If you want to ensure that your meeting rooms are always up to date on your calendar and tablet apps, you can do that by enabling the Bookings Check-in requirement. Enabling the option will send a notification to your members about their upcoming bookings and ask them to check in. If they don't, the booking will be canceled shortly after it starts so another client can book it instead.
Before you start
Enable the Meeting Rooms Tablet View and set up a tablet - This is optional if you send reminders to your clients to check in.
How to check in for a booking
When enabled, a member would need to check in for their booking in order to keep it on the calendar. They can do that in the following ways:
Check-in using the tablet view. A Check-in button will appear on the tablet view one minute before the booking starts. A member can tap to check in, ensuring their booking will not be canceled. Here is what it looks like:
When you have enabled the check-in required option, the Send booking reminder option will be activated automatically. OfficeRnD will notify the client who created the booking, reminding them that they should check in. The email includes a link that allows them to check in remotely without needing access to the tablet view of the room.
Note: Currently, if the check-in required option is selected, both ("Check-in required" and "Send booking reminder") options are activated and applied at the same time. For example, there is no option for the check-in email to be skipped/not sent when the required check-in option is selected/enabled.
Enable the bookings check-in
You can enable the bookings check-in by following these steps:
Go to Settings > Platform Modules > Calendar & Bookings.
Find the Booking Policies section.
Click on a policy in the list to open it, or create a new one by hitting the Add Policy button.
Find the Require Check-in option and enable it.
(Optional) Specify the time after which a booking that nobody checked in for will be canceled. By default, it will be set to 10 minutes after the booking start.
Note: The maximum time you can set for this option is 60 minutes.(Optional) Enable the Send booking reminder to send an email notification to members and allow them to check-in through their email. You can also specify how soon before the booking the reminder is sent.
Note: The maximum time you can set for this option is 360 minutes (6 hours).
Booking check-in cases
Here, we can observe a few booking check-in situations, which will help you understand how the process works. The main focus of these examples is what happens depending on when the booking is created.
Important
The booking will start from 10:00 AM till 11:00 AM.
Booking Reminder is set to 20 minutes before the start of the booking - 9:40 AM.
Booking Cancellation is set to 10 minutes after the start -10:10 AM.
The booking is created at 9:30 | The booking is created at 9:50 | The booking is created at 10:05/10:15/10:50 | The booking is created at 9:30 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|