Applicable plans:
| The free version | The complete version | On-demand version |
|---|---|---|
 |  |  |
Concepts and useful information.
- An office is usually considered as a building.
- An office is split into areas. An area is a geographical zone within your office. An area is always associated with an office.
- Users can see the occupancy of areas to which they've been assigned. Users cannot see the occupancy of an area they have not been assigned to.
- Areas contain desks.
- Users are assigned to areas (one or many).
- When you delete an office, it deletes the areas, desks, parking, parking areas, and parking spots in turn.
Best practices.
- Start by creating offices. You should create as many offices as there are buildings.
- Next, create areas. Keep in mind that Waldo displays the occupancy of areas and not offices.
- You should consider areas as preferred zones for users (for which users need to know the occupancy).
- If your users don't have a preferred zone to work in, you should create only one area.
- If your users have a preferred zone to work in, you should organize areas by team (e.g. Support team), department (e.g. IT department), or localization (e.g. North-1st-floor).
- If your users don't have a preferred zone to work in, you should create only one area.
- Next, create desks.
- Finally, assign areas to users.
Ready to go?
1 - Create a new entity.
- Go to the Waldo management portal: https://admin.hellowaldo.app.
- Authenticate using your Microsoft 365 account.
- Once you have entered the main page of the portal. Select "Desks, rooms and parkings".
- Under Desks, rooms and parkings and click on Add entity.
- Fill in the label name for the Entity and SAVE.
2 - Create a new building.
- Select an entity and click on Add building.
- Fill in the name of the building and the city where your building is located.
For information about check-in, emergency presence policy, and Admin feature role permissions, you can refer to the following articles : -Activate or deactivate the check-in : https://customer.hellowaldo.app/en/support/solutions/articles/8000100864-activate-or-deactivate-the-check-in -Emergency presence policy : https://customer.hellowaldo.app/en/support/solutions/articles/8000103234-ensure-you-have-enough-first-aiders-and-fire-wardens - Set administrator owners : https://customer.hellowaldo.app/en/support/solutions/articles/8000101561-set-administrators-office-owners-area-owners-or-license-owners-to-delegate-the-administration
3 - Create areas.
- Click on the building you created, then click on the Add area.
- Fill in the Area name and SAVE.
4 - Create desks in the office area.
- Click on the area you created, then click on Add desks.
- Set the "Number of desks to create" and Create desks
For the naming of the table to be created, you can change the capital letter in front of the bracket, add letters, numbers in front of the bracket or after the closing bracket. But there is a rule that you cannot change the format in the bracket. Here is an example of the correct naming: - D{number} = D1, D2, D3, ... - Desk{number} = Desk1, Desk2, Desk3, ... - Desk-HR-{Number} = Desk-HR-1, Desk-HR-2, Desk-HR-3, ... - Desk-{Number}-NY = Desk-1-NY, Desk-2-NY, Desk-3-NY, ...
5 - Assign areas to users.
- Click on Users page.
- Click on the user profile you want to assign to the area.
- Click on add allowed area... and then select the areas where the user can find a desk.
Keep in mind: users can see the occupancy of areas to which they've been assigned. Users cannot see the occupancy of an area they have not been assigned to.
You're done! Waldo will now display the office occupancy.
6 - Advanced user settings: define tags, priorities, and favorite desks.
If you'd like to go further, you can now define tags, priorities, and favorite desks.
7 - Set the office map.
You can refer to this article to set your office map. Office map is available with the "Booking" plan.
