern, fully responsive application, Flexopus can be used on any device with a modern browser and an Internet connection. Whether it's a smartphone, tablet, laptop or desktop PC, Flexopus can be operated quickly and flawlessly anywhere. In addition, the user application of the Flexopus workplace management software in accordance with WCAG is barrier-free.

With Flexopus Cloud, you can enjoy our all-round worry-free service. In the cloud version, we take care of hosting, operation, maintenance and all relevant security and version updates for you. It is not necessary to install it on your part. This allows you to focus on your core business and use your capacities where they are actually needed.

Thanks to the cloud version, the Flexopus workplace management platform can be used in any company regardless of its own IT infrastructure. All you need to use Flexopus is a modern browser and an Internet connection. For the setup, we also need floor plan maps of your office with listed resources.

At Flexopus, we focus on developing software that is as lean, powerful and easy to use as possible. We do not believe in hardware solutions such as motion sensors, as they are usually very expensive and prone to errors and are also frequently critically assessed by works councils and data protection professionals due to excessive monitoring of employees. Although the sensors help to measure the occupancy of seats, they do not offer a solution for desk sharing, as seats must be booked in advance. As a good alternative, we recommend our QR codes, which can be used for ad-hoc bookings on site or for check-in/check-out.

The monthly license fees are calculated based on the number of resources displayed in Flexopus. An object is a workplace, a meeting room, or a parking lot. In contrast to many market competitors, the number of users is irrelevant to us. In principle, desk sharing requires that there are more employees than available workplaces, which is why the measure “resource” is significantly more attractive in terms of price for the vast majority of companies than billing by user.

Flexopus offers three packages. Flexopus Starter and Flexopus Business can be purchased as self-service packages directly on our Fixed price website. Flexopus Enterprise costs may vary depending on the number of resources, service levels, and desired additional modules. To do so, please contact our Sales team.

Some of our customers are demonstrably saving fixed costs with Flexopus by (significantly) reducing their office space while maintaining the same size of the workforce. On average, there are two employees per workplace, which can optimize the utilization of the rooms. The savings potential is very often significantly higher than the license costs of desk sharing software. The introduction of desk sharing in conjunction with Flexopus is therefore a worthwhile investment in almost all cases.

Desk sharing with Flexopus is, thanks to our Building management module, possible both for a small company with 10 employees and for corporations with several thousand employees, regardless of size and industry. Our Flexopus Starter and Flexopus Business self-service packages are suitable for companies with up to 100 workstations and can be booked directly via our website. Flexopus Enterprise is suitable for larger companies and organizations. In most cases, it is possible to quickly analyse together in a personal conversation whether the concept of flexible workplaces also makes sense for your company. Contact Feel free to contact us at any time.