Applicable plans:


TeammatesCheck-inMapOn-demand



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.

  • Parking is always associated with an office. You can only have one parking designation per office (see best practice below if you have more than one parking designation per office).

  • Parking consists of parking spots. Unlike offices, parking does not consist of areas.

  • Parking spots can be specified with parking tags. By default, there are 5 parking tags: car, motorbike, bicycle, e-car, reduced mobility. You can add or delete parking tags.

  • Users are assigned with an office (one or many) and a parking.

  • 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), by department (e.g.  IT department), or localization (e.g.  North-1st-floor).

  • Next, create desks.

  • If needed, create a parking. If you have multiple parking designations for one office, you'll need to register for the check-in version of Waldo. The free version of Waldo does not support multiple parking designations per office.

  • Keep in mind that parking tags are used in the onboarding process for each user. Parking tags should be explicit and simple to understand.

  • The reduced mobility tag is not displayed in the onboarding process. The reduced mobility tag is directly assigned to users via the administration portal.

  • Finally, assign areas to users.

  • Parking tags can be assigned to users manually. Still, we recommend you let users decide which type of parking (represented by parking tags) they will need during the onboarding process.


Ready to go?



1 - Create a new office

  1. Go to the management portal: https://app.hellowaldo.app..

  2. Authenticate using your Microsoft 365 account.

  3. Under Resources, and then Offices, click on Add a new office. You can also rename the existing Office.



2 - Associate an office area with the office

  1. Click on Office areas.

  2. You can add a new office area or rename the default office area.

  3. Select the Office you want to associate the area with.
    In the example below, the Marketing area is associated with the Paris office.



3 - Create desks in the office area

  1. Click on Office desks.

  2. Click on Bulk add.

  3. Select the office and the area you want to associate desks with. Then enter the number of desks you want to create.
    In the example below, we created 10 desks in the marketing area. And the marketing area is associated with the Paris office.



4 - Create your parking

  1. If you have parking, click on Resources and then Parking.

  2. Click on add new parking or else you can rename the existing parking.

  3. Select the office you want to associate the parking with.
    In the example below, the main parking is associated with the Paris office.


5 - Create tags for your parking

  1. Click on parking tags.
  2. Delete, add, or rename the parking tags as needed.

    Keep in mind that Parking tags are used in the onboarding process for each user. Parking tags should be explicit and simple to understand.

6 - Create spots for your parking

  1. Click on parking spots.

  2. Click on bulk add.

  3. Select the office, the parking, and the parking area you want to associate parking spots with. Then enter the number of spots you want to create.

  4. Select the type of parking spots you want to create (using the parking tags).

    In the example below, we created 10 spots in the single parking area. The single parking area is associated with the Main Parking. The Main parking is associated with the Paris Office.



7 - Assign areas to users


  1. Click on users and then on users again.


  2. Click on the user you want to assign to the area.

  3. Click on add office 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.


8 - Assign the Reduced mobility tag to users


The reduced mobility tag is not displayed during the onboarding process. Users may not decide themselves if they need a reduced mobility spot or desk. The reduced mobility tag is directly assigned to the users.


  1. Click on users and then on users again.


2. Click on the user you want to assign the reduced mobility tag to.

3. Click on add parking tag and then select reduced mobility.




You're done! Waldo will now display the office and parking occupancy.