When check-in is required at your office, you need to confirm your meeting room booking when the meeting starts. If no one checks in within the check-in window, deskbird automatically releases the room so others can use it.
- Check in from the deskbird app
- Check in with the room QR code
- Check in at the room panel (kiosk)
- What happens if you don't check in
- FAQs
1. Check in from the deskbird app
To check in to a meeting room booking from the deskbird web or mobile app:
- Go to Bookings in the main menu, or open the Book > Meeting rooms view.
- Find your upcoming booking.
- Click or tap the Check in button when it becomes available (typically shortly before or at the meeting start time).
Your booking status changes to Confirmed and the room is secured for your meeting.
2. Check in with the room QR code
If your office uses QR codes for meeting rooms, you can check in by scanning the QR code at the room with the deskbird mobile app:
- Open your booking in the deskbird mobile app and tap Check in. The QR code scanner opens.
- Scan the QR code at the meeting room.
The app checks in your booking for that room. If your office only allows check-in with a QR code, you need to be at the room to check in.
⚠️ Only bookings in your name: Scanning the room QR code looks for your own booking on that room. If a colleague booked the room for your meeting, scanning the code does not check in their booking. Use the room panel at the door instead, if there is one, or see the FAQs below.
3. Check in at the room panel (kiosk)
If your office has a tablet panel mounted outside the meeting room, you can check in directly at the door:
- Approach the room panel. If the panel shows an orange indicator, your booking is awaiting check-in.
- Tap your booking on the screen.
- Tap Check in to confirm.
The panel turns green to show the room is now in use. No app or login is needed at the panel.
💡 You can also end your meeting early from the panel by tapping End meeting. This releases the room immediately for others to book. For everything the panel can do, including ad-hoc bookings and extending a meeting, see Book or check in to a meeting room at the door panel.
4. What happens if you don't check in
If check-in is required at your office and no one checks in within the configured time window after the meeting start time, deskbird automatically releases the room. The booking is cancelled and the room becomes available for other bookings.
⚠️ If your meeting is running late and you still need the room, make sure to check in before the check-in window closes. The time window is set by your admin and may vary by office.
5. FAQs
Not necessarily — it depends on how your admin has configured the rooms. Some rooms may have check-in required, while others do not. If the Check in button appears on your booking, check-in is required for that room. If you are unsure, contact your admin or office manager.
Any meeting invitee can check in at the room panel directly. From the deskbird app or with the room QR code, only the person the booking is for can check in. Admins and managers can also check in a colleague's booking. If you need to check in for a colleague's booking, using the room panel at the door is the easiest option.
Not from the deskbird app or with the room QR code. These only check in bookings that are in your name, so scanning the room QR code does not check in a booking a colleague made. You can:
- Ask the person who booked the room to check in from their deskbird app. This works unless your office only allows check-in with a QR code.
- Check in at the room panel at the door, if the room has one. Anyone can tap Check in there.
- For future meetings, ask them to book the room in your name, so you can check in yourself.
If this happens often in your office, ask your admin which check-in setting fits your meeting rooms best.