Welcome to Yoffix. This guide walks you through the initial setup so your team can start booking desks, rooms, and parking spaces as quickly as possible. Plan for about 30–60 minutes to complete the core configuration.
You need the Owner or Admin role to access everything described here. If you're the first person to register your company, you're automatically the Owner.
The Setup Sequence
Work through these steps in order — each one builds on the last.
Build your office
Configure your company and office settings
Add your users
Connect your calendar or Microsoft 365 / Google Workspace
Set booking and attendance rules
Go live
This guide explains how administrators can configure offices, floor plans, desks, meeting rooms, parking, zones, catering, and bookable office assets in Yoffix.
Build Your Office
Go to Office Setup in the sidebar.
Add a location. Click Add Office and enter the office name, address, working hours, and time zone. If you plan to enable the integration with Google working location, enter your office ID. Under “planning horizon for users”, you can specify how far in advance users can book their desks. This setting can also be configured globally (more on that later), so you only need to use the office-specific setting in case you want to set different values for different offices.
If you have multiple offices, add them all — employees will be able to select which office they're booking in.
Upload your floor plan. For each office, upload an image of the floor plan (PNG or JPG). Yoffix overlays the interactive booking layer on top of your image. If you don't have a floor plan image, a simple schematic works fine — it doesn't need to be an architectural drawing.
We also offer custom 3D floor plans, perfectly tailored to our UI. They are included in the Pro subscription. If you are on the Business plan, you can purchase them separately.
Add desks, rooms, and zones.
Click the pencil icon on the floor plan to open the Space Editor.
Place desks on the plan by clicking where they should appear.
Add an ID to each desk (the Name field). This is required if you plan to use QR codes - otherwise, it’s optional. But we still recommend adding IDs so it’s easier for users to understand which desk they booked. IDs will be displayed in the booking summary.
Add meeting rooms and parking spaces the same way.
Group desks into zones if you want to allow area-based booking (e.g. "Sales team area," "Quiet zone"). Zones let employees book a desk within an area without picking a specific desk, and you can set detailed booking availability rules for them.
Set booking availability (desks, rooms, zones, parking spaces).
By default, all assets are available to all employees.
To create a personal asset (assigned to one person only), click the desk → Availability → Personal → assign the employee.
To create a team asset (only bookable by a specific team), click the desk → Availability → Team → select the team.
Team-based booking availability.
If you set Availability to Team, you can have even more granular control by setting specific days for each team. These work as follows:
On days selected for a team, everyone, including the selected team, can book
On days not selected for a team, everyone except the selected team can book
For example, if you select Mon, Wed, Fri for team IT, it means that on Mondays, Wednesdays, and Fridays, all teams can book that specific asset, and on all other days, all teams except IT can book it.
Add attributes to assets.
Attributes let employees filter by equipment when searching for a desk, room, or parking space. Common examples: standing desk, dual monitor, phone booth, wheelchair accessible, projector, video conferencing. Click the asset, and click Add Tags. Add the attributes that are relevant to your office.
QR codes
If you want to enable booking and check-in through QR codes, please first make sure every desk has an ID. Click the QR code symbol below → Select all → Print selected. A file with the codes will be downloaded. These are our standard QR codes that you can print yourself. We also offer custom QR code stickers with your logo and corporate identity, professionally printed and mailed to you. These cost 1 EUR/sticker.
For a full walkthrough of the Space Editor, see: Office Setup guide.
Configure Company and Office Settings
Go to Company Settings (bottom-left of the sidebar).
Start with the Account information tab:
Company name and logo — your logo appears in the app and in emails to employees. If you want email templates and the sign-in screen to match your branding, upload it here.
Booking & Attendance:
Planning horizon for users — how far in advance users are allowed to make bookings.
Disallow recurring reservations over the planning horizon — if enabled, recurring bookings will not extend past the booking limit you’ve set.
Working week — define which days are working days. This controls which days appear in the calendar for booking.
Make unreserved personal/team seats open to everyone — if enabled, desks assigned to specific people or teams will become available to everyone if not booked in advance (you can specify the limit).
Delete user attendance data — if enabled, all booking data will be deleted after the specified time limit.
Notification Center:
Check-in — if enabled, users will receive a notification prompting them to confirm their booking every time they book a desk. If they don’t complete the check-in within the specified time window, the desk will be released and their booking will be deleted. You can set the time window for the check-in and select where users will receive the notification.
Next week’s attendance — if enabled, users will receive a weekly overview of their bookings/reminder to book if they haven’t. You can specify the day and time when the notification will be sent.
Monthly reports — if enabled, a detailed attendance report will be sent to the specified email addresses at the end of each month.
Users:
Default language for new employees — language of the interface automatically set for users who register after this setting is updated.
Update employee data from user sync integration — if enabled, employee data (name, position, team) from your user sync (for example, Personio, Azure AD, HRWorks, etc) will be treated as the source of truth and will overwrite any changes you make in Yoffix manually.
Disable employee profile editing — if enabled, users won’t be able to manually change employee data (name, position, team).
Available privacy settings for employees — define which privacy settings options are available for users to choose from.
Default privacy for new employees — choose the privacy setting for users who register after this setting is updated.
Roles:
By default, there are four roles in Yoffix: Owner, Admin, Team lead, User. They have the following access rights and permissions:
Owner
Identical to Admin, plus access to billing information
Admin
Has access to all tabs
Can view the Dashboard with all attendance stats
Can create/edit/delete users and assign roles
Can configure company settings, integrations, and offices
Can book any asset, including personal or team
Can create/edit/delete any user’s booking
Can create/edit/delete a booking for any date, including in the past or beyond the booking limit
Team lead
Has access to the Dashboard, but can only view their teams’ attendance stats
Can create/edit/delete their team members’ bookings
User
Has access to Calendar, My Office, Rooms, Resources, Visitors, Tickets, and User Profile
Can create/edit/delete bookings for themselves, except in the past or beyond the booking limit
The Roles tab allows you to create additional roles or overwrite permissions for default roles.
To create a new role, click Add new role and fill out the name and description. Click Manage permissions and set your custom permissions for each of the attributes you need (select them from the dropdown). Click Rewrite company rules to overwrite the company rules for the selected role (booking limit or working days).
To overwrite one of the default roles, create a new role with the name exactly matching one of the following: EMPLOYEE, TEAM_LEAD, MANAGER
Integrations:
For each integration, you will find a step-by-step instruction directly in the app. Simply click an integration you’d like to configure, and follow the steps described in the instructions.
You can return to Company Settings at any time. Don't feel you need to configure everything perfectly before moving on.
Office settings:
If you have multiple locations, you might want to configure some settings on the office level instead of the company level. You can also enable some additional features in individual offices. Go to Office Setup and click the two dots to the right of the office.
Add Your Users
Go to People Management in the sidebar. You can add users in three ways:
Add users individually by clicking Add employee and filling out their information.
Import users in bulk by clicking Upload employees and uploading a file. This is the fastest approach if you have more than 10 people to add, but don’t want to configure an integration.
Synchronize all employees from an HR system (Personio, BambooHR, HRWorks, etc) or Azure AD. Go to Company Settings → Integrations, select the integration, and follow the steps described in the instructions.
Users are not automatically invited when you add them to the system - you need to send them invites in a separate step. To do this, select the users you want to invite, and click the envelope icon that appears.
If your company uses SSO (Microsoft Entra ID, Okta, OneLogin, Google, or another SAML provider), you can configure this first so users sign in automatically without needing separate invitations. See: Single Sign-On (SSO) setup.
Employee attributes:
Attributes let you label employees with specific roles or responsibilities within your office. Common examples: fire safety officer, first aider, floor warden, mental health champion, accessibility contact.
To add an attribute, click the employee, then click Attributes. From there, you can select an existing attribute or create a new one.
Connect Your Calendar
Yoffix syncs with Outlook and Google Calendar. This includes meeting room bookings as well as statuses synchronized to employees’ personal calendars.
Outlook:
Go to Company Settings → Integrations → Tools → MS calendar . Follow the setup steps to authorize Yoffix with your Microsoft tenant.
Google Workspace:
Go to Company Settings → Integrations → Tools → Google calendar. Connect your Google account to enable calendar sync and Google Working Locations.
MS Teams or Slack:
If your team uses Teams or Slack, connect the integration so employees can book, check in, and receive notifications directly in the tools they already use. Go to Company Settings → Integrations and select the relevant integration.
Detailed setup instructions for each integration are in the Integrations section.
Go Live
Once your office is set up and your first users are invited, you're ready to go live. A few things to check before you announce it to the team:
At least one office is published and visible in the app
All desks and rooms are correctly placed on the floor plan
Attributes are added to desks and rooms where relevant
All employees are invited and have received their registration email
Calendar integration is connected and tested with one user
Check-in settings match your office policy
Announcing to your team: The most successful rollouts include a short internal communication explaining why you're introducing Yoffix, what employees are expected to do (book their office days, check in, etc.), and where to go for help. Your Yoffix customer success manager can provide a template for this.
What's Next
Once the basics are running, explore:
QR codes — print and place desk QR codes so employees can book or check in on-site by scanning
Visitor management — register and manage external visitors with check-in flows and automatic host notifications
Analytics Dashboard — track office utilization, attendance compliance, and peak occupancy days
Employee attributes — add skills, certifications, and emergency roles to employee profiles
Related articles: Office Setup · User Management · Microsoft Single Sign-On (SSO) · Microsoft 365 Calendar Integration · Analytics and Reporting