Onboarding Checklist

 

Use the checklist below to ensure you have made decisions on the different items as you complete the onboarding.

Item #1 - Buildings and Floor

You will need to set up your Buildings and Floors.

Prerequisites

Important Note: If you want the HR Location to be populated then you need to import your employees in before you add your buildings and floor. The HR Location is important as you can use this to quickly seat employees on the Floor Map.

If you want to add a building prior to the employees then you must select Unknown and use this as a placeholder. Then you can update the building’s HR Location later.

For more details, see Manage Buildings and Floors

Manually Add or Bulk Import Buildings and Floors

Depending on the number of buildings and floors you have, it may be quicker to add them using a bulk import. See Add Buildings via the Building Import and Add Floors via the Floor Import.

If you have a small number then you can add them manually, see Manage Buildings and Floors.

Item #2 - Floorplans

SiQ provides customers with the ability to import floor plans into the product during and after implementation. The floorplan will be an image file (PNG) that will be imported into SiQ and the Floorplan Preparation article details what preparation can be completed to the source file.

You have a choice for how you load the floorplan either you can:

  • manually upload a high-resolution floorplan image OR
  • upload a floorplan using the SiQ AutoCAD Plugin.

For more details, see Add a Floorplan.

Item #3 - SiQ Floor Maps

Set up your Floor Maps

After your floorplans have been uploaded, you now can set up the floor maps.

Manually add the Seat Numbering and Spaces

Seat Numbering Prerequisites

Seat nomenclatures or Space Names are text objects containing a unique identifier, e.g., Meeting Room names (South Beach Conference Room) or Workstation numbers (W.001, W.002).

If your business has unique identifiers then you can use this to quickly set up the space codes and space name. However, if you do not have unique identifiers then we recommend that you label the desks and offices in numerically 1-xxx from the left to right on the floor plan. For more details and examples, see the Floorplan Preparation article.

Space Icons

Space icons are the dots on individual workstations, offices, meeting rooms, etc. These spaces are searchable, which allows users to find important rooms in the office, and they also contribute to the insight into the usable square footage.

For more details, see Space Icons

There are two types of Spaces that you’ll see in the Add Space menu:

Personal Spaces - These are Space icons that represent individual seats at work space, reception, bench desk, cubicle, and offices where individual employees can be assigned for temporary or long-term seating OR a department or workplace group can be allocated to.

You will need to add the following to the floor map:

  1. Work Space icons
  2. Office icons

Common Spaces - These are Space icons for larger areas such as conference rooms, meeting rooms, breakout rooms, coworking spaces, kitchens etc. When you assign Space icons from the Common list (and enter a Space Label) this makes it easier for your employees to search and find common space on the map.

You will need to add the following to the floor map:

  1. Kitchens, Bathrooms icons etc
  2. Meeting Room icons Important note this space type adds a non-bookable meeting room, if you want your meeting rooms to be booked by your employees then you must set up the meeting room as a Device. For details, see Set up a bookable Meeting Room.

Pins (Points of Interest) Icons

There are a variety of Pins that can be added to your floor map, from First Aid Kit pin, Fire Extinguisher pin, First Responder pins, COVID Safe pins, Exit pins, Showers pin, Wheelchair pin, etc.

For more details, see Pins (Points of Interest) Icons

Typically, the business will want to add the following to the floor map:

Text

Text is a unique pin type and it lets you add any descriptive text to any area of your map. You may want to add text to the Foyer or Entrance of the floor.

See Add Text to the Floor Map

Devices

Devices are used to set up physical devices such as:

  • Meeting Rooms - see below Set up Meeting Rooms
  • Badge Reader - see Badge Swipe Integration
  • Kiosk Touchscreen - see below Set up a Kiosk Touchscreen

Seating Charts

Important Note:

Bulk Import Employees to their Assigned Desks

We recommend that when you have > 200 employees to seat that you use the Employee Import to seat the employees in bulk

Manually seat Employees to their Assigned Desks

If you have < 200 employees you can manually seat the employees (but if you want to you can still use the Employee Import to seat the employee).

 

Seating Charts for Desks

Allocate a Department to Seats - When you want a Department (or Team) to have allocated seats on the floor map. See Allocate a Department to Seats

Note: You can either assign the seats or have flexible seats.

  • Flexible Seats - All you need is the Department allocated to the seats and the employees can sit in any seat.
  • Assigned Seats - You can seat the employees on the spaces and then you can quickly share the assigned seat with the employee. 

Allocate a Workplace Group to Seats - When you want a Workplace Group to have allocated employees and seats on the floor map. This can be used when you want to set up a Project Team with employees from different Departments. See Allocate a Workplace Group to Seats

Note: You can either assign the seats or have flexible seats:

  • Flexible Seats - All you need is the Workplace Group allocated to the seats and the employees can sit in any seat.
  • Assigned Seats - You can assign the employees (from different Departments) to the seats and then you can quickly share the assigned seat with the employee. 

Allocate a Neighborhood to Seats - This is where you want Departments (and/or Workplace Groups) to be allocated to seats but have no assigned seats. With a neighborhood, you can set up an employee-to-seat ratio. For example, the 2:1 ratio where there are 2 employees to 1 seat. See Allocate a Neighborhood to Seats

 

Seating Charts for Hoteling Desks

Instead of assigning employees a seat (or belonging to a neighborhood), you can set up Hoteling Desks which employees can book. The Hoteling Desks can be set up so that:

  • all employees can book any Hoteling Desks
  • only employees in a Department can book specified Hoteling Desks
  • only employees in a Workplace Group can book specified Hoteling Desks
  • both employees in a Department and/or Workplace Group can book specified Hoteling Desks

Allocate Hoteling Desks to Everyone - When you want everyone to book the Hoteling Desks, then set up the Hoteling Desks on the Floor Map and have the Booking Restriction setting turned off.

Allocate a Department to Hoteling Desks - When you want your Department to have the ability to book the allocated desks then the seat’s usage type must be changed to a Hoteling Desk. See Allocate a Department to Hoteling Desks

Allocate a Workplace Group to Hoteling Desks - When you want a Workplace Group to have the ability to book the allocated desks then seat's usage type must be changed to a Hoteling Desk. See Allocate a Workplace Group to Hoteling Desks

 

Additional Seating Types

Remember if you need there are additional seating types that can be set up:

  • Hot Desk - this is used to share work spaces in an unstructured manner with employees. Individual employees cannot be assigned to Hot Desks.
  • Reserved Desk - this is used to let you temporarily prevent the seat from being used. This is useful in certain situations to ensure your summary data is not affected by seats that might otherwise be counted as vacant. 
  • Secondary Desk - this is used for designating another space to an employee, even when the person who is using it is already assigned to another Primary or Shared Seat.
  • Shared Desk - this is used to let you assign multiple employees to a desk.

 

Item #4 - Integrations

SiQ Integrations has a collection of pre-build integration applications, which make it easy to manage single sign-on, provision HR, and sync data across your corporate apps and systems into SiQ system. See SiQ Integrations

SSO

Single Sign On (SSO) is the most popular method for SiQ’s customers. It allows a user to log in once to their network and thereby gain access to several network connected programs, eliminating the need to login into each system individually. Each employee is represented in SiQ as a system user. The Employee object has a number of attributes that need to be mapped to your internal user model.

See Provisioning and SSO

HR System

Your people are the heart of your business. When it comes to scheduling, budgeting, and workplace planning, they are the most important factor of all. Our software integrates employee data so SiQ remains updated with your employees' on-boarding and off-boarding from your business.

SiQ supports a number of integration options to automate the data import process and enable employee access to SiQ features. One common method used to import employee data is SFTP (Secure File Transfer Protocol). The process allows you to connect to a SiQ-hosted SFTP server and save a file containing relevant information. SiQ will automatically pick up the file and load it into your system.

See SFTP Employee Import, Namely Integration, and PeopleHR Integration.

Calendar

See below Set up Meeting Rooms

Other Integrations

  • Ticketing - Set up the integrations to the Ticketing systems (for Salesforce, Samanage, or ServiceNow) or allow your employees to submit tickets directly from SiQ's employee app. See Ticketing
  • Communication - Use the Slack Integration with SiQ to locate employees, meeting rooms, and spaces through the SiQ Slack bot. See Slack Integration
  • Badge and Sensors - Set up integrations to enable Badging and/or Sensor data to be loaded and then used in analytics and reporting. See Sensor Systems
  • SiQ API - We cover everything you need to know, from authentication to manipulating results, to combining results with other services. See SiQ API

 

Item #5 - Configure Hoteling Desks

Empower your employees to return to work as safe and confident as possible. The SiQ Mobile App can provide your employees with everything they need. Easily locate and book available desks or space and even book near a coworker.

Your Administrator can configure the following for your business.

Seats on the floor / Desk Booking Permission

What buildings and floors do you want to see in SiQ?

Your Administrator can quickly set up which buildings and floors are displayed in SiQ.

See Manage a Floor

Do you have your hotel desks set up?

Every workspace has a usage type and to designate spaces as a Hoteling Desk, you'll need to update the space's Usage Type.

See Manage Allocation and Seats

Who do you want to be able to book the hotel desk?

Your Admin can set up who can book the hotel desks such as everyone, department, workplace group, or a combination of both. 

See Set up Booking Restrictions

When can employees make desk bookings?

The regular business hours impact the hotel desk and the meeting room bookings. The spaces can only be book during the hours specified. The default business hours in SiQ are 9:00 am to 5:00 pm local time where the building is located, and you can customize them according to your business requirements.

See Set up Regular Business Hours

Additional Configuration for Hoteling Desks

Your Administrator can configure the following for your business:

COVID Compliance

Booking Capacity Limits

To assist with your region's COVID-19 restrictions your business can limit the number of people visiting a building by setting a capacity limit. This can be set for all building locations or set for particular building locations.
The capacity restriction is set by the percentage of hotel desks that can be booked on a floor.

See Set up Booking Capacity Limits

Book Safe

Manually set up the safe distancing around each space on your floor map. This is to ensure your employees maintain a recommended safe distancing spacing for health purposes. Before you start, check what is the safe distancing requirement from your local authority.

See Set up Safe Distancing

Health Screenings

When your business needs to ensure that employees are healthy before coming into the office, you can use SiQ's Health Screening so your employees can confirm that they are symptom-free well before check-in time.

See Set up Health Screenings

Desk Bookings & Check-in Times

Do you want all-day desk bookings or time blocked bookings?

If your business wants your employees to make all-day desk bookings this can be set up OR if you would prefer time block bookings which allow your employee to choose time OR allow both hourly and all-day bookings.

See Set up Booking Type

Do you want your employees to check in to their desk bookings?

When the required check-in setting is on then employees must check into their desk booking. Additionally, your business can use the auto-release booked desk for when an employee doesn't check into their desk booking and you can exempt specific employees from checking in.

See Set up Required Check-in

Do you want to limit the number of concurrent bookings?

Your Administrator can allow employees to book multiple desks at one time or limit them to booking only one desk at a time.

See Set up Single Active Reservation Booking

Do you want your employees to make recurring desk bookings?

If your business wants your employee to make recurring desk booking this can be set up.

See Set up Recurring Desk Bookings

Desk Reservation & Available Desk Visibility

Do you want your employee's names to display on the reserved desks?

When looking for an available desk on the floor map, employees may like to know who has already booked desks near the available ones.

See Set up Show Names on Reserved Desks

Do you want your employees to be able to find coworker's desk bookings?

If your employees are working together, then you can let them find their coworkers desk bookings. Then they can make a desk booking next to (or near) them.

See Set up Employee Bookings Search

Desk Bookings & Book on behalf of Another

Do you have employees that need to make bookings on behalf of another person?

Only Admins can manage Desk Bookings on behalf of Departments and Workplace Groups. If needed, the Admins can make individual desk bookings or bulk import desk bookings.

See Book a Desk on behalf of an Employee or Import the Desk Bookings in bulk

Employee Photos

Employees have the ability to upload a photo to their profile in the SiQ Mobile App.

See Update your Profile

Item #6 - Set up Meeting Rooms

Set up Meeting Rooms to be Bookable

If you want your employees to be able to book a meeting room you must have a Calendar Integration set up. Then your Administrator can set up the meeting rooms on the Floor Map.

See Calendar Integration and Set up a Meeting Room

Meeting Room Physical Device

If you have a meeting room physical device that is located outside each meeting room then this can be set up to display the meeting room's availability.

See Add a Device icon and set it up as a Meeting Room

Meeting Room Photos

Employees have the ability to upload a photo to the Meeting Room details screen in the SiQ Mobile App.

Item #7 - Set up a Kiosk Touchscreen

Your Administrator can set up SiQ Web app to be a Kiosk that employees can use to help them find employees and meeting rooms.

See Set up a Kiosk Touchscreen and Using SiQ Web App as a Kiosk

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