Booking confirmation (check-in)
Booking control helps fight “dead” bookings: if an employee does not confirm a booking or does not show up at the office, the system automatically cancels the booking and frees the resource for others. This article explains the two check-in steps and how to configure them.
The settings live under Manage → Company settings → Booking confirmation. The section is available to the Super Administrator and the Offices Administrator; an Office manager can configure booking control at the level of an individual office.
How booking control works
The page contains two independent blocks: Desk and parking space booking control (desks and parking are configured together) and Meeting room booking control. Each block has two steps that can be enabled separately or together:
- First step • Check-in • Control of advance bookings — cancels irrelevant bookings in advance. If a booking was created ahead of time, the system asks the employee to confirm it is still needed; the confirmation can be done remotely — via a button in an email, a mobile push notification or a corporate messenger message (Remote check-in).
- Second step • Check-in • Office presence control — cancels bookings if the employee did not come to the office. The booking can only be confirmed from the office, using the selected check-in method (In-Office check-in, see below).
Each step has its own check-in window. Common rules:
- Bookings created inside the confirmation window are confirmed automatically.
- If a booking is not confirmed by the end of the window, the system cancels it: a booking that has not started yet is deleted, and one that has already started is finished, freeing the resource.
- The first step must finish before the second one starts — the system will not let you save overlapping windows.
Configuring desks and parking spaces
Click Edit settings in the “Desk and parking space booking control” block — the Booking confirmation window opens.
First step: confirmation
- Enable the Remote check-in toggle.
- In Types of work & parking places, choose whose bookings require confirmation: Bookable, Assigned — or both.
- Set the Check-in window: Start of check-in — how many hours or minutes before the booking starts the system sends the confirmation request; Finish of check-in — the deadline for confirming. If no confirmation is received by this time, the system cancels the booking.
Second step: office check-in
- Enable the In-Office check-in toggle.
- Choose the Types of work & parking places — Bookable and/or Assigned.
- Set the Check-in window — from what moment the system expects the employee in the office and by what time presence must be confirmed.
- Select at least one check-in method:
| Method | How it works |
|---|---|
| Automatic Check-in via Mobile Device (IP, WiFi, GPS) | Bookings are confirmed automatically when the employee is detected onsite. Verification factors are the office network SSID and IP address lists (set right here) and the office coordinates (set in the office card). |
| QR code | The booking can only be confirmed from a display or by scanning the QR code in the office. Resource QR codes are downloaded via the Download QR Codes link (the Resources report page). |
| Remote confirmation | Confirmation via a button in an email, in connected messengers and inside the system. |
| PACS | The booking is confirmed automatically after the user is identified in the office via the access control system (the Set up PACS connection link leads to the incoming subscription setup). |
| Switch off notifications | Available when PACS is enabled: all booking notifications are disabled (reminders, confirmations and cancellations) — control works silently for employees. |
Click Save.
Configuring meeting rooms
The Meeting room booking control block has the same two steps, with two differences:
- there is no place type selection — the rules apply to all meeting rooms;
- on the second step only one check-in method is available — the QR code (confirmation from the meeting room display or by scanning the code).
Exception list
When a control step is enabled, the Exception list block appears below. Select a group in the Users excluded from booking control field — confirmation settings will not be applied to these employees, and their bookings are confirmed automatically.
Settings for an individual office or meeting room
- For an office — the office card (Manage → Office management → Workspaces → office card) has a Booking confirmation section. Enable the Different from company settings toggle and configure steps, windows and methods separately for this office. The office coordinates for GPS verification are also set here.
- For a meeting room — the meeting room edit form has its own Booking confirmation section: steps and windows are set individually for the room (second step — QR/display).
What employees see
- When the confirmation window opens, the employee receives a request — by email, push notification or corporate messenger (Slack, Telegram) — and confirms the booking with a button.
- On the second step, presence is confirmed by the selected method: automatically via WiFi/IP/GPS or PACS, by scanning a QR code, from the meeting room display, or with the remote confirmation button.
- Unconfirmed bookings are cancelled automatically when the window closes.
💡 The time on the timeline is calculated based on the start of the employees’ working day set in the general settings of the company — for bookings starting at a different time, the actual moments will differ.
