When editing a space booking, you can manage participants as needed. They can be:
- Employees of your organisation assigned to the same building where you have booked the space and are inviting them to, attending in person or remotely.
- Employees of your organisation assigned to different building, attending in person or remotely.
- External visitors attending in person or remotely.
Depending on these factors, a visitor record may be created for your attendee to welcome them in the building and check in:
| Type of attendee | Visitor record is created |
|---|---|
| Attendee (internal in person, is assigned to the building) | no |
| Attendee (internal in person, is assigned to a different building) | ✅ yes |
| Visitor (external in person) | ✅ yes |
| Attendee (internal remote) | Remote attendees do not get a visitor record and the operational teams will not be expecting them as visitors |
| Visitor (external remote) |
- Click Add/Manage Attendees.
- On the the Manage Attendees page that opens, click Add Attendee.
- A popup opens, where you can manage your attendees:
Adding internal users
When adding an internal user:
- Start typing the needed name and select them from the dropdown.
- Confirm your selection by clicking Save.
Adding external visitors
Adding an external visitor requires additional information. When you add visitors and create the booking, they are added into the visitor management system. If your visitors need to be approved according to your organisation settings, they will receive an invitation notification after the approval.
Once you have filled in all visitor's information, click Save. If your organisation has the approval flow switched on for the building or for entire organisation, you will receive approval status notification.
This booking will be synchronised across all applications in the IBSS platform, so it will be available for amendments or cancellation in Flex and Roamer, and available for check-in on tablets with Unity and Inspire applications.
Bulk upload of visitors list
For bigger numbers of attendees, you have an option to upload a list of attendees in one go.
For this:
- Start with the Download Template link. You will receive the template file in your email.
- Fill in the template file with your visitors' data. Save the file.
- Back in Flex, click Select File and locate your prepared list of visitors. Or drag and drop your file in the area.
- Confirm by clicking Upload and Proceed.
- You will receive an email confirmation about this bulk upload. Or you can go to Settings > Background Task page to view the status of this import process.