➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: Admin Portal, Member Portal, and connected integrations
➤ Availability: All Flex plans
Knowing who is on-site right now matters for security, occupancy reporting, and billing members who work on a drop-in basis. Check-ins and check-outs give you that record. A member can be checked in and out by an admin from the Member Portal, or automatically through a Wi-Fi or door access integration, so the record stays current even if no one touches it by hand. On a hot desk, a check-in/check-out pair also consumes a day pass, which ties this feature directly to how you charge for shared space.
This article explains the ways members are checked in and out, how to do it manually as an admin, and how check-ins connect to day passes.
In this article:
See every way a member can be checked in or out.
Check a member in or out manually from the Admin Portal.
Understand how check-ins relate to day passes.
Before you start
Automatic check-out runs at midnight. If no check-out is recorded for a member, the system checks them out at midnight the same day.
Automated check-ins require an integration. The Wi-Fi and door access methods below depend on those integrations being set up first.
On a hot desk, a check-in spends a day pass. If you use day passes, read how day passes work so the consumption behavior is clear before you rely on check-ins for billing.
Ways to check a member in
A member can be checked in through any of these methods:
Admin – An admin opens the member's profile or the Who's In section and checks them in.
Member Portal – Members check themselves in from the Member Portal.
Wi-Fi integration – A Wi-Fi integration checks members in automatically when they connect to the network.
Door access integration – A door access integration checks a member in automatically when they enter the building.
Visitor app – A check-in is recorded through the Visitor app.
Workplace app – Members check in through the OfficeRnD Workplace app.
Ways to check a member out
A member can be checked out through any of these methods:
Admin – An admin opens the member's profile or the Who's In section and checks them out.
Member Portal – The member checks themselves out from the Member Portal.
Wi-Fi integration – A Wi-Fi integration checks a member out automatically when they disconnect from the network.
Door access integration – A door access integration checks a member out automatically at midnight.
Automatic check-out – If no check-out is recorded, the system checks the member out at midnight.
Check a member in or out manually
Automatic check-ins through a door access or Wi-Fi integration cover most day-to-day traffic, but you can always check a member in or out by hand. There are two places to do it.
From the Who's In section
Go to Operations > Who's In.
Find the member. You can search by name or email, and filter the list by status.
Click the check-in button to open the Check In dialog.
Fill in the details and click Check In or Check Out.
Click the check-out button to open the Check Out dialog.
Fill in the details and click Check Out.
From a member's profile
Go to Operations > Members and open the member's profile.
Find the Presence field on the left and select Check In or Check Out.
Fill in the details in the dialog and click Check In or Check Out.
How check-ins relate to day passes
Check-ins are what consume day passes. For hot desks, one check-in and check-out pair uses a single day pass, and a short visit can use a half-day pass if half-day passes are on. This only happens for hot desks, since day passes apply to that resource type alone, and only while the member has the Use Day Passes setting turned on.
For the full picture of how day passes are consumed, reset, and shared, read how day passes work.
FAQs
What are check-ins and check-outs?
Check-ins record when a member enters your space, and check-outs record when they leave. Together, they give you a real-time view of who is on site and a history of daily traffic for security and reporting.
How can members check in?
Members check in from the Member Portal, via a Wi-Fi or door access integration, the Visitor app, or the OfficeRnD workplace engagement apps. Admins can also check members in manually from the Admin Portal.
How can members check out?
Members check out from the Member Portal, through a Wi-Fi disconnection, or through a door access integration. Admins can check members out manually, and the system checks out anyone with no recorded check-out at midnight.
Can check-ins and check-outs be automated?
Check-ins and check-outs can run automatically once you connect a Wi-Fi or door access integration, which records presence without any manual steps and keeps the traffic data accurate.
What happens if a member doesn't check out?
A member who hasn't been checked out is automatically checked out at midnight, so the system doesn't leave them marked as present overnight.
Does a check-in always spend a day pass?
A check-in spends a day pass only on a hot desk, and only when the member has the Use Day Passes setting turned on. Check-ins for other resource types don't consume day passes, since day passes apply only to hot desks.
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