When members book a room and don't show up, that space is unavailable to everyone else for the duration of their stay. The check-in requirement fixes this: members must confirm they've arrived within a set window, or their booking is canceled, and the room opens back up.
The setting lives inside Booking Policies, so you can apply it selectively; for example, to meeting rooms but not to phone booths, or only to specific policy groups.
Turn on the check-in requirement
Go to Settings > Calendar > Calendar & Bookings.
Find the Booking Policies section.
Select a policy from the list, or select Add Policy to create a new one.
Find Require Check-in and turn it on.
Set how many minutes after the booking starts before an unchecked booking is canceled. The default is 10 minutes. The maximum is 60 minutes.
(Optional) Turn on Send booking reminder to notify members by email before their booking starts. Set how many minutes in advance the reminder goes out. The maximum is 360 minutes (6 hours).
Check-in timing scenarios
The examples here use the following settings:
Booking: 10:00 AM – 11:00 AM
Reminder sent: 20 minutes before start (9:40 AM)
Auto-cancellation: 10 minutes after start (10:10 AM)
Booking created at | Confirmation email | Reminder sent | Auto-canceled at 10:10 AM |
9:30 AM | 9:30 AM | 9:40 AM | Yes, if no check-in |
9:50 AM | 9:50 AM | Not sent — reminder time has passed | Yes, if no check-in |
10:05 AM or later | At creation time | Not sent | No — booking created after cancellation window |
9:30 AM, rescheduled to tomorrow 10:00 AM | At creation and at update | Tomorrow at 9:40 AM | No cancellation today; tomorrow's settings apply |