Check-in settings and QR codes

Check-in lets employees confirm that they have actually arrived at the office or the car park. It works the same way for desks and parking spots. As an administrator, you decide when employees can check in, how they can do it, which reminders they get and whether bookings without check-in are cancelled automatically.

Check-in is optional. If it isn't turned on for your company, employees don't see any check-in messages in Tidaro and their bookings work as usual.

Who configures check-in

Check-in is set up by Tidaro support based on your answers. You can view the current settings in the web app under Manage > Employees > Check-in. To turn on check-in or change any of the settings below, fill in the check-in questionnaire and send it to Tidaro support.

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Check-in window

The check-in window is the time during which employees can confirm their arrival. By default, it lasts 2 hours: it opens 1 hour before the booking starts and closes 1 hour after. After the window closes, employees can no longer check in and Tidaro shows them a message that the check-in time has passed.

Full-day bookings
The check-in window is based on your company's working day. For example, if the working day starts at 9:00, employees can check in between 8:00 and 10:00. You also choose when, within the window, employees get a reminder to check in, for example at 8:30.

Hourly bookings (parking only)
The check-in window depends on the start time of each booking. You set how many minutes before and after the start employees can check in. With the default settings, an employee who books a spot from 16:00 to 20:00 can check in between 15:00 and 17:00.

Check-in methods

You can make one or more of these methods available:

• Mobile app: employees tap Check in on the home screen.
• Web app: employees click Check in on the home screen.
• Link in an email: employees check in straight from the reminder email, without opening the app.
• QR code: employees tap Scan QR code in the mobile app and scan a code placed in the office or at the car park.

If you want to make sure employees are physically on site, you can require check-in with a QR code only. Employees can then check in only with the mobile app. In the web app they see a banner asking them to scan the code with their phone.

Reminders

On the day of the booking, Tidaro can remind employees to check in with:

• an in-app notification in the mobile and web app, from which they can check in straight away,
• a push notification in the mobile app,
• an email with a check-in button.

Reminder the day before (parking only). Employees can also get a reminder about their parking booking on the day before. You choose the time of the reminder and whether it is sent as an email, a push notification or both.

Auto-release

Auto-release is optional. If you turn it on, a booking without check-in is cancelled when the check-in window closes, and the desk or parking spot becomes available for others to book. The app also shows employees by what time they must check in to keep their booking.

If you don't turn it on, bookings stay active whether or not employees check in. You can still track check-ins in the reports.

When auto-release is on, you choose how employees are informed that their booking was cancelled: by email, by push notification or both.

Excluding groups from check-in

You can exclude selected groups of employees from check-in, for example customer service or managers who often work outside the office. Employees in these groups don't get check-in reminders and their bookings are never cancelled for missing check-in. Check-in still applies to everyone else.

To exclude a group, list it in the check-in questionnaire or contact Tidaro support. You can manage the groups themselves in Manage > Employees.

QR codes

You can have as many QR codes active at the same time as you need, for example one for each floor, entrance or car park level.

1. In the web app, go to Manage > Employees > QR codes.
2. Click Generate new.
3. Click edit next to the code name and give it a name that tells you where it hangs, for example "Floor 2" or "Car park level -1".
4. Click Print or Download and place the code where employees will see it on arrival.

To deactivate a code, click Remove. Employees can no longer check in with a removed code, so remember to take down the printed copy as well.

Check-in reports

To see who checks in and how often, use the check-in report in Manage > Analytics. Learn more in Reports overview.

To see what check-in looks like for employees, read Check-in: confirming your arrival.