Manage your hybrid workplace effortlessly with Flexopus.
Grade: C — Score: 65/100
Flexopus is built on a robust, GDPR-compliant platform hosted in Germany, ensuring data sovereignty and security. With ISO 27001 certification, it provides a reliable solution for managing office spaces, parking, meeting rooms, and assets.
The software streamlines workflows by offering multiple modules for booking desks, rooms, and resources, integrating seamlessly with existing IT ecosystems like Microsoft 365 and Google Workspace. Users can easily manage their bookings through a user-friendly interface, enhancing productivity and collaboration.
By leveraging smart analytics, Flexopus helps organizations make data-driven decisions regarding space utilization, while its modular design allows for tailored solutions that meet the specific needs of various departments, from HR to IT.
Workplace Starter: €1.59/resource/month billed annually, or €1.99/resource/month billed monthly; fees and VAT extra
Workplace Business: €2.99/resource/month billed annually, or €3.49/resource/month billed monthly; fees and VAT extra
Workplace Enterprise: Custom quote; annual billing
Visitor Management: €100/building/month, excluding VAT
Asset Management: Confirm amount with Flexopus; per 250 assets/month; minimum 12 months
Consider switching to SpaceIQ: SpaceIQ offers similar features but may cater to larger enterprises.
Prepare your office floor plans, buildings and bookable resources, then configure the company instance and booking permissions. Set privacy and anonymization options before inviting employees, and configure any identity or calendar connections you intend to use. Starter and Business support self-service setup, while Enterprise offers guided onboarding.
Yes, Flexopus provides a Teams app, browser access and iOS and Android apps. Teams administrators must allow the app and grant the required permissions before distributing it. Employees can then access booking and the live plan from Teams, including its mobile version.
The Outlook add-in helps users select meeting rooms while Outlook manages the meeting and its participants through Exchange Online. Google resource-calendar synchronization exchanges room reservations between Google Calendar and Flexopus. These Business calendar connections are distinct from an ICS booking confirmation imported into a personal calendar.
Administrators control how far ahead each resource type can be booked. They can also enable recurring reservations for employees, with patterns such as daily, weekly or every two, three or four weeks. An unavailable recurring option or short booking window may therefore reflect company settings rather than a universal product limit.
A normal user can hold one desk reservation and one parking reservation for the same time period. Multiple simultaneous desks or multiple parking spaces are restricted in the standard employee workflow. Administrators use separate permissions and booking workflows for special cases.
With the Business check-in module enabled, administrators define when users must confirm their reservations. Confirmation can use the app or a configured QR-code workflow. Unconfirmed reservations can be deleted automatically so the resource becomes available again.
Personal user statistics are disabled by default, while resource analytics describe office utilization. The vendor specifies appropriate consent before enabling user statistics, with booking anonymization disabled or its interval set to at least 90 days. Anonymization removes the link to the person while retaining resource and booking-time information; it cannot be reversed to reconstruct older personal statistics.
Smart Analytics supports CSV export, and the REST API provides a route for further processing in external reporting tools. The API currently documents a limit of 60 requests per minute and says webhooks have not been released. Treat a custom Power BI or Tableau data workflow as API-based work rather than an included native connector.
The separate Asset Management module lets administrators configure items such as vehicles and laptops with categories and pickup locations. Flexible assets can be booked by employees, while restricted assets require an administrator to manage reservations. The asset list also supports import and export.
Yes, Flexopus offers Visitor Management alongside its Workplace product. These are separately priced modules, so visitor registration should not be assumed to be included in a desk-booking subscription. Configure the visitor workflow and relevant employee access when adding it to your deployment.
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