Check-ins are a great way for you to manage and track usage at the location level.

Note: Check-ins do not link to a specific resource within your location(s) but rather, they register a day of use at the location and typically allow access to any common facilities (e.g. non-bookable hot desks, lounge area).

This article covers:

  • Setting your day rate
  • Configuring auto check-ins
  • Creating a check-in 
  • Cancelling a check-in
  • Viewing historical check-in data 

Presence and check-ins

It is important to understand the relationship between presence and check-ins in Optix. You can learn more about this here.

Setting a day rate

Through plans, you can specify an allowance (number of days) that can be consumed by using the check in functionality. When no applicable plan allowance is available, check-ins will create a charge equal to the specified day rate for your location. To set this rate:

  1. Click Settings from the left-hand menu, then Check-ins
  2. Under 'Day rate pricing', click the location's name
  3. Under 'Day rate', enter the rate you'd like to set then click Save

Configuring Auto check-ins

Note: Auto check-ins will only work for users who have enabled location services on their device. You can choose to notify users to enable this under Settings > Mobile apps. It is not possible to require users to enable location services for privacy reasons.

  1. Click Settings from the left-hand menu, then Check-ins
  2. Under 'Presence based check-ins', choose the amount of time that must pass before a user detected as present is automatically checked-in. This is selected in the drop down menu next to the text 'Automatically check in users'.
  3. You may also enable the toggle to notify users to check-in as soon as they are detected as present 

Creating a check-in

Check-ins are registered when users tap the 'Check in' button on the home screen of your workplace app. If users forget to do this, you can easily create a check-in on their behalf from within the admin dashboard. When check-ins are created by an admin, users will receive a push notification alerting them that they have been checked in.

  1. Click Users from the left-hand menu
  2. Search for the user you'd like to check-in, and click on them
  3. In the user side-panel, click the button labelled Check in. Alternatively, you can click Check-ins and click New check-in
  4. Specify the date of the check-in (you can create them in the past) and location (if applicable)
  5. Review the user's plan details (including how many check-ins they have remaining), then click Confirm
  6. You can view the check-in for that user by clicking Check-ins from the user's menu.

If a user is on a plan with 'Daily Check-ins' allowance, one day will be deducted off their plan. For users with more than one plan, the plan with a monthly or yearly billing cadence will be deducted first, followed by any one-time plans. If the user is not on a plan with 'Daily Check-ins' allowance, they will be charged the location's day rate.

Cancelling a check-in

By default, your users will be able to cancel their check-ins. If you would like this option to exist only for admins (e.g. admins will have to cancel check-ins on behalf of a user if necessary), you can edit the Check-in settings within your admin dashboard.

  1. Click Settings from the left-hand menu, then Check-ins
  2. Next to 'Allow users to cancel their check-ins', click the toggle to slide into the off position

If permitted, users will be able to cancel a check-in by again clicking the check-in icon on their home screen. To cancel a check-in on behalf of a user:

  1. Click Users from the left-hand menu
  2. Search for the user you'd like to cancel the check-in for
  3. Click on the user, and in the side-panel click Check-ins
  4. Click on the date of the check-in in the calendar, and in the details that display below the calendar, click on the three dot menu
  5. Confirm that you'd like to cancel the user's check-in by clicking Cancel check-in
  6. The user's check-in will be reversed. If the check-in had been charged to the plan allowance, the day of use will be added back. If it had caused a charge, the charge will be reversed.

Viewing historical check-in data

In the users tab of the dashboard, you'll be able to review dates for which the user was present but didn't check in, dates for which the user checked in, and dates when the user wasn't registered as present in calendar form.

  1. Click Users from the left-hand menu
  2. Click on the user's name to open their side panel
  3. Select the Check-ins section
  4. On the calendar, see an overview for the entire month. Solid green circles indicate check-ins while empty green circles indicate the user was present but not checked in. 
  5. To view details for a particular date, select the date from the calendar. You will be able to see the name of the location the user was checked into, what day/time the check-in was created, and who created the check-in (either the user or the name of the admin who checked the user in on their behalf)

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