Set up QR codes & NFC tags for desks

Admins can set up QR codes & NFC tags on desks for desk check-ins and bookings. This is one of the ways employees can check in locally if on-site check-ins are mandatory. You can also set up automated desk check-ins as another local check-in option. 

This guide assumes that you've already: 

Watch the tutorial below or follow the steps outlined in this guide to learn how to set up QR codes/NFC tags for desks. 

Setting up check-in stickers

[The “Manage Office and Maps” user permission is required for sticker to set up]

Use the mobile app to set up and manage the QR/NFC tags for desks. 

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Associating a sticker to a desk

Navigate to the Office tab on mobile > tap a desk > tap Add sticker > camera will open, scan QR code > tap done. Then, the sticker is automatically associated with the desk & will show the sticker # in the desk details. 

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Replacing a sticker on a desk

Navigate to the Office tab on mobile > tap a desk > tap Manage > tap Replace camera will open > scan new QR code > tap done. Then the new sticker # will show in the desk details.

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Removing a sticker from a desk

Navigate to the Office tab on mobile > tap a desk > tap Manage > tap Remove. The sticker/QR code is removed and no longer visible. 

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Sticker summary

Use the sticker summary (Manage tab > Stickers)  to understand how many stickers you've purchased, how many desks have stickers associated, and the location of those desks.

To see more granular details about which desks have stickers, navigate to the Layout tool using the floor link under the building drop-down (captured below). 

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Layout tool summary

In the Layout tool, you'll notice that desks with stickers have an icon on the right lower corner of the desk and the floor overview notes the number of desks with stickers. 

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You can see the sticker number associated with each desk in the right-side panel when a desk group is selected.

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Abandoned desk protection tip

Admins can enable abandoned desk protection when configuring the stickers.  With that said, if "Local check-in only" is enabled, we recommend configuring or adjusting the abandoned desk protection threshold to include a buffer to give folks enough time to get to their physical desk to complete the check-in before the reservation is canceled.

Enable for desk group

From the Office search page > navigate to the Edit floor drop-down menu on the map > Layout Desks. Use your cursor to select a group of desks > in the right menu panel click the Policies tab, then toggle Local check-in only policy.  

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Additional information 

Health checkpoints

If you're implementing the health checkpoint for your office, then the survey will pop up when folks scan a sticker if they haven't already completed it. 

  • Folks who book a desk in advance will have an opportunity to complete the survey before coming in advance via email and will not be prompted to complete it again when they scan the sticker to check in to their desk.
  • If you book a desk on the fly via a desk sticker, then you'll be prompted to complete the checkpoint survey. 

Viewing check-in status

Admins can review the checked-in state on the Daily Roster page (Manage > Access) for visibility into who's accessing the office on a given day.

Hover over the check-in mark to see exactly when someone confirmed their desk reservation and how; locally via sticker scanning or "remotely" from the web dashboard or mobile app. 

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