Check In Process in Mobile Apps

Modified on Tue, 3 Mar at 1:19 AM

Overview of check in flow: outside geofence vs. inside geofence

Location Permissions

Checking in when geofence is in place

What happens if I am outside of the geofence?

Express Check In

Scanning a QR Code

Reserving and Checking In Immediately

Setup (for AgilQuest Implementation Consultant)

Overview of check in flow: outside geofence vs. inside geofence

The user will receive a time-based reminder notification on their mobile device for each reservation (shown in green above).

There is no notification signifying proximity to the geofence.
If the user is inside of the geofence, they may tap the Check In button on the tile in the mobile app and they will be checked into the reservation.
If the user is outside of the geofence and taps on the Check In button on the tile, they will see a warning message stating "The reservation cannot be Checked In because you are currently outside of the allowed area for check in."
The Express Check In feature cannot be used if a geofence is in place.

Location Permissions

If your organization uses a geofence and you want to check in via the mobile app, then the app will need permission to access your location data. This will only need to be set once if you select while using the app, and you can change this in the settings on your device at any time.

For iOS users, you will also need to enable "Precise Location" in order to check-in.

Select Allow when the app asks for location access.

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Select While using the app.

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The options for location permission are visible in your device's settings. Allow only while using the app is adequate for utilizing the geofence.

Checking in when geofence is in place

If your organization uses a geofence, then you must be within the geofence boundary to check in via the mobile apps.

On the home screen, tap the Manage Reservations icon or from anywhere else in the app, select Manage Reservations in the main menu. Express Check In is indicated with the red X in the image above and is listed as "Check In" in the main menu. Express Check In is not available if a geofence is in place (warning says "Your organization uses a geo fence restriction and does not allow Express Check In. Please check into your reservations from the Manage Reservations page.")

Active reservations will be shown by default. Any reservations that are eligible to be checked in will have a Check In button on the tile. Tap Check In and the reservation will be checked in. The status of the reservation will be updated. Repeat this for any additional reservations that are eligible for check-in.

If settings allow a rolling start time, you will be asked if you want to start the reservation now. This setting is configurable by asset category and is typically allowed, except for collaboration spaces when an Exchange integration is in place.

Selecting Yes will change the start time to the current time and check in the reservation.
Selecing No will leave the start time as is and check in the reservation.

What happens if I am outside of the geofence?

A geofence requires the user to be within the proximity of the building in order to check in via the mobile apps. This facilitates more accurate tracking of utilization.

Express Check In is indicated with the red X in the image above and is listed as "Check In" in the main menu. Express Check In is not available if a geofence is in place.

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The warning above is displayed when you attempt to use Express Check In and a geofence is in place.

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When you tap on Manage Reservations, active reservations will be displayed. Any reservations which are eligible to be checked in will have a Check In button. This button is displayed regardless of your location inside or outside the geofence.

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If you are outside of the geofence and you tap the Check In button on the reservation tile, the warning message above is displayed. To check in via the mobile apps you must be within the geofence.

You may be able to check in via the web application. In early 2022, organizations will have the ability to specify which Reserve interfaces will allow check-in. You will always be able to check in at room kiosks. See Business Rules Allowing Check-in From Selected Interfaces for details.

Express Check In

Express Check In is a function of the mobile apps. If your organization is not utilizing a geofence, then you can use Express Check In. This is faster than navigating to reservations and tapping the Check In button on reservation tiles.

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On the home screen, tap the Check In icon or from anywhere else in the app, select Check In in the main menu.

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Any reservations eligible for check-in will be checked in and listed in the check in results screen. Multiple factors determine which reservations are eligible for check-in. Settings dictate whether Express Check In applies to reservations in the next 30 minutes or all day; and if only workspaces or both workspaces and collaboration are checked in.

If your organization has the Check in to All property set to false, you will be checked into reservations which begin only in the following 30 minutes.
If your organization has the Check in to All property set to true, you will be checked into reservations for that day.

If your organization has the Check in to All Workspaces property set to true, you will only be checked into reservations for workspaces (not collaboration spaces).

If your organization has the Check in to All Workspaces property set to false, you'll be checked into reservations for workspaces and collaboration spaces.

Scanning a QR Code

If your organization has enabled the QR Code Function, you will be able to use the mobile apps to scan QR codes for spaces. This provides quick access to the asset's calendar and enables automatic check-in when applicable.

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Tap Scan QR Code on the home screen or from anywhere else in the app, select Scan QR Code in the main menu. The camera will open. Scan the QR code for the space.

If you are the owner of a reservation at that space which is awaiting check-in, the reservation will automatically be checked in.

If there is no reservation awaiting check-in or you are not the owner of that reservation, the asset's calendar will be displayed.

Reserving and Checking In Immediately

Choose Make a Reservation to search for available assets. Select the desired location, category and time. You will only be able to check in to reservations that start today. Apply filters for specific asset types, attributes, floors, or price.

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Tap Make Reservation for the desired asset.

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Make any necessary changes in the reserve window and press Submit.

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If settings allow you to check in to the reservation now, you will be asked if you would like to check in. Select Yes to check in now or No to check in later. You will be directed to the Active Reservations screen. There you can see the status of each active reservation that you own.

Setup (for AgilQuest Implementation Consultant)

Geofence

If your organization utilizes a geofence, your AgilQuest Project Manager will set up your geofence by entering a range in meters in the property check.in.range.meters. If this is set to 0, the geofence is off.

It is important that the property geo.fence.meters remains set to 0 in all circumstances, regardless of whether the geofence is on or off.

Express Check In

If your organization does not utilize a geofence, then Express Check In is enabled. Express Check In is a function of the mobile apps. It's labeled Check In on the home screen and in the main menu. Users can tap this to check in to multiple reservations at once.

Check In To All - When checkin.to.all is set to true, Express Check In will check into all reservations for today without adjusting the active start time. When checkin.to.all is set to false, Express Check In will only check into reservations which start in the following 30 minutes*.

Check In To All Workspaces - First, checkin.to.all (above) must be set to true. When checkin.to.all.workspaces is set to true, then Express Check In will only check into reservations for workspaces (not collaboration spaces).

*"Check in advance time allowed" may be modified, please contact support@agilquest.com or your Project Manager to change this setting.

Check In setting on the asset

Checking Requires Check In/Check Out indicates that the Reservation Owner will have to Check In to their Reservation before the Reservation Start Time (or Grace Period if that box is checked). If a Reservation Owner does not Check In to their Reservation it will automatically be Canceled by the application. This helps analytics more accurately record utilization.

Leaving the check box blank indicates that the Reservation Owner will not have to Check In to their Reservation (there will not be a Check In button). Their Reservation will not be Canceled by the application.

Early Check-in, Rolling Start Time

"Rolling" the start time means that the start time is changed to "now" time. Users have this option when they check in before the reservation's start time and and are asked "Would you like to start the Reservation now? Yes/No." Selecting Yes rolls the start time to now. Selecting No leaves the start time as is. There are 2 Reserve properties (not application properties) that dictate whether the user has this option. Both are set to false by default. See Early Check-in Article for example.

Check In To Collaboration Spaces No Roll - When checkin.cf.no.roll is set to false, the user will have the option to roll the start time for collaboration space reservations. When checkin.cf.no.roll is set to true, the user will not have the option to roll the start time (the pop-up is not displayed when they check in). Whenever an organization has a Reserve + Exchange integration, this is set to true to prevent conflicting data.

Check In To Workspaces No Roll - When checkin.ws.no.roll is set to false, the user will have the option to roll the start time for workspace reservations. Generally this is set to false so that workspace utilization is tracked more accurately. If checkin.ws.no.roll were set to true, the user would not have the option to roll the start time (the pop-up would not be displayed when they check in).

QR Code

The QR code function will only work in the mobile apps when the QR Code property qr.code.enabled is set to true. It must be set for both mobile apps. If the organization wants to prevent users from checking in via the QR code function, the property may be set to false, completely preventing users from scanning QR codes.

QR Code Enabled (true) - If qr.code.enabled is set to true: When a user taps the Scan QR Code icon on the home screen, the camera opens and they can scan a QR code for a space. If they are the owner of a reservation at that space which is awaiting check-in, the reservation will automatically be checked in.

QR Code Enabled (false) - If qr.code.enabled is set to false: When a user taps the Scan QR Code icon on the home screen, they will not have the option to scan a QR code.

Notifications

A time-based notification is sent to the mobile device to remind the user of each upcoming reservation. It contains the name of the asset and the reservation start time:

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The notification is sent 15 minutes prior to the reservation's start time. If the reservation is created less than 15 minutes before the start time, the notification is sent immediately. Mobile app notification timing is not a configurable setting.

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