Check-in with the QR code on the door, and no-shows freed
Ask people to check in when they arrive, by scanning the QR code on the door or tapping Check in. A booking nobody checks in to is released after the grace time, and leaving early frees the rest of the time.
PLANSEvery plan
The problem it solves
- Meeting rooms are booked every morning and stand empty half the time.
- A recurring booking carries on long after the team stopped coming.
- People leave a room after 20 minutes and it stays blocked for two hours.
- The front desk cannot tell who actually came.
How it works
- On the rule set, tick Check-in Required. Check-in opens 15 minutes before the start, with 15 minutes of grace after it, to start with.
- Print the Door QR (Check-in) from each facility's print menu and fix it at the door.
- On arrival, the booker or an attendee scans the code with the phone camera and signs in, or taps Check in on the booking. The booking is In Use.
- The front desk can check people in from Operations > Front Desk.
- If nobody checks in by the end of the grace time, the booking becomes a No-show. The time is freed and the booker is told.
- Leaving early, they tap Check out. The rest of the time is free again for others.
Everything it does
Settings per rule set
- Check-in Required: off to start with
- Check-in Opens (min before): 15
- Grace Time (min after start): 15
The door QR
- Every facility gets its own code when it is made
- The printed page shows the facility, block and floor, and Scan to check in to your booking
- New Door QR (facility managers) makes the printed code stop working
- Scanning opens a page that signs the person in. It checks them in to their booking there that is on now or starts within two hours
- Messages: Checked in until 11:00; Check-in opens at 09:45; You have no booking now; This QR code is not valid any more
Checking in and out
- Who: the booker, the attendees, the facility's front desk and its managers
- Only confirmed bookings, from the opening time until the end
- Checked In At and by whom are kept; Check Out records the time
- Check out more than five minutes before the end: the booking ends now and the rest is offered to the waitlist
- Bookings close as Done after their end
No-shows
- Checked every 5 minutes, only where Check-in Required is ticked
- The booking becomes No-show, its calendar entry is removed and the time is freed
- The booker is told the booking was released because nobody checked in
- A no-show counts as a strike; too many strikes bring a booking ban
- Bookings made by other SmartMy products are never released
Front desk
- Operations > Front Desk: today's bookings of the facilities you run, with counts for Expected, Inside, Done and No-show
- Check in and Check out on each row, with the booker's phone number
Who uses it
Booker or attendeeScans the door QR or taps Check in, and checks out when leaving.
Front desk / caretakerChecks people in and out from the day's list.
Facility managerTurns check-in on, prints and renews the door codes.
Where you use it
- Web: Check In and Check Out on the booking, Operations > Front Desk, and the facility's print menu (Door QR)
- The phone camera: the door QR opens a sign-in page and checks you in
- The SmartMy Facility app: a door QR scan under My Bookings, and Front Desk for desk staff. It is built and in testing, not in the app stores yet
- Not door locks, turnstiles or occupancy sensors: check-in is a scan or a tap
What you control
Settings
- Check-in Required: off to start with
- Check-in Opens: 15 minutes before; Grace Time: 15 minutes after the start
Notifications
- Facility Booking Cancelled: to the booker when a booking is released as a no-show, in the app and by email
- Each of these goes out at once. WhatsApp or SMS go instead of email where you set them up, from your message credits. App push follows once the apps are in the stores. A person can switch off email, WhatsApp or SMS for themselves, never the event; in-app notices always arrive
Questions
Do people need the app to check in?
No. The phone camera opens the door QR as a web page; they sign in once and are checked in. The app has a scan button too.How long before a booking is released?
15 minutes after the start, to start with. Change Grace Time on the rule set.Can the front desk check people in?
Yes. The front desk named on the facility checks people in from Operations > Front Desk.What if someone copies the QR code?
Click New Door QR on the facility. The printed code stops working; print the new one.Are classes from the timetable released too?
No. Bookings made by other SmartMy products are never released as no-shows.Related features
CHECK-IN AND NO-SHOWSStrikes and booking bans for no-showsEvery no-show and late cancellation is a strike. Three strikes in 30 days, to start with, stop the person from booking for seven days. Managers see every ban with its reason and can lift it.BOOKINGSWaitlist with a freed slot offered to the first in lineWhen the time you want is taken, join the waitlist. If it frees up, the first person in line is offered it and the time is held for them, two hours to start with. If they do not take it, the next person is asked.WORKPLACE EXTRASA room display on a tablet at the doorA tablet at the meeting room door shows green when the room is free and red when it is in use. It lists the next bookings of the day. People check in to their booking or book the free room on the spot.PORTAL, OFFICE SCREENS AND APPOffice screens and the front desk's dayStaff book from the back office on the same simple screens as the portal and the app: cards, a facility's day and one short form. Approvers decide on one screen, and the front desk runs its day from a board of who is expected, inside, done or a no-show.PORTAL, OFFICE SCREENS AND APPThe SmartMy Facility phone appOne app for everyone who books, approves or runs a facility, on Android and iOS. Bookers find a free room and book in a few taps, scan the door QR to check in and report a problem with a photo. Approvers decide, the front desk runs its day, members see their passes and cashiers sell at the counter.REPORTS AND RECORDSBooking analysis and utilisationSee when facilities are used by weekday and hour, and how many bookings end as no-shows, cancellations or rejections. See how many open hours of each facility are booked.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.