Applicable plans: ❎ The free plan, ❎ The complete plan

Some users might be tempted to book a desk or parking every day, whether or not they actually come in.
Waldo’s check-in feature ensures your spaces are used, not just reserved ✅

Why enable check-in?

There are two main use cases:

1. Optimise your space

Free up unoccupied desks so others can use them.
Recommended setting: set the check-in deadline to the day before at 4:00 PM.
→ This gives Waldo enough time to reassign unused desks.

2. Improve data accuracy

Ensure your workplace analytics reflect reality.
Recommended setting: set the check-in deadline on the same day (e.g. 11:00 AM).

1 – Setup the check-in rule

ℹ️ Information:
Check-in is disabled by default and must be activated per office.

Follow these steps:

• Access the Waldo Admin portal
• Sign in using your Microsoft 365 account
• Navigate to Policies → Check-in → Desks and Parking
• Click "Add check-in policy"
• Select a building
• Choose whether to enable check-in for all desks and parking spots, or only for dedicated desks or parking spots
• Define the check-in window
• Decide whether to allow users to check-in on their return day after the deadline has passed
  For example, you usually need to check in the day before for your desk or parking. Exceptionally, when you return from holiday, you can check in on the same day you come back.
• Configure the no-show section if required:
  • If a user misses check-in twice in one week → Waldo requests confirmation of their weekly calendar
  • If a user misses check-in four times in three weeks → Waldo cancels their upcoming bookings  

2 – Set the notification time for users (optional)

1. Go to Users
2. Click a user
3. Under Notifications → Check-in, set when the check-in reminder should be sent to the user.

You can select multiple users or filter them by groups, then click "Update Users."

What does it look like for users?

Once configured, check-in appears directly in:

• Your Waldo calendar (Desk & Parking bookings)
• Your daily notifications (simple reminder to confirm presence)

By combining smart rules and timely reminders, check-in helps you keep your workplace accurate, optimise every desk, and avoid wasted space—without extra effort.