How to Check-In to a Meeting Room

Introduction

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 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.

Prerequisites

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 start, a Check-in button will appear on the tablet view. A member can tap to check-in, ensuring their booking will not be canceled. Here is what it looks like:

    IMG-0011.PNG
  • When you have enabled the check-in required option, the Send booking reminder option will be activated automatically and 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.

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:

  1. Go to Settings/Platform Modules/Calendar & Bookings.
  2. Find the Booking Policies section.
  3. Click on a policy in the list to open it, or create a new one by hitting the Add Policy button.

    addpol1.png
  4. Find the Require Check-in 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 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 minutes (6 hours).

req chck.png

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 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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