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Configure Meeting Room Check-in/End Settings

This topic describes how to configure check-in and end settings to manage when and who can check in to or end meeting room reservations, and whether to automatically release in-use rooms when check-in times out and the sensor consistently detects no one in the room.

Procedure

  1. Log in to Yeastar Workplace management portal, go to Meeting Room > Room Preferences > Basic Settings.

  2. In the Check-in/End Settings section, configure the meeting check-in settings.

    Setting Description
    Advance Check-in Window

    Specify how far in advance users can check in to their meeting room reservations.

    When it reaches the check-in available time, system will send notifications to users with check-in permission to remind them to check in.
    Permission to Check in Decide who can check in to a meeting reservation.
    Release the Meeting Room Upon Check-in Timeout Decide whether to release an in-use room when no check-in occurs within a specific time window.
    • Enable: If no check-in occurs within a time window after the meeting reaches the start time. The system will automatically release this meeting room.

      Specify the time window in the dropdown list next to it.

    • Disable: The meeting room will not be released, even if no check-in occurs.

  3. Configure the meeting end settings.

    Setting Description
    Permission to End Decide who can end meetings.
    Automatically End the Meeting When No One Is Detected

    Decide whether to release an in-use room when no one is detected in the room within a specific duration by sensor.

    Note: This function requires additional hardwares:  people counting sensors and LoRaWAN gateway

    • Enable: If People Counting Sensor continuously detects an in-use room is empty within a specific duration, The system will automatically release this meeting room.

      Specify the duration in the dropdown list next to it.

      Note

      When it reaches 5 minutes before the room is automatically released. A notification will be sent to the meeting organizer, through which the meeting organizer can decide whether to keep or release this meeting room.

    • Disable: The meeting room will not be released, even if the sensor continuously detects no one in the meeting room.

  4. Click Save.

Result

You have configured the meeting check-in and end settings.

  • The check-in settings are applied to all meeting rooms with check-in enabled.

    Note

    When adding and editing meeting rooms, you can enable or disable check-in in the Enable Check-in field for each meeting room.

  • The end settings are applied to all meeting rooms.

If you want to restrict meeting reservations, check-ins, and check-outs through Room Display to authorized users only, see Enable Identity Authentication for Meeting-related operations on Room Display.

Last update: December 5, 2022
Created: December 5, 2022