Configure automatic check-in for reserved spaces

  • Release version: Zurich
  • Updated July 31, 2025
  • 3 minutes to read
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    Summary of Configure automatic check-in for reserved spaces

    This guide explains how ServiceNow’s Workplace Reservation Management enables automatic check-in for reserved spaces using occupancy sensor data. When workplace locations have occupancy sensors, the system monitors the occupancy state of each space and automatically checks in reservations based on detected presence, streamlining the check-in process and improving user experience.

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    Key Features

    • Occupancy-Based Automatic Check-in: Utilizes occupancy data from sensors to detect if a reserved space is occupied and triggers automatic check-in, updating reservation status to “In progress.”
    • Scheduled Check-in/out Reminder: Runs every 30 minutes to evaluate space occupancy and reservation check-in status, sending notifications accordingly.
    • Configurable Properties: Administrators can configure key properties such as:
      • Override check-in policy: Enforce “Always require check-in.”
      • Cancel reservations exceeding check-in time: Automatically cancel no-show reservations if enabled.
      • Time thresholds: Set how soon users can check in before reservation start and when reminders or cancellations occur.
      • Occupancy data freshness: Define “stale time” to ensure occupancy data used for check-in is current.
    • Push Notifications: Sends real-time alerts to users’ mobile devices regarding automatic check-in status or prompts to manually check in or release the reservation if occupancy is unconfirmed.
    • Limitations: Automatic check-in/out is not supported for multi-location or bulk group reservations; these must be handled individually.

    Practical Application

    To enable automatic check-in:

    • Ensure occupancy sensors are functional and data integrated into the Space Occupancy data table.
    • Configure the Reservable Module settings to enforce check-in policies and cancellation rules.
    • Set reservation property values for reminders and cancellation timing to fit organizational policies.
    • Monitor the scheduled job “Check-in/out reminder” to automate the check-in process based on occupancy data.

    This setup reduces manual check-in overhead, increases space utilization accuracy, and improves the employee experience by automating presence confirmation.

    Additional Considerations

    • If a space lacks occupancy sensors, reservations will rely on manual check-in or will be cancelled based on configured policies.
    • Push notifications guide users through necessary actions if automatic check-in is not possible.
    • Administrators must have the snwsdrsv.admin role to configure these settings.

    Configure automatic reservation check-in using the Occupancy state of a location or space. If a location is using occupancy data sensors, it checks for Occupancy state of each space in the Space Occupancy data table

    The Workplace Reservation Management scheduled job Check-in/out reminder runs every half an hour (30 minutes) daily. It checks for the location state (Occupied, Unoccupied, Invalid, currently not occupied, etc.) in the Space Occupancy data table. It also checks if the reservation is checked in or checked out. For more information, see Retrieving Space Occupancy Data.

    Note:
    Reservation check-in and check-out is currently not supported for multi-location reservations (combining two or more reservations into one reservation). Check-in or check-out of reservations with multiple locations for the same date and time and with the same reservation owner is not allowed by the application. In case of group reservations, each space is assigned to a different employee, check-in for group reservations is also not allowed in bulk. You have to check-in a reservation one at a time.

    Role required: sn_wsd_rsv.admin

    If the space state is Occupied, it triggers an automatic check-in process and sends an updated push notification to Workplace Service Delivery for Mobile "Your reservation for <location_name> has started. You are automatically checked in based on the presence detected at the space. No further action is required."

    Navigate to All > Workplace Reservation Management > Administration > Reservable Module and ensure that the following properties are configured:
    • The Override check-in policy: Select Always require check-in.
    • Cancel reservations exceeding check-in time: Select the check box.
    • Time before employee can check-in value: Enter a value. For example, 10 minutes.
    In Reservation properties list (All > Workplace Reservation Management > Administration > Properties), configure the following properties:
    • The amount of time in minutes until a reminder should be sent to the reservation host [sn_wsd_rsv.time_before_check_in_out_reminder]. For example, set the property value to 5 minutes.
    • The amount of time in minutes until a reservation is cancelled without a check-in [sn_wsd_rsv.time_when_reservation_cancelled_without_check_in]. For example, set the property value to 30 minutes.
      For example, after setting the above properties and reservable module properties, if an employee creates a reservation at 5 pm, the application checks for the following conditions:
      • The Workplace Reservation Management application waits till 5.05 PM as per the value set in the property Amount of time in minutes until a reminder should be sent out to the reservation host (sn_wsd_rsv.time_before_check_in_out_reminder) to check whether the reservation is checked in or not.
      • After 5.05 PM, the scheduled job Check-in/out reminder checks the Space Occupancy data table to check if the reserved space (for example, A1001) is available in the Space Occupancy data table.
      • In the Workplace Connectors, the system property sn_wsd_wc.stale_time checks if the Event Timestamp field in the Space Occupancy data table has the latest timestamp. This property checks for the time beyond which the occupancy data is considered stale. Beyond the stale time, the fresh data is fetched from the Occupancy data provider (for example, Metrikus Spoke). If the sn_wsd_wc_stale_time property value is set to 30 minutes, application queries the Space Occupancy table and fetches the fresh data state for a location or space from Metrikus Spoke.

        If the state is Occupied, then, application automatically checks in the reservation. The reservation state moves to In progress state. A push notification is sent to Workplace Service Delivery for Mobile "Your reservation has started. You are automatically checked in based on the presence detected at the space. No further action is required."

      • When workplace spaces are having occupancy sensor and if the state of the space is unoccupied or Invalid, application sends push notification "Your reservation for Reservation for <space-name> has started. Check in to confirm your attendance or Release Booking to Cancel the space reservation".
      • When the workplace spaces are not having a occupancy sensor, and if the user does not check in the reservation, application cancels the reservation if the Reservable Module property Cancel the reservation exceeding check in time is selected.
      • If the Cancel the reservation exceeding check in time is not selected, then the reservation is moved to Confirmed state, and the Workplace Reservation Management scheduled job Reservation daily tasks takes care of such reservations at the end of the day.