Administrator's Guide – Locations and resource settings: frictionless check-in
This page explains how to set up our frictionless check-in feature using our web and mobile apps.
Contents
Introduction
Checking in means that you’ve confirmed that you’re using or going to use that resource. Your booking will be started at the start time of your booking and won’t be auto-cancelled.
Frictionless check-in allows you to book a resource and check in to a booking that has a scannable sticker (both QR code and NFC tag) next to the resource. You can do this by:
For more information on tracking resource usage, see our Resource Utilisation report page.
Requirements
There are setups in the Matrix Booking web app that are and aren’t support. For our frictionless check-in feature to work:
Booking organisers must have a Matrix Booking login and user account.
The check-in feature must be switched on (see Switch the feature on section).
You must have Require bookings to be started to confirm use switched on in the Check-in section of the Settings tab of the resource you want booking organisers to check in to (see Set up check-ins section).
You need your scannable stickers next to each resource (see Get your stickers section).
Booking organisers need phones that can scan the stickers you have:
minimum iOS: 8 or later
minimum Android OS: 6 or later
Switch the feature on
You need to have the feature switched on before you can use our frictionless check-in feature on your mobile app. To switch on the frictionless check-in feature, contact your Account Manager to discuss implementation and costs of the scannable stickers.
Booking category selector
Underneath the Time zone section, your booking categories can be selected. For example, Meeting Rooms.
As the Time zone section is above the booking category selector, it’s not affected by the booking category selector.
All settings below the booking category selector are specific to the booking category that you select (for example, Meeting Rooms).
Note: make sure that you’ve selected the right booking category before making any changes to your settings.
Set up Check-ins
You need to have check-ins switched on in the Settings tab of your resources. You can find this in the Admin section of the web app. We recommend that you select the location above your resources in your hierarchy so that this setting is inherited by all your resources.
Notes:
Settings from a location or resource that’s higher in your hierarchy will be inherited by locations and resources below it. These settings will appear greyed out in the locations or resources lower in the hierarchy. You may need to change the settings of the location or resource that’s higher in your hierarchy that has them switched on.
Changing the settings described below may affect other features you have for your organisation (for example, signage). For more information, see our Caveats and limitations section.
We recommend allowing a more generous check-in timeframe so that booking organisers aren’t blocked from checking in to their bookings (for example, Allow bookings to be started by [option] up to 60 minutes beforehand).
To switch check-ins on:
Select Admin in the top bar.
Select Locations and Resources under the Location Settings section in the side menu.
Select Edit hierarchy. Your resource hierarchy will appear.
Select the 📝 Edit button next to the location or resource. The Edit [Location or Resource] pop-up will appear.
The Edit [Location or Resource] pop-up will appear.
Select the Settings tab.
Select the correct resource using the booking category selector.
Select the Override global settings or Override [Location or Resource] tick box.
Check if the Require booking to be started to confirm use tick box is greyed out. If it is, this means that this setting is inherited from a higher level in your resource hierarchy. You may have other settings switched on (for example, signage). Skip to step 13.
If it isn’t greyed out, select the Require booking to be started to confirm use tick box.
Select if you want the bookings to be started by one of the following:
attendees only – only people who have been invited to the booking, including the booking organiser.
any user – any Matrix Booking user in your organisation or an organisation your sharing resources with.
anyone – anyone who can access your resources (for example, external visitors using your signage devices).
Enter the time you want for a booking to be started beforehand (for example, 60 minutes before the start time).
If you want bookings to be auto-cancelled if they haven’t been started, select the Cancel booking that are not started after X minutes tick box.
Enter the time you want a booking to be auto-cancelled if it’s not been started (for example, 10 minutes).
If you want a repeat booking series to be auto-cancelled if they are continually missed, select the Cancel the remainder of a repeat booking series after X missed starts tick box.
Enter the number of bookings in a booking series that’ll be auto-cancelled if that number of bookings is missed consecutively.
Select Save at the bottom of the pop-up. The pop-up will close.
Select Save changes.
Get your stickers
To get your scannable stickers, contact your Account Manager to discuss implementation and costs.
We offer a standard design that can incorporate your resources’names. Stickers feature both an NFC tag and a QR code. Stickers are standardised at a 69mm diameter.
If you have any questions about the pricing of our frictionless check-in feature and scannable stickers, contact your Account Manager. Currently, we offer sticker creation with your resources’ names on them and delivery to your chosen location. However, we don’t offer:
Custom sticker designs.
Custom sticker sizes.
Installation services for stickers in your buildings.
Caveats and limitations for our frictionless check-in feature
What we support
When you scan a sticker and you’re redirect to our login page, both manual Matrix Booking and SSO login methods are supported.
You can reset your password when you’re redirected to our login page.
What we support with caveats
Only booking organisers can book, check in to a booking, and end a booking early using the scannable stickers.
On-demand bookings can only be made with a start time of “now” until the end of the current availability period. For example, when you check in until the start of the next booking, the end of office hours, or the end of the day – whichever is soonest.
What we don’t support
Resources with the following settings enabled:
Require bookings to be made at least X hours or days in advance (Settings tab: Advanced booking rules).
Require bookings to be approved by a Location Manager (Settings tab: Approvals).
Require attendee count to be specified (Settings tab: Attendee count).
Automatically add X minutes setup time to the start bookings (Settings tab: Buffer times).
Require a title for each booking (Settings tab: Texts).
Require notes for each booking (Settings tab: Texts).
Depending on the scenario, there are other settings that may cause a booking failure:
Maximum number of bookings per person if the number is reached by that booking organiser.
Require new booking start times to align with office hours.
Require new booking end times to align with office hours.
Do not allow a person to have overlapping bookings for this category.
Require a cost code to be provided when a booking is made (Settings tab: Cost codes). If a booking organiser doesn’t have a default cost code set under Preferences in their user account, the check-in will fail.
There are certain scenarios that could cause a failure:
Resources can’t be booked by scanning the sticker next to it if the resource has a booking against it on that day if the Availability setting in the Booking Categories page is set to Whole Day. Select either:
Hourly
Half Day
Note: for more information, see our Error messages, caveats, and limitations page.