---
title: "How to use check-ins for meeting rooms"
description: "Learn how to set up and use the check-in feature for meeting room reservations to confirm attendance and reduce no-shows."
url: https://help.dibsido.com/en/articles/256-how-to-use-check-ins-for-meeting-rooms
collection: "Room Booking Features"
updated: 2026-06-15
language: en
---

# How to use check-ins for meeting rooms

Learn how to set up and use the check-in feature for meeting room reservations to confirm attendance and reduce no-shows.

The check-in feature for meeting rooms is an optional setting that requires employees to confirm their reservation around the time it starts. If a reservation is not confirmed within the configured time window, it can be automatically cancelled, freeing up the room for others.

#### What is meeting room check-in?

Check-in ensures that booked meeting rooms are actually being used. Without confirmation, a reservation can be automatically cancelled based on your settings. This helps keep real-time room availability accurate and prevents rooms from being blocked by meetings that never happen.

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### Configuring check-in settings

1.  **Navigate to settings:** Go to the settings menu in Dibsido.
    
2.  **Select Meeting Rooms settings:** Under settings, choose the "Meeting Rooms" option.
    
3.  **Go to Features tab:** Within the room settings, click on the "Features" tab.
    
4.  **Enable Check In & Out:** Find the "Check In & Out" option and toggle it on.
    
5.  **Set check-in window before reservation start:** Define how early before the reservation start time employees can begin checking in. For example, setting this to 1 hour means an employee with a 9:00 AM booking can check in from 8:00 AM.
    
6.  **Set check-in window after reservation start:** Define how long after the reservation start time employees can still check in. For example, setting this to 1 hour means the employee can still confirm their 9:00 AM booking until 10:00 AM. This is flexible and can be adjusted to match your company's policy.
    
7.  **Enable automatic cancellation (optional):** Toggle on "Automatically cancel reservations with incomplete check in" if you want unconfirmed reservations to be cancelled automatically once the check-in window closes. If this option is disabled, unconfirmed reservations will remain active but will be marked as not checked in.
    
8.  **Save changes:** Click "Save" to apply the settings.
    

![](https://staticfiles.gleap.io/ghelparticle/lLHlwIzbJEvjj3UU9zxGOM5ZnD4thzLXdmcQ4t5EdPN1RvztmkYdOuhMtrDouE0WdiVZp9DEmLf.png)

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### Check-in methods

There are two ways employees can check in to their meeting room reservation:

**1\. In-app check-in**

By default, employees can confirm their reservation directly in the Dibsido app by clicking the check-in button when the check-in window is open. This is the simplest method and requires no additional setup.

**2\. QR code check-in**

For organizations that want to ensure employees are physically present at the meeting room, you can enable QR code check-in. Once this option is activated:

-   QR codes are generated for each meeting room and can be downloaded from Dibsido.
    
-   Check-in can only be done by scanning the QR code at the room using a phone.
    
-   The in-app check-in button is disabled, making QR code scanning the only way to confirm a reservation.
    

Print and place the downloaded QR codes at each meeting room so employees can easily scan them upon arrival.

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### Summary

The check-in feature helps ensure that meeting rooms are used by the people who booked them. Configure the check-in time window before and after the reservation start to match your company's needs. Enable automatic cancellation to free up rooms that are not confirmed in time. Use in-app check-in for a simple setup, or enable QR codes for physical presence confirmation. Set it up in the Meeting Rooms settings under the Features tab.