How to Check-In a Meeting Room

If you would like to make sure that your meeting rooms are always up to date on your calendar and tablet apps, you can do that by enabling the Bookings Checkin requirement. Enabling the option will send a notification to your members about their upcoming bookings and ask them to check-in, or the booking is canceled shortly after it starts so another client can book it instead.

Pre-requisites:

How to check-in for a booking

When enabled, a member would need to check in their booking in order to keep it on the calendar. They can do that in the following ways:

  • Check-in using the tablet view -  One minute before the booking's start, a Check-in button will appear on the tablet view. A member can tap on it to check-in, ensuring their booking will not be canceled. Here is what it looks like:
    IMG-0011.PNG
  • (Optional) If you enable the Send booking reminder option, OfficeRnD will send a notification to 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.

Both options can be available at the same time.

Enable the bookings check-in

You can enable the bookings check-in by following these steps:

  1. Go to Settings/Platform.
  2. Find the Booking Policies section.
  3. Click on a policy's name to open it, or create a new one by hitting the Add Policy button.
  4. Find the Require Checkin option and enable it.
  5. (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's start.
    Note: The maximum time you can set for this option is 60 minutes.
  6. (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(6 hours) minutes.

Booking check-in cases

Here we can observe 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 20min before the start of the booking - 9:40 AM.

 Booking Cancellation is set to 10min 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:
  • a confirmation email is sent at 9:30
  • a confirmation email is sent at 9:50
  • a confirmation email is sent at 10:05/10:15/10:50

  • a confirmation email is sent at 9:30
  • the reminder is sent at 9:40
  • no reminder
  • no reminder
  • the reminder is sent at 9:40
  • the automatic cancellation happens at 10:10
  • no cancellation
  • no cancellation

The booking is changed at 9:50 and the change is for tomorrow at 10:00.

 
  • automatic check-in
  • automatic check-in
  • booking update
     
  • the automatic cancellation doesn't happen at 10:10 today
     
  • tomorrow the reminder is sent at 9:40 (a new schedule action is created with the new start date)
     
  • tomorrow the automatic cancellation happens at 10:10
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