How to require users to check-in

Requiring users to check in helps keep workplace occupancy accurate, ensures booked spaces are being used, and provides better visibility into who is on-site. In this guide, you'll learn how to enable mandatory check-ins and choose the check-in methods that best suit your workplace. 

Contents

1. Configure check-in methods
2. Enable 'Ghost arrivals'
3. Set up check-in reminders
4. Print QR codes

1. Configure check-in methods

1.1. Navigate to 'Zones and maps'

• Log in to the Ronspot admin panel.
• Navigate to Space > Zones and maps.

1.2. Edit a zone

• Choose the zone you want to configure by clicking on it.
• Click on the zone name or the pencil icon to enter the zone settings.

1.3. Go to the 'Check-in' tab

• In the zone settings, click on the Check-in tab.

1.4. Select the 'Check-in type'

Ronspot provides three options for check-in. Choose the Check-in type that best fits your needs:

1. Wi-Fi:
   1. This option is only available if the Wi-Fi integration and/or the DeskSYNC integration is enabled.
   2. Employees are automatically checked in when their mobile device connects to the company’s Wi-Fi network. This ensures a seamless and hands-free check-in experience, eliminating the need for manual actions.
2. Ethernet/Network:
   1. This option is only available if the DeskSYNC integration is enabled.
   2. Employees are automatically checked in when their laptop connects to an Ethernet cable or docking station. This ensures a seamless and hands-free check-in experience, eliminating the need for manual actions.
3. Access control system:
   1. This option is available only if your organisation has integrated an access control system with Ronspot. Employees will be automatically checked in upon arrival using one of the following methods.
   2. ANPR (Automatic Number Plate Recognition): Check-in is triggered when an employee’s registered vehicle is detected by an ANPR camera
   3. Swipe card or key fob: Employees are checked in as soon as they enter the premises using a swipe card, key fob, or other access credentials.

2. QR code: This option allows employees to check in by scanning a QR code associated with their reserved space.
3. Manual: Employees can manually check in by pressing a button within the app.
4. Off: Disables the check-in requirement for the selected zone.

If you choose the QR code option, you'll need to select a Check-in level type:

1. Space check-in

   1. 1 QR code per space: Each space has its own unique QR code. Employees must scan the QR code associated with their reserved space.

   2. Note for hourly bookings: If an employee books the same space twice on the same day, only one check-in is required. However, two check-ins will be needed if two different spaces are booked.

2. Zone check-in

   • 1 QR code per zone: All spaces within the zone share the same QR code. Employees scan the same code to check in for any space within the zone.

   • Note for hourly bookings: If an employee books two different spaces in the same zone on the same day, only one check-in is required.

3. Multi-zone check-in

   1. 1 QR code for multiple zones: All spaces across multiple selected zones share the same QR code. Employees scan this code to check in for all their booked spaces across these zones.

   2. If an employee has more than one space booked on the same day in different zones, a single check-in covers all spaces for that day.

4. Zone & space check-in plus booking (not supported for hourly spaces)

   1. Supports both zone-level and space-level check-ins. If an employee scans a QR code without a booking, the mobile app offers to book a space and check in simultaneously.

   2. Important: This option won't be available if there are any hourly booking spaces within the zone.

1.6. Save your settings

• After configuring the desired settings, click on the Update button to save your changes.

2. Enable 'Ghost arrivals'

2.1. Enable auto-creation of bookings (optional)

When an employee checks in without an existing booking, Ronspot automatically assigns an available space based on a set of smart rules:

1. If the employee already has a booking in the relevant zone, no new booking is created.
2. Only zones with this option enabled are considered.
3. The employee is only assigned to spaces they are permitted to book, based on your rules and permissions.
4. If the employee has booked spaces in the last 30 days, Ronspot will try to assign their most recently used space first. If that's unavailable, it will try their next most recent workspace.
5. If there is no recent booking history (or none of the previous spaces are available), Ronspot assigns an available space in the following order: the employee's default zone, then zones assigned through their group.
6. For parking bookings, Ronspot also matches the employee's registered vehicle type and size where possible. If no suitable parking space is available, no booking is created.

2.2. Save your settings

• After configuring the desired settings, click on the Update button to save your changes.

3. Set up check-in reminders

3.1. Enable and configure check-in reminders

To remind employees to check in, configure the following fields:

1. Check-in reminder:
   • If you want to send an automatic email reminder to employees, enable the Check-in reminder option.
2. Check-in reminder time:
   • Configure the time at which the reminder will be sent.
   • For hourly bookings, the reminder time is relative to the booking start time and will be automatically calculated.

3.2. Enable the auto-cancellation (optional)

3.3. Save your settings

• After configuring the desired settings, click on the Update button to save your changes.

 4. Print QR Codes 

If you've selected the QR code check-in option, you'll need to print the QR codes for your spots or zones:

1. Navigate to Bulk actions

2. Select Batch QR code generation
3. Select the zones for which you want to generate QR codes and press Submit.
4. A dialog will appear; click OK.
5. An email containing a PDF with all the QR codes will be sent to your admin email address. Please allow a few minutes for the email to arrive and check your spam folder if necessary.

By following these steps, you can ensure that employees are checking in properly, helping to maintain accurate records of space utilisation and improving overall efficiency within your organisation.