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Workplace

Workplace runs the front desk, the office floor and the facilities team. Employees invite visitors, book desks and rooms, plan their hybrid week and report facility issues. Reception checks visitors in from a tablet, logs parcels and handles material gate passes. Facility admins look after buildings, booking rules, a work-request help desk, cafeteria and shuttle, and an IT asset register.

Who uses it​

  • Employees book desks and rooms, plan their week, invite visitors, raise requests and acknowledge the assets they hold.
  • Reception checks visitors in and out, prints badges, logs parcels, marks gate passes and runs evacuation musters.
  • Facility admins manage buildings, floor plans, booking rules, the help desk, vendors, equipment and IT assets.
  • Managers approve gate passes and asset requests and see their team's hybrid plan.

Reception and facility admin roles can be limited to particular locations.

Before you start​

  • Switch Workplace on for your company. See the Quick start.
  • Each building belongs to a People location. If People is on, make sure your locations exist there; holidays and team neighbourhoods also come from People.
  • Have floor plan images for each floor, if you want to book from a map.
  • Pick a tablet for the reception desk if you plan to use kiosk check-in.

Set up​

  1. Add buildings and floors. For each building, set its location, address, opening hours, visitor capacity and guest Wi-Fi text. Add floors and upload a plan image.
  2. Place desks, rooms and parking. Use the floor plan editor to place desks and rooms. Mark desks as hot, assigned or restricted to a team's neighbourhood, and set room capacity and equipment.
  3. Set booking rules. Choose how far ahead people can book, how many desk days a week they may take, the check-in window and whether unchecked bookings are released.
  4. Configure visitors. Review visit types, the NDA and safety briefing text, the DPDP notice and how long visitor photos and ID details are kept.
  5. Set up the help desk. Review request categories and SLA targets, and add facility vendors and building equipment with maintenance plans.
  6. Load IT assets. Add categories and models, then import assets from CSV. Add licences, accessories and consumables.
  7. Enrol the kiosk. Enrol the reception tablet as a shared device in kiosk mode.

Key workflows​

Invite and check in a visitor​

  1. The host invites the visitor with their name, phone, company, purpose and expected time.
  2. The visitor receives an email with a QR code and check-in code, and can complete their details in advance.
  3. On arrival, the visitor scans the QR at the kiosk or reception checks them in, recording ID type and last four digits, a photo and NDA acceptance.
  4. A badge prints and the host is notified. At the end of the visit, reception or the kiosk checks the visitor out.

Walk-in visitors are registered at the desk; the host approves them from the inbox, the mobile app or a Sangam card.

Book a desk or room​

  • Pick a day and book a desk from the list or the floor map, or book a room on the day's timeline.
  • Check in from the web, the mobile app or by scanning the desk's QR sticker. Bookings not checked in are released after the grace period.
  • Plan your week as office, home, leave or travel days; office days can book a desk for you automatically.

Raise and resolve a facility request​

  1. An employee reports an issue with a category, priority and photo, or scans the QR code on a piece of equipment.
  2. A facility admin assigns it to staff or a vendor. SLA timers track response and resolution.
  3. The requester rates the work when it is closed.

Issue and audit IT assets​

  • Check an asset out to an employee, who acknowledges it on the web or mobile.
  • Run an audit session for a building by scanning tags; missing and unexpected assets are listed.
  • When an employee exits, every asset they hold gets a return-due date.

Material gate pass​

An employee requests a returnable or non-returnable gate pass. After manager and facility approval, security marks it out at the gate and, for returnable passes, back in, including partial returns.

India specifics​

Visitor ID capture is limited to the ID type and last four digits; full Aadhaar numbers are refused. The invitation page and kiosk show a DPDP consent notice, and a retention job removes photos and ID details after the set period. Phone numbers, PIN codes and vendor GSTINs are checked in Indian formats, and the gate pass follows common factory practice.

Works with other apps​

  • People: employees, locations, holidays and exits; work-from-home check-ins feed attendance.
  • Books: IT assets link to Books fixed assets for cost and book value.
  • Documents: visitor NDAs can be signed electronically.
  • Bookings: room bookings go into connected calendars.
  • Procurement: contractor visits and facility vendors link to Procurement vendors.
  • Inventory: gate passes can reference warehouse documents.

Next steps​