With the automatic Check-In feature, employees are seamlessly checked in to their desk and parking bookings upon arrival at the office—no manual action needed. This prevents cancellations due to missed check-ins while ensuring a smooth booking experience using geolocation.
- Requirements
- How to activate automatic Check-In
- Data usage & privacy
- Best practices & device tips
- FAQs
1. Requirements
To enable automatic Check-In for your users, the following must be in place:
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Feature activation:
- The office must have at least Simple Check-In (with click and/or QR code) enabled.
- Admins can activate the Automatic Check-In feature under Admin > Booking settings > Auto check-in via geolocation with the deskbird mobile app
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Latest app version:
- Employees must use the most recent version of the deskbird app on iOS or Android.
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Location permissions:
- Location access must be set to Always allow in device settings for the deskbird app.
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Optional – Push notifications:
- To get success confirmation after check-in, enable Check-In notifications in the app settings.
2. How to activate automatic Check-In
Once enabled for an office, employees can activate automatic Check-In by following these steps:
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Update the app:
- Download the latest deskbird version from the App Store or Google Play Store.
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Activate the feature in the app:
- Go to Profile > Auto check-in in the deskbird app.
- Toggle on Auto Check-In.
- Select the respective office
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Grant location permissions:
- Open phone settings and locate the deskbird app.
- Set location access to Always allow.
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Optional – Enable notifications:
- Allow Check-In notifications to receive confirmation once a check-in is completed automatically.
3. Data usage & privacy
Your privacy matters. Here's how automatic Check-In handles your location data:
- No storage of personal location data: deskbird never stores or shares your location.
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Powered by geofencing:
- The OS (iOS/Android) detects when a user enters a 100m radius around the office.
- Only then is a check-in triggered for the day’s booking.
- deskbird only receives a notification from the OS — not raw location data.
- Employees stay in control: Disabling location access in phone settings will automatically deactivate the feature.
4. Best practices & device tips
- Always use the latest version of the deskbird app to ensure stable performance.
- Enable Always allow location access for geofencing to work consistently.
- Push notifications help confirm successful check-ins.
- Note: iOS and Android may behave slightly differently regarding background location handling.
- The check-in trigger activates once when you enter the 100m radius around the office; it doesn't run continuously, so if it fails, it won't automatically retry. You should then check in manually.
5. Frequently Asked Questions
If location permissions are denied, automatic Check-In will be disabled for the employee. They can reactivate it at any time by granting the necessary location access in their device's settings.
Yes! Admins can activate automatic Check-In in the admin settings for any office where Check-In is enabled. Once active, employees can turn it on individually in their app.
On both iOS and Android, low power or battery-saving modes can interfere with geolocation and geofencing. Here's what to know:
📱 iOS tips:- Low Power Mode can suspend background location updates. Disable it temporarily when commuting to the office.
- Go to Settings > Battery to check if Low Power Mode is on.
- Ensure deskbird has Always Allow location permission under Settings > Privacy & Security > Location Services.
- Battery Saver and Adaptive Battery can delay or stop location updates.
- Go to Settings > Apps > deskbird > Battery and choose Unrestricted.
- Ensure Location permission is set to “Allow all the time”.
- Turn off Battery Saver during office arrival hours for the most reliable check-ins.
Automatic Check-In may occasionally fail to trigger. The most common reasons include:
- Low battery or battery-saving mode: Can limit GPS performance or suspend background activity.
- Poor reception: Weak cellular or Wi-Fi signal may prevent geolocation from activating reliably.
- Obstructed or damaged GPS antenna: Hardware issues can impair location capabilities.
- No internet connection: If the device is offline when entering the 100m radius around the office.
- Location access set to “While using the app” only: Background triggers require “Always allow.”
- Wi-Fi disabled: Especially on iOS, Wi-Fi must be enabled for accurate geolocation.
- On a phone call when entering the radius: Some carriers block simultaneous location events during calls.
- Corporate device restrictions: Managed devices may suppress background location triggers.
- The device never left the 100m radius: For example, if a dedicated device is permanently located at the office.
When automatic Check-In does not trigger, it is usually because the mobile device never initiated the location-based attempt. In these cases, deskbird receives no signal, meaning no check-in occurs and no log is generated on our end.
The check-in trigger is designed to activate once when entering the 100m radius around the office. It does not continuously run in the background. If the attempt fails, it will not retry automatically — in such cases, a manual check-in is required.
This is not a limitation of the deskbird app, but rather a result of the device not emitting the required GPS-based system trigger. Based on our analysis, whenever the device attempts to emit a geofencing signal, the check-in succeeds. If it doesn’t, the cause is almost always one of the mobile-side limitations listed above.
✅ To reduce the risk of missed check-ins, we recommend:
- Ensuring Low Power Mode or Battery Saver is disabled.
- Keeping Wi-Fi enabled and maintaining a stable connection.
- Checking for device management restrictions that may block background location access.
If the issue occurs only on your device but works for colleagues, it is most likely a device-specific limitation. In such cases, we suggest contacting your internal IT team for additional troubleshooting.