Overview
The check-in feature improves meeting room utilization by releasing rooms when attendees don't show up. When enabled, meetings must be confirmed (checked in) within a configurable time window — otherwise the resource is automatically released and made available for others.
Table of contents:
Check-in is supported on Humly Room Display, Humly Booking Device, Legacy Devices - Liso (limited), and via Check-in Link
How It Works
- A check-in button appears on the room display 10 minutes before the meeting's scheduled start time
- The button remains available for a configurable duration after the meeting start (the confirm duration, default varies per setup)
- If no one checks in within this window, the meeting is cancelled and the room is released
Ways to Check In
| Method | Description |
|---|---|
| On-screen tap | Tap the check-in button on the room display |
| RFID / Touchless | Swipe an RFID card or tag near the display (see Touchless Check-In) |
| Motion sensor | Room is auto-confirmed when motion is detected (see Presence Check-In) |
| Email link | Click the check-in link included in an email notification (no need to be at the display) |
Configuring Check-In
Navigate to Humly Control Panel → Resource Settings.
Touchless check-in (RFID/NFC) & Presence check-in are NOT supported on Legacy devices (Liso)
Core Settings
| Setting | Description |
|---|---|
| Check-in required | Enables the check-in feature for this room |
| Confirm duration | Number of minutes after meeting start that check-in is accepted |
| Require authentication | When enabled, users must authenticate with PIN or RFID to check in on the display |
Touchless & Presence
| Setting | Description |
|---|---|
| Enable touchless check-in | Allows RFID card swipe to confirm a meeting without touching the screen |
| Presence check-in | Automatically confirms meetings when a motion sensor detects movement in the room. Requires a motion sensor to be configured under Sensors → Presence |
For detailed setup, see Touchless Check-In and Presence Check-In.
Email Notifications
These settings control emails sent to the meeting organizer related to check-in.
| Setting | Description |
|---|---|
| Send early check-in email | Sends an email to the organizer 10 minutes before the meeting starts, prompting them to check in |
| Add check-in link to early email | Includes a clickable check-in link in the early email, allowing remote check-in |
| Email reminder | Sends a reminder email during the check-in window if the meeting hasn't been confirmed yet |
| Add check-in link to reminder | Includes a clickable check-in link in the reminder email |
| Send cancellation email if no check-in | Notifies the organizer when their meeting was cancelled due to no check-in |
Add check-in link to early email will be available starting Humly 2.3.
Check-In via Email Link
When Add check-in link is enabled (on early email and/or reminder), the organizer receives an email containing a one-click check-in link. This allows them to confirm their meeting remotely without being at the room display.
- The link contains a unique, time-limited code
- The code expires based on the confirm duration setting
- Once clicked, the meeting is confirmed immediately
The email language is based on the resource seetings
What Happens on No-Show
If no one checks in before the confirm window closes:
- The meeting is cancelled and the room becomes available
- If Send cancellation email if no check-in is enabled, the organizer receives a notification
- The booking is marked with a "Not Checked In" status for statistics purposes
Limitations
Check-in is not supported with:
- All-day meetings (spanning 12:00 AM to 11:59 PM)
- Nexudus backend systems
- Appspace backend (if Appspace's own check-in is already enabled)
- Microsoft Auto Release — If enabled in Microsoft 365, it will override Humly check-in settings. Disable Microsoft Auto Release if using Humly check-in
The Check-in feature does not work with the Microsoft Auto Release feature. If the Auto Release is enabled on the Calendar Processing settings it will override Humly Settings.
If you are planning to use Humly Check-in, ensure you have EnableAutoRelease set to $false
Example PS command: Set-CalendarProcessing -Identity "board@humly.dev" -EnableAutoRelease $false
If you are planning to use Humly Check-in, ensure you have EnableAutoRelease set to $false
Example PS command: Set-CalendarProcessing -Identity "board@humly.dev" -EnableAutoRelease $false
Troubleshooting & Common Issues
Check-in button not appearing on the display
- Verify Check-in required is enabled for the room in HCP (Room Settings → Confirm meeting settings)
- The button only appears 10 minutes before the meeting start — it won't show earlier
- All-day meetings (12:00 AM–11:59 PM) do not support check-in
- Ensure the room display device is online and connected to HCP
Meeting cancelled even though someone was in the room
- If using Presence check-in, verify a motion sensor is configured under Sensors → Presence and that Presence check-in is enabled
- Check that the sensor is showing as Online in HCP
- If another meeting was already in progress in the room, presence detection only activates after the previous meeting ends
- Consider increasing the Confirm duration to give attendees more time
Check-in email link not working
- The link contains a time-limited code — if clicked after the confirm duration expires, it will show an error
- Verify the email was for the correct meeting (not a past occurrence of a recurring meeting)
- If the meeting was already confirmed (e.g., someone checked in at the display), the link will return an error indicating it's already confirmed
- Ensure Add check-in link to early email or Add check-in link to reminder is enabled in HCP settings
Not receiving check-in emails
- Verify Send early check-in email and/or Email reminder are enabled in the room's settings
- Early check-in emails are only sent for meetings not created on-screen (ad-hoc bookings made on the display won't trigger emails)
- Check that the organizer's email address is valid in the booking system
- Confirm the HCP server has outbound email configured correctly
Cancellation email not sent after no-show
- Verify Send cancellation email if no check-in is enabled for the room
- If no room display devices are online for that room, the system auto-confirms the meeting instead of cancelling it (this prevents false cancellations when devices are offline)
- Check HCP server logs for email delivery errors
RFID / Touchless check-in not working
- PIN or RFID must be enabled in Global Settings (even if authentication is not required for check-in)
- Ensure Enable touchless check-in is toggled on in the room settings
- If Require authentication is enabled, only the meeting organizer's registered RFID card will work
- If Require authentication is disabled, any registered RFID card can check in
- See Touchless Check-In for detailed RFID enrollment options
Presence check-in not triggering
- A motion sensor must be selected in Sensors → Presence before the Presence check-in option becomes available
- The sensor must be reporting as Online in HCP
- Presence check-in only works when no other meeting is currently in progress in the room
- Detection window starts 10 minutes before the scheduled meeting time
- See Presence Check-In for setup steps
Microsoft Auto Release conflicts
- If Microsoft 365 Auto Release is enabled on the room mailbox, it will override Humly's check-in behavior
- Disable Auto Release in Microsoft 365 admin settings when using Humly check-in to avoid conflicts
Google Workspace — PIN/RFID issues
- Google Workspace backends may have known issues with PIN/RFID authentication for check-in
- If experiencing problems, try disabling Require authentication and using check-in without authentication as a workaround
Related Articles
- Touchless Check-In — RFID-based check-in without touching the display
- Presence Check-In — Motion sensor auto-confirmation