This article explains how to activate the check-in/out functionality.
If you are an end-user looking for information how to check-in/out, read this article.
Jump to:
1. How to activate check-in/out
3. Automated Check-In requirements
6. Who can check-in on behalf of others
1. How to activate check-in/out
The check-in/out functionality requires users to check into their desks after their booking starts.
Check-in/out can be activated on a space group level. To do so, go to Settings → Space types → click on type → Groups → click on group → Check-in.
Enable the check-in/out functionality by activating the "Require check-in" option. Then, select the check-in strategy:
- Simple (users will be required to check-in from the browser, Teams, or Mobile).
- QR code (users will be required to scan a QR code with the YAROOMS Mobile App).
- Geo-fenced (similar to the Simple check-in, but users will not be allowed to perform the action if they are outside the set radius in meters).
2. Geo-fenced requirements
To successfully activate the geo-fenced check-in strategy, you must:
- Set the location address in the system: Go to Settings → Workplace → Edit selected location → General and fill in the “Address” field.
- Set the Geo-fencing radius: Go to Settings → Space types → click on type → Groups → click on group → Check-in,
3. Automated Check-In requirements
The automated check-in is based on Wi-Fi connection. In order for this to be set up, the “Automated Wi-Fi Check-in” module should be enabled at the location level: Settings → Workplace → click on location name → Edit (right side of the screen).
Admins must provide a list of trusted IP addresses for the location, including:
- A mandatory label.
- The IP address in CIDR format (mandatory).
- An optional floor assignment for the IP address.
The IP address must be provided fully, also containing its mask ( example: 123.123.123.123/32).
The automated check-in can also be granularly activated for specific space groups.
4. Setting the Grace Period
The grace period represents the timeframe (number of minutes) during which the booker is allowed to perform the check-in.
It starts along with the booking and, if activated, it transforms the check-in into a mandatory action. Failing to perform the check-in during this period, will render the booking cancelled and the space open for other users.
If no check-in was performed, a 9 AM space reservation with a 15-minute grace period will be canceled automatically at 9.15 AM.
5. How to print the QR codes
To print the QR codes that can be added to bookable spaces, go to Settings → Workplace → click on the floor where the spaces are located → 🖨️ button.
Select spaces for which you want to print QR codes, and press on the "Print" icon in the bottom right corner.
If you are looking for more information about setting up space types and groups, read this article.
6. Who can check-in on behalf of others
The only users permitted to check in on behalf of others are:
- Administrators & Supervisors: They can perform this action for any user.
- Location Managers: They can check in on behalf of any user, but only for bookings within their managed location.
- User Group Managers: They can check in for any user within the group they manage.
- Direct Managers: They can only check in for the user to whom they are assigned.