Check-in Module
Overview
By enabling the check-in module, you can enforce users to confirm their bookings before the booking starts. Bookings without a confirmed check-in within the check-in grace period will be deleted automatically by the system. The object will be free to book by the other users. Before the booking start, the user is able to check-in the booking using the Flexopus application.
How to check-in?
The check-in button gets active in the check-in grace period. The following options are provided to make a check-in:
list view check-in
Navigate to the bookings list in your user profile and click on the check-in symbol:
detail view check-in
The second option is to open the booking detail view and check-in there:
QR code check-in
The third option is to scan the QR code that may be associated with the object. The QR code module will recognize the active booking and offer to option to check-in. Learn more about the QR code module here:
Check-in grace period
The check-in grace period defines, how much time is given for the user to check-in a booking before and after the booking suppose to start. You can define a different check-in grace period per object type.
We recommend the following check-in grace periods:
work station parking spot home office
The recommended grace period is 60 minutes. This way, the users has +/- 60 minutes to check-in. Give them enough time to arrive at work. Setting the check-in to a way too short timeframe, will result in ignorance by the users. The booking will be deleted even, if they arrived in time at the office, but they will not create a new booking.
meeting rooms
Meetings are usually 30 - 60 minutes long. The check-in time should be shorter than this timeframe, otherwise deleting the booking will not have any reasonable effect. Also, people typically start a meeting at -:00, -:15, -:30 or at -:45. To make the room available to the next groups of people looking for an ad-hoc free meeting room, we recommend setting the check-in grace period to 15 minutes.
Configuration manual
You can enable the check-in module by navigate in Flexopus as an administrator to Dashboard > Settings > Bookings settings > Check-in module.
Here you can enable the module and set for the main object types (like work stations, parking spots, meeting rooms and home office) the check-in settings and the grace period.
Check-in notifications
You can enable as an administrator the check-in reminders for the users. By enabeling the check-in reminders the users will get a check-in reminder emails and check-in reminder push notifications when the booking suppose to start, in case they did not check-in in yet. The reminder will be only sent, if the booking is not confirmed.
The reminders can be disabled by the users individually in ther user profiles, by navigating in Flexopus as a normal user to Settings > Preferences > Check-in notification.
You can also disable the check-in notificiations for the users individually as an administrator. To do so navigate in Flexopus as an administrator to the option Dashboard > Users > All Users > Select a user > Preferences > Check-in notifications.
List of deleted bookings
Ideally you should be able to see which bookings were deleted due to a missed check-in. This feature is currently under development and will be available in the future under Dashboard > All bookings.
Admin bookings
In case an administrator creates a booking for another user, the admin can check-in the booking at the booking creation, this way the user does not need to check-in.
Guest bookings
Guest bookings are not required to be checked in. In case you created a guest booking, the guest is supposed to have a flexibility to arrive at the office, and it’s not required to control when the guest arrived to check-in. This would be a low-end administrative task, which is not really necessary for the guest bookings.
External meeting rooms bookings
External bookings may be synchronized to Flexopus from external sources such as Microsoft Exchange Online via the Graph API or Google Calendar via the Google API:
In this cases the event host create the events using their email clients such as Google Calendar or Microsoft Outlook. The events may include a meeting room, that is invited. This room is connected with Flexopus and the booking are syncronized to Flexopus. In case a room is connected in Flexopus with an external ressource, you can optionally activate the check-in module for the external bookings. In this case the bookings are created externally in the calendar of the users, but the booking of the room need to be confirmed in Flexopus cia the check-in module.
Configuration
To enable the check-in for the external bookings navigate in Flexopus as an administrator to Dashboard > Settings > Bookings settings > Check-In module and enable the Check-in for external bookings option.
The host of the meeting can see the booking in Flexopus an he can confirm the room booking each time within the check-in grace period set for the meeting rooms.
In case nobody check-in the meeting the booking of the room (not the event!) will be deleted for that occurance. In case of a recurring booking it affect only one meeting event.
Check-in on meeting room signage display
Sometimes the host of the meeting is not on site or he is not working on the day, therfor the meeting will not be checked-in by the host. Still the meeting room is required for the other participants, that are invited to the meeting. Example: Team meeting, project status meeting or a department meeting.
In this case it would be nice to give the option for the other participants to check-in the meeting, still make it clear for each participant, that the room is already check-in. To do so we recommend to use the meetting room signage display of Flexopus.
The signage displays make it possible to every on-site participant to check-in the meeting. The meetings with a pending check-in are shown on the disiplay with an orange color. Each particpant can walk by and click on the check-in button to confirm that the meeting room is required.
After a sucessfull check-in the displays turns red and the meeting room booking is confirmed.
