Office Setup: desks, zones, rooms, QR codes
How to set up your office: desks, rooms, zones, tags and QR codes
This article covers everything admins need to configure the physical and operational structure of their workspace in Yoffix: from registering the company account to building floor plans, creating zones, setting up QR codes, and customizing the experience for your team.
If you're looking for how to manage users, teams, and roles, see User Management. For booking rules and attendance policy, see Booking Rules and Attendance.
Company Registration and Initial Setup
Create your account
Go to the Yoffix sign-up page at app.yoffix.com. Enter your corporate email address, fill in the form, and submit. Open the verification email from Yoffix and click the confirmation link. On first login, you'll be prompted to fill in your profile and company details.
Your account is now created. You are the Owner — the only role with access to billing in addition to all admin functions.
Configure your company profile
Go to Company settings in the left sidebar.
Under Account Information, add or update:
Company name and address
Company logo — appears across the app and in notification emails to employees
Set booking and attendance rules
Go to Company settings → Booking and Attendance to define the ground rules for how your team books the office.
Setting | What it does |
Booking window | How far in advance employees can make bookings (e.g. 4 weeks) |
Disallow recurring bookings over the window | Prevents employees from creating recurring series that extend beyond the booking window |
Block reservations on non-working days | Prevents bookings on weekends or days not in your working week |
Delete user attendance data | How long attendance records are stored — relevant for GDPR compliance |
Configure notifications
Go to Company settings → Notification Center to manage which automated messages Yoffix sends and when.
Check-in notifications
Toggle Check-in ON to require employees to actively confirm their desk reservation.
Platform for check-in — choose where employees confirm: in the web app, mobile app, or via QR code.
Send check-in reminder before — how far in advance the reminder is sent (e.g. 30 minutes before the booking start).
Cancel reservation after — how long after the booking start an unconfirmed booking is automatically released and made available to others.
Disable check-in for personal desks — if enabled, check-in is only required for shared desks, not assigned personal desks.
Next week’s attendance Enable a weekly summary email so employees can see their planned office days for the coming week. Set the day and time the email goes out (e.g. every Friday at 16:00).
Monthly reports Enable automated monthly attendance reports and specify the email address or distribution list that should receive them (e.g. facilities@company.com).
Define Your Office: Locations, Floors, Desks, and Rooms
Create an office
Go to Office Setup → Add Office and enter:
Office name (e.g. "Berlin HQ")
Address
Office hours
Time zone — critical for correct calendar synchronization with Outlook and Google
Booking window for users — how far ahead employees in this specific office can book (overrides the company default if set)
External Office ID — only needed if you're using Google Calendar integration
Each physical location is a separate office. Add all your locations before building the floor plans.
Upload a floor plan
Click Add office within the office, then upload your floor plan image (PNG or JPG). A schematic works well — it doesn't need to be an architectural drawing, as long as the layout is clear enough for employees to orient themselves.
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.
You can name them (e.g. "Floor 2," "West Wing") to make navigation easier for employees.
Add desks
Click the pencil icon to open the Space Editor. Click anywhere on the floor plan to place a desk. For each desk you can define:
Desk ID — a unique identifier (e.g. A-01, B-12). Required if you want to generate QR codes for that desk.
Attributes/tags — equipment and features employees can filter by (e.g. standing desk, dual monitor, window desk, quiet zone). See Add Attributes to Desks and Rooms below.
Availability — controls who can book the desk:
Free for all — available to all employees (default)
Personal — assigned to one specific employee; only they can book it
Team — only members of the assigned team(s) can book it
Not available — blocked, not bookable by anyone
Tip: Structure your desk IDs consistently from the start — for example by floor and sequence (101, 102, 103 on floor 1; 201, 202, 203 on floor 2). Changing IDs later requires reprinting QR codes.
Add meeting rooms
Click the room icon in the Floor Editor toolbar, then click on the floor plan to place it. For each room, define:
Name (e.g. "Boardroom," "Focus Room A")
Capacity
Tags (e.g. whiteboard, projector, video conferencing, catering available)
Approval (optional) - when users want to book the room, they send a request which must be approved
Owner (optional) - this person will be notified each time the room is booked
Photos (optional) - you can upload photos of the room to make navigation easier
Setup (optional) - add the possible seating arrangements your teams can request (e.g. boardroom, theater, classroom, or U-shape). When an employee books the room and selects a seating arrangement during the booking flow, their choice is automatically included in the approval notification sent to the room owner.
If a large room can be divided into smaller units, use the Linked Room feature to connect them. When the large room is booked, the linked smaller rooms become unavailable, and vice versa.
Add parking spaces
Click the parking icon in the Floor Editor toolbar and place spaces on the plan (or add them as a list if you don't have a parking layout image). For each space, define an ID, any relevant tags (e.g. EV charging, accessible, motorcycle), and availability rules.
Create Zones and Team Areas
Zones are named areas on the floor plan that employees can book as a whole, without choosing a specific desk. This is useful for flexible seating, team collaboration areas, or spaces without fixed desks.
Why use zones
Team areas — reserve a section of the floor for a specific team on the days they're in
Project spaces — group desks temporarily for a cross-functional project
Open spaces without desks — conference areas, lounges, or informal collaboration zones where employees simply book a space in the area
Rotating hybrid schedules — assign different teams access to a zone on different days of the week
Create a zone
In the Floor Editor, click the zone icon in the toolbar and draw the zone on the floor plan. For each zone, define:
Name (e.g. "Sales Team Area," "Quiet Zone," "Project Alpha")
Color — displayed on the floor plan to distinguish zones visually
Tags — used for filtering (e.g. "dog-friendly," "dual monitors")
Capacity — set this for zones without individual desks so Yoffix knows how many employees can book into it simultaneously
Availability — you can restrict a zone to specific teams, just like individual desks
Zone booking without desks
For collaborative spaces that don't have fixed desks — conference areas, lounges, open project spaces — you can set a zone capacity without placing individual desk markers. Employees book "a space in the zone" and Yoffix tracks how many people have booked in, up to the defined capacity.
Assign desks and zones to specific teams
Click any desk or zone on the floor plan. In the panel on the right, under Availability, select Team and choose the team(s) who should have access. Only members of those teams will see the desk or zone as bookable.
Set weekly availability rules for teams
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 Tags to Desks, Rooms, Zones, and Parking
Tags are labels you attach to assets so employees can filter by equipment or features when searching for the right space.
Add tags
In Office Setup, open the office and select an asset.
In the panel on the right, click Tags.
Type a tag name (e.g. "standing desk," "dual monitor," "window") and press Enter.
Repeat for additional tags.
Common desk tags: standing desk, dual monitor, single monitor, window, quiet zone, phone booth, near printer, accessible.
Common room tags: video conferencing, projector, whiteboard, catering available, accessible, external window, phone conference.
How employees use attributes
When booking a desk or room, employees can open the filter panel in My Office or the Rooms view and select one or more attributes. The floor plan or room list will then show only spaces that match all selected filters.
Update Floor Plans
If your office layout changes (new desks added, an area rearranged, a room repurposed) you can update the floor plan image at any time without disrupting existing bookings.
How to update a floor plan
Go to Office Setup and open the office.
Click the three-dot menu on the floor you want to update.
Select Replace floor plan image and upload the new image.
The new image will load underneath your existing desk and room markers. Existing bookings are not affected.
Drag any desk, room, or parking marker to its new position on the updated plan.
Important: Do not delete existing desk, room, or parking markers when updating the floor plan because this would cancel all future bookings for those assets. Instead, reposition them on the new image.
Adding new desks or rooms
After uploading the updated plan, simply place new desk or room markers in their correct positions. New assets are immediately available for booking once saved.
Set Up QR Codes for Desks
QR codes let employees book a desk or check in by scanning a code placed on the desk with their phone, no need to open the app first.
Step 1: Assign a Desk ID to every desk
Each desk needs a unique Desk ID before a QR code can be generated.
Go to Office Setup and open the office.
Click on a desk on the floor plan.
In the panel on the right, enter a unique Desk ID (e.g. A-01, 101).
Repeat for all desks you want to include.
A consistent ID format by floor and zone makes it easier for employees to locate desks in large offices.
Step 2: Generate the QR code PDF
In the Floor Editor, click the QR code icon in the bottom toolbar.
Select the desks you want to generate codes for, or click Select all.
Click Print Selected.
A PDF is generated and downloaded automatically. Each page contains one QR code with the desk ID printed below it.
Step 3: Print and place the codes
You can print the PDF yourself and attach codes to desks using self-adhesive labels. Alternatively, you can order professionally printed QR code stickers in your corporate design. Contact your Yoffix Customer Success Manager or write to support@yoffix.com to request this.
Step 4: Enable QR code check-in
QR codes work for booking and check-in, but check-in via QR code needs to be enabled in two places:
Company-level: Go to Company settings → Notification Center → Check-in → Platform for check-in and select QR code.
Office-level: Go to Office Setup → click the two-dot menu on the office → Settings → Check-in → Desk booking. Enable check-in and confirm QR code is selected as the platform.
For meeting rooms, do the same under Check-in → Room booking. You can place QR codes outside rooms so employees check in by scanning the code on the door — no tablet required, though tablets are supported too.
Once both settings are active, employees can scan any QR code on a desk to book it or confirm their existing booking in one tap.
Branding: Logo, Signage, and Email Templates
Company logo
Upload your logo in Company settings → Account information by clicking on the logo placeholder. Supported formats: PNG, JPG, SVG. The logo appears in the app header and in all automated emails sent to employees (booking confirmations, check-in reminders, weekly attendance overviews).
Tablet and reception screen branding
If you use Yoffix in tablet mode at reception or on meeting room displays, you can customize what employees and visitors see on screen.
Go to Office Setup → click the two-dot menu on the office → Settings → Visitors:
Set a brand color to match your company identity
Edit the welcome message shown on the reception screen
Edit the invitation email
Link your privacy policy
Office Settings
Each office has its own settings that complement the company-wide defaults. Access them by going to Office Setup → click the three-dot menu on the office → Settings.
Setting | What it does |
Booking window for users | Overrides the company-level booking window for this specific office |
Disallow recurring reservations over the booking window | Prevents long-term recurring bookings that exceed the planning window |
Office ID | Required for Google Calendar Working Locations integration |
Enable catering | Turns on catering ordering for room bookings in this office; requires a notification email and a menu of orderable items |
Enable resources | Activates bookable assets (e.g. equipment, company vehicles); set a responsible contact email for booking notifications |
Enable visitor management | Activates the visitor check-in flow for this office; configure tablet kiosk mode, check-out tracking, QR check-in, GDPR compliance link, invitation emails, welcome screen text, and brand color |
Enable tickets | Activates service request submission (e.g. IT help, maintenance) alongside desk and room bookings; set the notification email for your facilities team |
Related articles: User Management · Booking Rules and Attendance · Visitor Management · QR Code Check-In (user guide) · Analytics Dashboard