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How to Require Users to Check-In

Ensuring that users check in to their reserved spots helps optimize space utilization and provides accurate data on space usage. 

Step 1: Navigate to 'Zones/Maps'

Step 2: Edit a Zone

  • Choose the zone you want to configure by clicking on it.
  • Click on the Edit button to enter the zone settings.

Step 3: Go to the 'Check-In' Tab

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

    Step 4: Select the 'Check-In Type'

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

    • QR Code (Recommended): This option allows employees to check in by scanning a QR code associated with their reserved spot.
    • Manual: Employees can manually check in by pressing a button within the app.
    • Off: Disables the check-in requirement for the selected zone.

    Step 5: Configure QR Code Check-In (If Selected)

    If you choose the QR code option, you'll need to select a Check-In Level Type:

    1. Spot Check-In:

      • 1 QR code per space: Each spot has its own unique QR code. Employees must scan the QR code associated with their reserved space.
      • Note for Hourly Bookings: If an employee books the same spot twice on the same day, only one check-in is required. However, two check-ins will be needed if two different spots are booked.

    2. Zone Check-In:

      • 1 QR code per zone: All spots within the zone share the same QR code. Employees scan the same code to check in for any spot within the zone.
      • Note for Hourly Bookings: If an employee books two different spots in the same zone on the same day, only one check-in is required.

    3. Multi-Zone Check-In (Not Supported for Hourly Spots):

      • 1 QR code for multiple zones: All spots across multiple selected zones share the same QR code. Employees scan this code to check in for all their booked spots across these zones.
      • Note: If an employee has more than one spot booked on the same day in different zones, a single check-in covers all spots for that day.

    4. Zone & Spot Check-In plus Booking (Not Supported for Hourly Spots):

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

    The Multi-zone Check-in and Zone & Spot Check-in plus booking options will be disabled if there are any hourly booking spots within the zone.

    Step 6: Enable and Configure Check-In Reminders

    Ronspot supports different types of bookings, each with its own reminder settings. There are three booking types you need to be aware of:

    • Hourly Bookings:
      • This corresponds to the Parking Spaces or Desks  with Booking Length:Hourly
    • All-Day Bookings:
      • This corresponds to the Parking Spaces or Desks  with Booking Length:All-Day
    • Scheduled Bookings:
      • This corresponds to the scheduled spots in the Scheduler

    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.

    If you are interested in the Auto-Cancellation, please refer to this article.

    Step 7: Save Your Settings

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

    Step 8: 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 Operation

    2. Select Zone QR Codes in Bulk

      • Select the zones for which you want to generate QR codes and press Submit.
      • A dialog will appear; click OK.
      • 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.

      If you need to generate QR codes for individual spots:

      1. Click on Parking Spaces or Desks in the sidebar menu.
      2. Choose the spot you want to generate a QR code for and click on the Modify button.
      3. In the QR Code section, click on the Re-Generate or Print button to produce the QR code.

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