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

💡 If your meeting rooms are constantly booked but mysteriously empty, the check-in feature might be your new best friend.

This feature cancels ghost meetings automatically — freeing up space for others who actually need it.

1. How to it works?

No changes needed! Just create an event in Outlook or in your Teams calendar, as usual—invite your colleagues and add the meeting room. If the meeting room has a check-in policy, Waldo will handle the rest. ✅

2. Give consent to connect with Microsoft 365

First thing to do is to give consent to the Waldo app. Go to 👉 https://admin.hellowaldo.app/policies

Under Room policies, click Consent. ✅ You must use a Microsoft 365 admin account

3. Create a check-in policy

• Go to Policies and click Add Room Policy
• Give your policy a clear name (e.g. Check-in within 2 hours)
• Select a building and one or more meeting rooms

⚠️ No meeting room in the list? You probably haven’t added them in Waldo yet.
Here’s how to configure your meeting rooms

4. Check-in period.

Define the check-in period, during which users can confirm their bookings.

5. Who can check-in

If you allow check-in by the organizer only, only the organizer receives the notifications.

If you allow check-in by both the organizer and attendees, the organizer and the attendees receive the noticications.

⚠️ If one user clicks Cancel and another clicks Confirm, the meeting is canceled.

6. Cancel the reservation or do nothing

If you enable "Cancel the reservation" and no one confirms the meeting during the check-in period, the meeting is automatically canceled.

6. When users receive email notifications

Waldo sends a first notification when the check-in period starts.

Waldo sends a second notification 60 minutes before the check-in deadline.
ℹ️ This setting cannot be changed.

Example:

If the deadline is 30 minutes before the meeting starts, Waldo sends a reminder 90 minutes before the meeting and cancels it 30 minutes before if still unconfirmed.

7. Instant bookings

When a user books a meeting room after the first notification time, nothing happens. The check-in policy is ignored and no notifications are sent

Example:

If the first notification time is set to 4 hours before, and Bob books a meeting room at 11 a.m. for a 2 p.m. meeting, no notification is sent. Waldo won't interfere.

8. Check-in period less than 2 hours before the meeting starts

If the check-in period starts less than 2 hours before the meeting starts, only the first notification is sent. The second notification is not sent. We do this to avoid sending too many notifications.

Example:

If the first notification time is set to 1 hour before the meeting, the user will only receive the first notification. The user won't receive any other notification.

9. Workflow overview

Here's an overview of the process:

10. Licenses for the meeting room check-in feature

⚠️ All meeting participants have a Waldo license. No license = no email notification = no check-in = lost reservation.

If the Waldo app is not installed, users will be prompted to add Waldo to Microsoft Teams when they check in for the first time.

11. Check-In Outcomes Summary

The following table summarizes the outcomes of different check-in scenarios:

This table illustrates how the Waldo check-in feature automatically manages meeting room reservations to prevent ghost meetings.