Administrator functions

Proximity-based check-in enables users to automatically check in to a personal space booking when their mobile device enters the geofenced area of the workplace. You can enable proximity-based check-in for an entire location by saving the longitude and latitude of the workplace to the geolocation setting in Condeco. The geofenced area is a radius of 250m from the geolocation.

The proximity-based check-in function is dependent on various settings and considerations, and there are factors that can prevent a successful automatic check-in. Read on to learn more.


See also

How does proximity-based check-in work?

When a properly configured mobile device enters the geofenced area, as defined by the geolocation set for the location, the iOS or Android system sends a message which initiates the automated check-in and the user is checked-in to their personal space booking.

Both iOS and Android systems only send the message once, so if the device is experiencing poor or crowded network conditions, the message may not be received and the user must check in manually.

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Requirements for proximity-based check-in

The following is required for a successful proximity-based check-in:

Condeco settings:

  • The geolocation’s longitude and latitude is saved in the Location settings in Condeco. See How to enable proximity-based check-in below.
  • QR code check-in must not be enabled for the personal space.

Mobile device:

See also:

The personal space booking:

  • The booking must be for a personal space in the location that is set as the default location in the user’s profile when entering the geofenced area.
  • The booking must be for a personal space that is a place to work – desk, office, etc. (Other workspace types, such as lockers and parking spaces, etc. do not automatically check-in).
  • The booking is in the ‘check-in’ state – the mobile device must enter the geofenced area during the allowed check-in time.
  • If self-certification is enabled for the location, the user must self-certify before entering the geofenced area to ensure the booking is in the ‘check-in’ state.

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Factors affecting proximity-based check-in

Unreliable network connectivity inside the geofenced area, and/or the user’s physical arrival route (via a basement, for example), may impact the location services and affect the automatic check-in function.

Proximity-based check-in will not be successful in the following scenarios:

  • Bookings in locations other than the default location set in the user’s profile when they enter the geofenced area, do not trigger proximity-based check-in. Learn about User Management
  • Bookings for personal spaces not ‘set as a workspace’ (i.e. lockers, parking spaces, etc.) do not trigger proximity-based check-in. Learn about Workspace types
  • If a user does not self-certify in a location requiring self-certification before check-in, proximity-based check-in is not possible. Learn about self-certification
  • When QR code check-in is enabled for personal space, proximity-based check-in is not active for that personal space. Learn about QR codes
  • If the user’s mobile device enters the geofenced area prior to the allowed check-in time. Learn how to set booking rules for a Group
  • Meeting space bookings do not trigger proximity-based check-in.

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Permissions required by the Condeco app

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Considerations for iOS devices

  • Allow access to Location-based services: An iOS mobile device must have Location Services turned on, and Allow Location Access set to Always for the Condeco mobile app. The Condeco mobile app prompts the user to choose these settings when automatic check-in is enabled, however, the user may ignore the prompt and/or deny access, and in these cases, automatic check-in will not be successful.

    To change these settings, navigate to Settings > Search for ‘Condeco’ > Select ‘Condeco’ > Location = Always.
  • Location access reminder: When location access is set to ‘Always’, iOS devices occasionally remind the user that the Condeco mobile app is using the device location. The reminder displays the known locations on a map with a prompt to select either Change to Only While Using or Always Allow. This system feature may result in users removing the ‘Always Allow’ access, adversely affecting the automatic check-in function.
    iOS location access reminder
  • Limit low power mode: Low power mode adjusts some iOS settings to extend the battery life, however, this can affect the device’s ability to accurately transmit location data.
  • Consider leaving the Condeco mobile app open: A successful proximity-based check-in is more likely if the Condeco mobile app is open in the background.
  • Enable background operation: The Condeco mobile app needs to send location data in the background. To enable, navigate to Settings > General > Background App Refresh > Enable for ‘All’ or for ‘Condeco only’.
  • Enable mobile data: Mobile data must be active for the Condeco mobile app to transmit location data.
  • iOS updates can disable services: After an iOS update, location detection services are disabled. System preferences are maintained between updates but are not re-established until the Condeco mobile app is first launched after the iOS update.
  • iOS restart can disable services: After a restart of an iOS device, region monitoring (the monitoring of a device crossing the geofence boundary) is disabled. Region monitoring is only re-established the next time the Condeco mobile app is opened.
  • Location access alerts: Apple sends occasional alerts to users who have allowed location access to installed apps, asking if they are sure they want to continue allowing the access. This alert can discourage users from allowing location access and they may turn it off.

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Considerations for Android devices

  • Turn Wi-Fi on or set Wi-Fi scan-only mode: Enabling Wi-Fi (or Wi-Fi scan-only mode) can significantly improve location accuracy for Android devices.
  • Optimize location detection: Use SettingsClient to ensure that the device’s system settings are properly configured for optimal location detection.
  • A delayed automated check-in: The location service does not continuously query for location information so automated check-in may not occur immediately the mobile device enters the geofenced area. Usually the latency is less than 2 minutes (and less if the device is moving). If Background Location Limits are in effect, the latency is about 2-3 minutes on average. If the device has been stationary for a significant period of time, the latency may increase (up to 6 minutes).
  • Permissions automatically reset if Condeco mobile app is not used: If the Condeco mobile app is not used for a few months, the Android system automatically resets the permissions the user had granted. This action has the same effect as if the user changed the app’s access level to deny.

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