Check-In

Ensure your office presence is recognized by checking in! This article explains everything you need to know about how check-ins work, what your options are, and what happens if you forget to check in.

1. Simple check-in
2. Check-in with QR code
3. Automatic check-in using geolocation
4. Checking in for someone else
5. If you forget to check in

1. Simple check-in

You can check in manually for any upcoming booking:

• Go to the Booking > Upcoming bookings section in the web app or mobile app.
• Click the Check in button next to your reservation.

Your booking will now be displayed as 'checked in'. You can also view your checked-in and pending check-ins in the Schedule view.

💡 Tip: The Check in button only appears shortly before or during your booking.

2. Check-in with QR code

If your company has enabled QR code check-ins, you can scan a QR code at the desk or resource to check in:

• Open the deskbird mobile app.
• Go to your Upcoming bookings and tap Check in.
• A camera will open, scan the QR code displayed on the desk.

💡 Tip: QR codes can also be used to create a new booking if the space is available.

💡 Tip: Even if manual check-ins are disabled, QR code scanning will still work.

3. Automatic check-in using geolocation

If your company has enabled geolocation-based check-in, you’ll be checked in automatically when you arrive near the office:

• Works only if you’ve allowed location access on your phone.
• Applies to mobile app users only.

➡️ Learn more about automatic check-in

4. Checking in for someone else

Only users with admin rights can check in colleagues:

1. Open the deskbird web app.
2. Go to the Bookings section.
3. Find the user’s current booking marked Now and click Check in.

💡 Tip: Use this sparingly (e.g., in emergencies). Encourage users to check in themselves via the app or QR code.

💡 Note:  This option is not available if check-in is set to QR code only.

5. If you forget to check in

Depending on your company’s settings:

• Your booking may remain active without consequences.
• You may have a limited window to still check in.
• Your booking may be automatically cancelled if no check-in occurs in time.

💡 Tip: Enable email and push notifications to get check-in reminders. You can manage these under your Notification settings.