Meeting room check-in: how it works and how to set it up

Meeting room booking control is configured separately from desks and follows simpler rules: it has no place types, no office network verification and no PACS — the only way to confirm a meeting “from the office” is a QR code or the button on the display next to the room. This article covers every meeting room setting, explains what happens to an unconfirmed meeting and separates check-in from a similarly named mechanism: booking approval by the room administrator.

How meeting room check-in differs

	Desks and parking spaces	Meeting rooms
Where the company rules are defined	The Desk and parking space booking control block	The Meeting room booking control block
Local settings	On a space — one set for all its resources	On each meeting room individually
Bookable / Assigned place types	Present	Absent: the rules apply to every booking of the room
Check-in methods	Five: network, QR, remote button, PACS, notification suppression	One: QR code (which is also the display button)
Automatic check-in by office network and geolocation	Present	Absent
Confirmation by a PACS event	Present	Absent
Default windows	24 h / 16 h before the start; 2 h before / 1 h after	2 h / 1 h before the start; 10 min before / 10 min after
Rescheduling a booking	The confirmation is kept	The confirmation is reset

The difference in defaults is deliberate: meetings are shorter than a working day, and a ten-minute window around the start is a natural measure of “the meeting is actually happening”.

Where it is configured

Company-wide rules for all meeting rooms: Manage → Company settings → Check-in policies, the Meeting room booking control block (it comes first on the page) → Edit settings.

Rules for one room: the meeting room edit form → the Booking confirmation block. The block appears only for an existing room — while creating a new one it is not there yet.

Meeting room settings field by field

First step: Remote check-in

Verifies whether the meeting is needed at all. The organiser receives a request and confirms it remotely — a button in an email, a push notification or a corporate messenger. This is the most useful part of the control for meeting rooms: it is exactly the forgotten calendar entries that block rooms nobody uses.

Field	What it sets	Default	Available values
Start of check-in	When the advance confirmation window opens	2 hours before the start	“At the time of starting the booking”, 5, 10, 15, 20, 30, 40, 50 minutes and 1 to 23 hours before the start
Finish of check-in	When the window closes and an unconfirmed meeting is cancelled	1 hour before the start	From 23 hours down to 1 hour before the start, “at the time of starting the booking”, then 5–60 minutes and up to 4 hours after the start

Second step: In-Office check-in

Verifies that the meeting has really started. It can be confirmed only in the office — from the display next to the room or by scanning a QR code.

Field	What it sets	Default
Start of check-in	From which moment the meeting can be confirmed	10 minutes before the start
Finish of check-in	By which moment the meeting has to be confirmed	10 minutes after the start

As with desks, the first step has to finish before the second one begins — overlapping windows are rejected by the form.

Check-in method: QR code

In the meeting room form this block contains a single toggle — QR code, described as “Users should scan the QR code in the office to confirm their booking”. The toggle is locked in the enabled state: it cannot be switched off, because the system has no other way to confirm presence in a meeting room.

Exception list

Works exactly as for desks: the selected user group is not covered by the control and their meetings count as confirmed automatically. For meeting rooms this is a separate field — a group selected in the desk block does not apply to meeting rooms.

Local settings of a room

The room form adds a Different from company settings switch. While it is off, the company values are displayed and the fields are locked. Switching it on unlocks the fields but resets them to the defaults — previous local settings are not restored.

How a meeting is confirmed

Channel	First step	Second step
The display next to the room	Confirms	Confirms
A QR code at the room or on the display	Confirms	Confirms
A button in the email	Confirms	Does not confirm
A push notification	Confirms	Does not confirm
A corporate messenger	Confirms	Does not confirm
The Bookings section of the system	Confirms	Does not confirm

⚠️ With the second step enabled, neither the email, nor the push notification, nor the messenger will save the meeting. The system says so in the email itself: instead of an active button it shows an inactive “Confirmation available from office” caption and a hint to scan the QR code. The only working channels on the second step are the display and the QR code.

What is confirmed automatically:

• a meeting created inside an open check-in window — for the matching stage;
• a meeting created from the display next to the room — for the first step; the display closes the second step by itself only when the first one is switched off, otherwise presence is confirmed inside the second window;
• meetings of members of the exception group — always.

On the display, a meeting awaiting confirmation is shown with a “Confirm until” caption and a Confirm button. Display setup is covered in Meeting room displays: connection and setup.

What happens to an unconfirmed meeting

State of the meeting	What the system does
The start has not come yet (or less than a minute has passed)	The meeting is deleted: the room is fully released
The meeting is already running	The end time is moved to the current moment — the meeting finishes early and the room is released for the remainder

The organiser receives an email about the cancelled or stopped meeting with a suggestion to book a room again. If the meeting came from an external calendar, the cancellation is sent there as well.

The check runs continuously, so a meeting is cancelled almost immediately after the window closes.

Rescheduling a meeting resets the confirmation

This is the difference from desks worth knowing in advance: changing the time of a meeting drops its confirmation if the new start has not yet entered the confirmation window. Moved a meeting from 11:00 to 16:00 — it has to be confirmed again. If the meeting was shifted inside an already open window, the confirmation is kept.

External calendar meetings and recurring meetings

• Meetings from Exchange, Microsoft 365 and Google Workspace are controlled on the same terms. Synchronisation creates ordinary meeting room bookings, and the control makes no exceptions by source. The organiser of such a meeting receives a confirmation request, and a cancellation is sent back to their calendar.
• Every occurrence is confirmed separately. A recurring series consists of separate bookings per date, each with its own confirmation window.
• Meetings in shared rooms without an organiser are not covered: there is nobody to confirm them.

Check-in and administrator approval are different mechanisms

In the meeting room form the Booking confirmation block sits right next to the administrator approval block, and the two are easy to confuse. They are different mechanisms answering different questions.

	Booking control (check-in)	Administrator approval
The question it answers	Is the meeting actually happening?	Has the person responsible for the room approved this booking?
Who acts	The organiser of the meeting (or the display)	The room administrator
When	In the window around the meeting start	Before the meeting starts
What is configured	Stages, windows, QR	The list of room administrators and the strict mode
What happens on failure	The meeting is deleted or truncated by check-in	The meeting is deleted or stopped as unapproved
How it is marked	Cancellation by check-in is a separate reason in the log and in analytics	Cancellation as a user action

The mechanisms are independent and can work at the same time: an unapproved meeting is removed by the approval flow, while an approved but unconfirmed one is removed by check-in.

What to keep in mind

• The second step works poorly without displays. If the rooms have no displays and no printed QR codes, there is physically nothing to confirm a meeting with from the office — and the enabled second step will start cancelling meetings.
• A display must be allowed to check bookings in. Device settings have separate permissions for booking and for check-in; without them the Confirm button does not appear on the screen.
• Offline confirmation is impossible. If a display loses connectivity during the confirmation window, the meeting will be cancelled: the display has no local queue of confirmations.
• Meeting room analytics ignores meetings cancelled by check-in. Room utilisation will drop after the control is switched on — that is expected: it used to include meetings that never happened.
• Meeting rooms send no repeated reminder: the request for each stage is sent once.

Related articles

• Booking control: overview
• How booking control works
• Check-in settings for a space and a meeting room
• Check-in methods: how to verify office presence
• Meeting room displays: connection and setup