To ensure your Meeting Rooms are always up to date in your calendar and tablet apps, enable the Bookings Check-in requirement. Enabling the option will notify your members about their upcoming bookings and ask them to check in. If they don't, the booking will be canceled shortly after it starts so another client can book it.
Before you start
Enable the Meeting Rooms Tablet View and set up a tablet - This is optional if you send reminders to your clients to check in.
How to check in for a booking
When enabled, a member must check in for their booking to keep it on the calendar. They can do that in the following ways:
Check in using the tablet view.
A Check-in button will appear on the tablet at the time of the booking, with a potential wait of up to two minutes after the booking has started (due to caching). A member can tap to check in, ensuring their booking will not be canceled. Here is what it looks like:When you have enabled the check-in required option, the Send booking reminder option will be activated automatically. OfficeRnD will notify the client who created the booking, reminding them they should check in. The email includes a link that allows them to check in remotely without needing access to the tablet view of the room.
Note: Currently, if the "Check-in required" option is selected, both ("Check-in required" and "Send booking reminder") options are activated and applied simultaneously. For example, there is no option to skip or not send the check-in email when the required check-in option is selected/enabled.
Enable the bookings check-in
You can enable the bookings check-in by following these steps:
Go to Settings > Calendar > Calendar & Bookings.
Find the Booking Policies section.
Click on a policy in the list to open it, or create a new one by hitting the Add Policy button.
Find the Require Check-in option and enable it.
(Optional) Specify the time after which a booking for which nobody checked in will be canceled. By default, it will be set to 10 minutes after the booking starts.
Note: The maximum time you can set for this option is 60 minutes.(Optional) Enable the Send booking reminder option to send an email notification to members and allow them to check in via email. You can also specify how soon before the booking the reminder is sent.
Note: The maximum time you can set for this option is 360 minutes (6 hours).
Booking check-in cases
Here, we can observe a few booking check-in scenarios to help you understand how the process works. The main focus of these examples is on what happens depending on when the booking is created.
Important
The booking will start from 10:00 AM to 11:00 AM.
Booking Reminder is set to 20 minutes before the start of the booking - 9:40 AM.
Booking Cancellation is set to 10 minutes after the start -10:10 AM.
The booking is created at 9:30 | The booking is created at 9:50 | The booking is created at 10:05/10:15/10:50 | The booking is created at 9:30 |
a confirmation email is sent at 9:30 | a confirmation email is sent at 9:50 | a confirmation email is sent at 10:05/10:15/10:50 | a confirmation email is sent at 9:30 |
the reminder is sent at 9:40 | no reminder | no reminder | the reminder is sent at 9:40 |
the automatic cancellation happens at 10:10 | no cancellation | no cancellation | The booking is changed at 9:50 and the change is for tomorrow at 10:00. |
| automatic check-in | automatic check-in | booking update |
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| the automatic cancellation doesn't happen at 10:10 today |
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| tomorrow the reminder is sent at 9:40 (a new schedule action is created with the new start date) |
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| tomorrow the automatic cancellation happens at 10:10 |