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Set the flex office policy for your department

As a manager, you can define the hybrid-work rules of your own department: minimum on-site days, mandatory days, and whether plans need your approval. Your policy applies to everyone in the department, within the limits set for the site.

Before you start

  • The "Flex policy management" menu appears in the left menu (under Desk) only if your account has the flex policy right for your department. The policy applies to the department you belong to.

  • Your department's policy record is created by an administrator; as a manager you adjust its rules. If the screen shows no policy for your department, ask your administrator to create one.

Open the policy screen

  1. Open Hamilton Deskbooking.

  2. In the left menu, click Desk, then Flex policy management. The screen shows your department's name and its current policy.

If your site has a policy, a banner reminds you of the site limits, which act as a ceiling: your department cannot require more on-site days than the site value, and you can only pick mandatory days among the site's own mandatory days.

Define the policy

  1. Minimum on-site days: the number of days per week each person must work on site.

  2. Mandatory days: tick the weekdays when everyone must be on site (for example Tuesday and Thursday).

  3. Blocking: choose Yes to prevent saving a plan that breaks the rules, or No to only warn (informative policy).

  4. Requires approval: choose Yes if you want to approve your team's plans and day changes yourself (see "Approve your team's presence plans"), or No to let plans apply immediately.

  5. Active: choose Yes to enforce the policy, or No to suspend it without deleting it.

  6. Click Save. The confirmation "Saved" appears.

If a value exceeds the site limits, an error explains it: requiring more on-site days than the site ceiling, or picking a mandatory day the site does not allow, is refused.

What your team sees

Once active, the policy banner appears on each team member's Work presence page: policy name, Blocking or Informative badge, minimum on-site days and mandatory days. Their weekly plans are checked against it when they save — see "Understand your flex office policy".

Good to know

  • One policy per department: saving replaces the previous rules.

  • Site-wide policies are managed by administrators; your department policy refines them for your team.

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