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Define flex office policies

Flex office policies encode your hybrid-work rules: days on site, mandatory days, approval of plans. As administrator you create the site-wide policies and, where needed, department policies that managers can fine-tune within your limits.

Open the policies management

  1. Open Hamilton Meeting and click Administration in the left menu.

  2. In the Desk section, click "Flex policy management".

  3. The list shows the existing policies with their name, site, service (department), minimum on-site days, mandatory days and active state. Filter by Site and Service to find a policy.

Create a policy

  1. Click Add and fill in the form:

    • Name (mandatory): how the policy is displayed to employees.

    • Site (mandatory): the site the policy belongs to.

    • Service: leave empty for a site-wide policy that applies to everyone on the site; select a department to target that department only.

    • Minimum on-site days: the required number of on-site days per week (a single digit).

    • Mandatory days: tick the weekdays everyone must be on site.

    • Blocking: Yes (default) refuses non-compliant weekly plans; No only warns (informative policy).

    • Requires approval: Yes routes the employees' plans and day changes to their approver; No (default) applies them immediately.

    • Active: Yes (default) enforces the policy; No suspends it without deleting it.

  2. Validate — "Addition validated" confirms.

Site policies and department policies

  • The site policy (Service left empty) is both the default rule and the ceiling: department policies and manager adjustments cannot require more on-site days than the site value, and can only pick mandatory days among the site's mandatory days.

  • A department policy overrides the site policy for that department's members.

  • Managers with the service-level right adjust their own department's policy from the user side ("Set the flex office policy for your department" in the user guides) — but only if you created the policy record first, and always within the site limits.

What employees experience

Once active, the policy banner appears on each member's Work presence page: name, Blocking or Informative badge, minimum days, mandatory days. Their weekly plans are checked on save, and approval flows start when required — see "Declare and plan your weekly work presence" and "Understand your flex office policy" in the user guides.

Good to know

  • Presence approval also requires approvers: give the presence approval right (site or service scope) to the right people — see "Manage desk groups and booking permissions" for the rights overview.

  • Deleting a policy removes the constraint immediately; prefer deactivating (Active: No) to keep the configuration.

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