Auto cancellation if not checked-in

[Abc 26]

Hi Experts,

We are using the Workplace Reservation Management application and have configured auto-cancellation for meeting room reservations based on the check-in policy.

Expected behavior:

• If a meeting room reservation is not checked in within the configured timeframe (for example, 15 minutes after the start time), the reservation should be automatically cancelled.

Actual behavior:

• The meeting room reservation remains active even after the check-in grace period has passed.

• Auto-cancellation does not seem to trigger when the user fails to check in.

Has anyone faced a similar issue with meeting room auto-cancellation?

Are there any additional configurations, background jobs, or known limitations specific to meeting rooms (vs workspaces) that we should check?

Any guidance or pointers would be greatly appreciated.

Thanks in advance!

[SumanthDosapati]

@Abc 26 

As per docs, it is a configurable option. See below screenshot.

Accept the solution and mark as helpful if it does, to benefit future readers.
Regards,
Sumanth

[Abc 26]

Hi @SumanthDosapati ,

We have configured the above only using the reservable module configuration but it is not getting auto cancelled . It stays as it is even the check-in grace period has passed.

[Raj_Esh]

Hi @Abc 26 

The two options plays key role in configuring the auto. Have you rechecked it? 

Thanks,

Raj

[Arvid]

Hello @Abc 26 ,

Check in/out and reminders are managed through the “Check-in/out reminder”-scheduled job.
The following properties are being used in this scheduled job: “sn_wsd_rsv.time_before_check_in_out_reminder” and “sn_wsd_rsv.time_when_reservation_cancelled_without_check_in”.

• Ensure check-in is required on the module or space level
  • Enforce it on reservable module level > set “Override check-in policy” on the reservable module to “always require check-in”
  • Space specific > set “Override check-in policy” on the reservable module to “no override”, check check-in required on space level for the spaces where it is required
• When a reservation is created, the check-in state is set to “awaiting_check_in”
• Reservations are cancelled when “Cancel reservations exceeding check-in time” is set to true on the reservable module
• The “Check-in/out reminder”-scheduled job runs every 30 minutes (OOB) and it finds all reservations that require check-in or check-out, and validate the next action.

Please note that;

• It can take up to 30 minutes (based on the OOB configuration) for the employee who has not checked in yet to receive the email notification to do so.
• It can take up to 60 minutes (based on the OOB configuration) for the reservation to be cancelled in case the employee did not check in their reservation.
• You can tweak the values of the system properties and the frequency of the scheduled job to ensure reservation are cancelled accordingly and timely.

Kind regards,

Arvid