deskbird offers different check-in options to ensure that users confirm their presence when using desks, parking spots, and meeting rooms. These options help improve space utilization tracking while offering flexibility based on your company’s needs.
- No check-in
- Simple check-in
- QR-codes only
- Auto-Cancellation Settings
- Automatic check-in using geolocation
1. No check-in
With this setting, users do not need to check in when they arrive at the office or enter a meeting room. Their bookings remain valid without any further action.
2. Simple check-in
With simple check-in, users can confirm their presence by clicking the Check-In button in the Web App, MS Teams, or the deskbird mobile app.
How it works:
- Users manually confirm their check-in via the deskbird app.
- If check-in is required, admins can set an auto-cancellation rule if a user fails to check in before a certain time.
💡 Did you know? Even with Simple Check-in enabled, users can also check in by scanning a QR code if QR codes are available for their booking. If a user scans the QR code, they are redirected to the check-in page to confirm their booking.
3. QR-codes only
With this option, users must scan a QR code to check in. This applies to desks, meeting rooms, and parking spots, ensuring that users are physically present when confirming their booking.
How it works:
- Users go to their booking overview in the deskbird app.
- They tap Check-in, and a QR code icon appears.
- Their camera opens, allowing them to scan the QR code to confirm their presence.
💡 Things to consider:
- This is the most restrictive setting and should be used if you require strict attendance confirmation for booked resources.
- Users must install the deskbird mobile app to scan QR codes for check-in.
- QR code scanning is available regardless of other check-in settings. If a user scans a QR code without a prior booking, they will be redirected to the booking page where they can confirm the reservation.
4. Auto-cancellation settings
Auto-cancellation ensures that unconfirmed bookings are released, allowing other users to utilize available resources efficiently.
Auto-cancellation for desks and parking spots
Auto-cancellation ensures that unconfirmed bookings are released, making resources available to others. The system cancels bookings if a user does not check in within the grace period after a designated start time.
Admins can configure two settings that determine when the grace period starts and when bookings are cancelled:
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Grace Period: If not checked in, cancel the booking automatically
- Defines how many minutes users have to check in before their booking is cancelled.
- Example: If set to 60 minutes, users must check in within 60 minutes of the grace period start time.
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From this time, the grace period applies
- If the grace period plus booking start time is before this set time, this acts as the earliest cancellation time for the booking, even though the grace period has already ended.
- If the booking start time plus the grace period is after this set time, check-in reminders are sent, and when the grace period expires, the system automatically cancels unconfirmed bookings.
Auto-cancellation scenarios for desks and parking
| Scenario | Example | Auto-cancellation time |
| Booking start time + grace period is after the earliest auto-cancellation timestamp | Booking at 8:30 AM, grace period 60 min, grace period starts at 9 AM → Grace period overlaps with the booking start time → Auto-cancellation at 09:30 AM | 09:30 AM, since the grace period starts at the time of the booking |
| Booking start time is after the earliest auto-cancellation timestamp | Booking at 10:00 AM, grace period 60 min, grace period starts at 9 AM → The booking starts after 9 AM, so the grace period begins immediately and runs for 60 minutes → Auto-cancellation at 11:00 AM | 11:00 AM, since the grace period starts when the booking begins |
| Booking start time + grace period is earlier than the earliest auto-cancellation timestamp | Booking at 6:30 AM, grace period 60 min, grace period starts at 9 AM → The booking would normally be cancelled at 7:30 AM, but since this is earlier than 9 AM, the system overrides it → Auto-cancellation at 9:00 AM | 9:00 AM, as the system ensures no cancellations occur before the set grace period start time |
💡 Summary:
- The grace period countdown starts at the fixed time set by the admin (e.g., 9 AM).
- Check-in reminders are sent only from the set time.
- If the booking start time + grace period is before the set grace period start time, the system overrides it and cancels the booking at the grace period start time.
- If the calculated cancellation time is later than the grace period start time, the system cancels the booking at the later calculated time.
Auto-cancellation for meeting rooms
For meeting rooms, admins can set a rule to automatically cancel a booking if users do not check in within a certain number of minutes past the scheduled start time. Unlike desks and parking spots, grace periods do not apply to meeting room check-ins.
💡 Example: If the auto-cancel setting is set to 10 minutes, and a meeting is scheduled for 10:00 AM, it will be automatically canceled at 10:10 AM if no one checks in.
Summary
✔ Check-in options and auto-cancellation settings are separated for clarity.
✔ Desks and parking spots use a configurable grace period, while meeting rooms rely on a fixed cancellation time when check-in option is enabled.
For more information on QR codes and how to set them up for your workplace, check out this guide.
5. Automatic check-in using geolocation
For automatic check-ins using geolocation, please refer to this help center article: Automatic Check-In for Desk and Parking Bookings