Check-ins

Check-ins allow you to track everyone who comes to your space for a booking, an event, or a visit, and members who come on their subscription. You can confirm that the user walking in is expected, see who is in your location right now, and see when each user arrived and left.

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Enable check-ins

Check-ins are on in every new location, for event tickets, room bookings, desk bookings, and subscriptions. To turn them on in an existing location or choose who gets a check-in code:

1. Click the menu (…) next to your location name > Location settings > Front desk > Check-ins.
2. Enable the Check-ins switch.
3. Enable the switches for the users who should get a check-in code and check in with it:
   • Event tickets — users who have an event ticket.
   • Room bookings — users who book a room, and their invitees.
   • Desk bookings — users who book a desk, and their invitees.
   • Subscriptions — members who have an active subscription. They check in with their personal code.
   • Visits have no switch. Visitors always get an invitation with a visit code as soon as they are registered.

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How users get a check-in code for a booking, an event ticket, or a visit

1. A user books a room or a desk, gets an event ticket, or is registered as a visitor.
2. Spacebring gives them a six-digit check-in code. On a booking, the booker and each invitee get their own.
3. Spacebring sends the code:
   • For a room or desk booking — in the resource’s confirmation email when one is set up, in the email someone gets when a booking is made for them or they are added to one as an invitee, and in the reminders before it starts, by push notification or email.
   • For an event ticket — in the event’s confirmation email when one is set up, and in the reminders before the event, by push notification or email.
   • For a visit — in the visit invitation email.

4. Users also find the code themselves in the member web portal and mobile app:
   • On the widget on the location’s Home page, for a booking, an event ticket, or a visit that is coming up.
   
   • On the booking on the Account > Bookings page, or on the ticket on the Account > Tickets page. An invitee sees their own code on the booking, not the booker’s.
   
   • On the Visitors page, where the host can find their visitor’s code to share it again.
5. The code starts working an hour before the start and stops working at the end:
   • A booking code — until the booking ends.
   • An event ticket code — until the event ends.
   • A visit code — until the end of the visit day.

When a booking, an event, or a visit moves to another time, its codes move with it. When a booking, a ticket, or a visit is canceled, its codes stop working. An invitee removed from a booking loses their code too.

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How members get a personal check-in code

If you turn on check-ins for subscriptions with the Subscriptions switch, members with a subscription can also check in with a personal code, whether or not they have a booking:

• Every member gets a six-digit personal code as soon as they become a member of your location.
• Members find the code on the Membership page > Check-in > Personal code. They see it only while they or their company have an active subscription.

• Administrators find the code in the Check-in section of the member’s profile. They see it only while the member or their company has an active subscription.

• The code works at any time while the member or their company has an active subscription. There is no start or end time.
• A member who is deleted and invited again gets the same code back.

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How users check in

Sign up for the Visitors add-on, which includes the Reception app, if you haven’t yet, and set the tablet up at your front desk. Event attendees, users with a room or desk booking, members with a subscription, and visitors check themselves in on the Reception tablet:

1. The user taps Check in on the tablet when they arrive and confirms that they have a code.

2. They enter their six-digit code.
3. Reception confirms the check-in. For a visit, it also notifies the host that their visitor has arrived.

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How administrators check users in

When your subscription has no Visitors add-on with the Reception app, or there is no tablet at the door, your team checks users in instead:

1. Go to the Front desk > Check-ins page.
2. Click Check in top right.
3. Enter the six-digit code the user shows you.
   • You can also check in event attendees:
     • By scanning their ticket in the admin mobile app.
     • From the event page, without entering a code.
   • You can also check in members with a subscription without entering a code:
     • Type their name in the search field above Code and select them from the list.
     • The list shows only members whose own or company subscription is active.

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Check in attendees by scanning their ticket QR code

1. In the admin mobile app, go to the Check-ins page and tap Check in.
   • On Android, tap the floating check-in button at the bottom right.
   • The first time, allow the app to use your camera.
2. Ask the attendee to open their ticket on the Account > Tickets page.
3. Scan the QR code on the ticket. The attendee’s ticket page opens.
   • Scan from the Check in screen, not with the phone’s camera app, which only opens the event in the member portal.
4. Tap Check in at the bottom of the ticket page. The button changes to Checked in.
5. Close the ticket page to scan the next attendee.

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Check in attendees from the event page

1. Go to Engagement > Events and open the event.
2. Click the attendee to open their ticket.
   • The ticket’s Check-in section shows the attendee’s code, if they need it.
3. Click Check in at the bottom of the page.

Checked-in attendees have a green checkbox next to their name on the attendee list. It stays after they check out.

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Enable check-out

Sign up for the Visitors add-on, which includes the Reception app, if you haven’t yet.

1. Click the menu (…) next to your location name > Location settings > Front desk > Reception.
2. Enable the Check out switch.

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How users check out

Once the Check out switch is on, a Check out button appears on the Reception tablet. Event attendees, users with a room or desk booking, members with a subscription, and visitors check themselves out the same way:

1. The user taps Check out on the tablet when they leave.
2. They enter the same six-digit code they checked in with.
   • Users with a booking, an event ticket, or a visit find it on the widget on the location’s Home page in the member web portal and mobile app until they check out.
3. Reception confirms the check-out and shows how long they stayed.

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How administrators check users out

When your subscription has no Visitors add-on with the Reception app, the Check out switch is off, there is no tablet at the door, or someone can’t find their code, your team checks them out instead:

1. Go to the Front desk > Check-ins page, find the user’s row, and click (…) > Check out. The action appears only while the user is checked in.

2. To work from the code the user shows you, click Check out top right and enter the six-digit code.

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Check users out automatically

Users often leave without checking out. To keep the Check-ins page accurate for the next day:

1. Click the menu (…) next to your location name > Location settings > Front desk > Check-ins.
2. Enable the Automatic check-out switch. Users who are still checked in at midnight, in your location’s time zone, are checked out.
   • When your location schedule stays open past midnight, for example until 2:00 AM, users are checked out at closing time instead.

The switch applies to check-ins made while it is on:

• Users who checked in before you enabled it stay checked in until they check out.
• Users who checked in while it was on are still checked out automatically after you disable it.

Automatic check-out works without the Reception app.

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Track check-ins

Each row on the Check-ins page is one time a user came to your location, with the time they checked in and the time they checked out. A user who checks in and out several times with the same code gets a row for each time.

1. Go to the Front desk > Check-ins page. It opens on everyone who checked in today.
   • The admin mobile app lists every check-in, newest first, without filters.
   Users with a booking, an event ticket, a visit, or a subscription don’t appear on the page until they check in. To see who is expected, look at the bookings, event tickets, or visits for that day.
2. Filter by Status:
   • Checked in — in your location now, or left without checking out.
   • Checked out — has left.
3. Filter by Check-in date to move from today to another day or period.
4. Filter by Type to look at room bookings, desk bookings, event tickets, visits, or subscriptions on their own.
5. Filter by User to see how often and when one user came to your location.
6. Click a user’s name to open their profile, or click the type to open the booking, ticket, or visit behind it.
7. Look for check-out times in red. They mark users who checked out after their code stopped working, for example, because they stayed longer than they booked.

8. Click Timeline to see one day with a row for each user and a bar from each check-in to its check-out.
   • A user still in your location has a green dot on their photo, and their bar runs to the red line of the current time.
   • Move between days with the arrows, Today, or the date picker.

To get notified each time someone checks in or out, enable Check-ins and Check-outs in your notification settings. Visitor check-ins are under Visitors there.

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Export a check-ins report

1. Go to the Front desk > Check-ins page and apply the filters you need.
   • On the Timeline tab, the report covers the day shown.
2. Click (…) in the top right corner.
3. Click Export check-ins > CSV or XLSX.

The report has a row for each time a user checked in. It includes the check-in’s type and status, the user’s contact details, the host’s name for visits, the period the code was valid for, the check-in and check-out times, and how long the user stayed in hours and minutes. The Duration column is empty until the user checks out.