Automatic Desk Check-in
Check in when you connect your laptop. A USB Desk Sensor and Flowscape software link docking at an equipped desk with your reservation or an ad-hoc booking.
How automatic desk check-in works
Automating booking confirmation helps bridge the gap between desk reservations and everyday office use. Flowscape Automatic Desk Check-in links docking at an equipped workstation with an existing reservation or an ad-hoc booking, reducing the need for manual check-in.
The USB Desk Sensor connects to a free USB port in a monitor or docking station assigned to a specific desk. Flowscape software is installed on the user’s computer. When the laptop connects at that workstation, Flowscape uses the docking signal in the desk-booking workflow.
With Flowscape USB Desk Sensor, you can
- Enable automatic check-in when docking a laptop
- Notifies the user if they have taken someone else’s workspace
- Release desks if no check-in has occurred
- Retain bookings if user’s check-in and un-dock later
- Log presence in FlowAnalytics to measure office utilization
- Book desks ad-hoc by docking laptop
- Show unregistered users’ presence at a desk
- Indicate ad-hoc claimed desks as booked on Flowmap
- Display ad-hoc users’ names on Flowmap
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Automatic check-in for booked desks
If the user connects at the correct desk within the booking’s check-in window, Flowscape confirms the reservation automatically. The user does not need to open an app or complete a separate check-in action.
The desk status and the user’s name can then be shown on the office map, helping colleagues see where they are working. Explore FlowMap
Automatic check-in for ad-hoc seating
If the desk is available, connecting a laptop at an equipped workstation can create an ad-hoc booking in the user’s name. The desk is then shown as booked in FlowMap. It does not replace another user’s reservation.
For wider booking rules, floor-plan search and the complete workplace workflow, explore Desk Management
What happens when plans change
A booking does not always become an occupied desk. If the user does not check in within the configured window, Flowscape can release the reservation so the desk becomes available again. If someone connects at a desk reserved by another user, the system can notify them that they have taken someone else’s workspace.
A defined grace period can keep the booking when the laptop is briefly undocked or enters sleep mode, for example during a short meeting. Short interruptions do not have to end a booking immediately. When an ad-hoc user leaves, the desk can be released after the defined grace period.
To learn more about the role of check-in in reducing unused reservations, read Maximizing office efficiency with check-in features
Understand what the desk data tells you
A reservation records planned use. Check-in confirms the booking through the defined arrival process. The docking signal records that a computer is connected at the workstation. These are related events, but they do not mean the same thing.
Flowscape uses docking and laptop inactivity to describe two measures:
Perceived Occupancy is the time from dock-in to dock-out.
Real Occupancy is Perceived Occupancy adjusted by subtracting periods of laptop inactivity, such as an absence of typing or mouse activity.
A connected device or computer-activity signal is not continuous proof that a person is physically present. Keep reservations, check-ins and measured activity distinct when interpreting workplace reports.
Explore the reporting in Workplace Analytics
For Flowscape’s published approach to product data, read the Product Privacy Notice
What your workplace needs
Automatic Desk Check-in has two published prerequisites: a free USB port in the monitor or docking station at each equipped desk, and Flowscape software installed on users’ computers.
The USB Desk Sensor draws power from the USB connection and does not require batteries. Plug the sensor into the workstation and install the software as part of your rollout.
Assess the setup against your organization’s devices, workstation configuration and booking rules. The USB Desk Sensor specifications below provide the hardware details.
Choose the right desk signal
Docking-based check-in differs from a presence sensor that detects desk use through another sensing method. The right approach depends on whether you need booking confirmation tied to a connected computer, another presence signal, or a combination of workplace data sources.
The USB Desk Sensor is powered by the workstation and needs no battery changes. Assess the full setup and ongoing requirements for your workplace.
Explore a separate sensing option with the Desk Presence Sensor
For the broader desk-booking solution, explore Desk Management
Goes well with
Our USB Desk sensor in 1 minute
Our Automatic Desk Check-in Solution
Key Functionalities
Easy To Install
Our USB Desk Sensor is easy to install in an available USB port in your screens or docking stations and does not require any batteries.
No Battery Changes
The USB Desk Sensor draws power from the workstation’s USB connection and does not require batteries.
Automatic Check-in
Automatically confirm a booking as soon as a laptop is connected to the right desk within the time window.
Ad-Hoc Claiming
Automatically book a desk for ad-hoc users if no other user has booked the desk within the given time frame.
Electronic Name Plates
When connecting the laptop, the user's name will be visible on the FlowMap as an electronic name plate for effective colleague finding.
Accurate Utilization Reporting
Use USB Desk Sensors to measure Perceived Occupancy (Time from Dock-in to Dock-out) and Real Occupancy (Perceived Occupancy less Inactivity time) and compare.
USB Desk Sensor Specification
- Dimensions & weight: 12 x 16.65 x 4.5mm & 1.46g
- Connection: Hi-Speed USB 2.0 certified, USB 1.1 compatible, Human Interface Device (HID)
- Power Supply: USB 5V
- Power consumption: 30 mW
- Warranty: 36 months
- Agency approvals: CE (EU), FCC (USA), VCCI (Japan), KCC (South Korea), BSMI (Taiwan), ACMA (Australia), RoHS, REACH, UL
See automatic check-in in your workplace
See how Automatic Desk Check-in could work with your desks, booking rules and reporting needs. Flowscape can walk through the equipped-desk experience, automatic confirmation, ad-hoc booking, no-show release and the resulting workplace data in a product demo.
Contact Flowscape to discuss your workplace setup.