Let people identify with a passcode at the panel

Most panel authentication methods require physical hardware or carried items: an RFID card reader, a camera for face recognition, or a signed-in mobile phone. User passcode removes those dependencies. Each employee sets a 4-to-8 digit PIN in their profile, selects their name on the touchscreen, and enters their digits.

1. Enable User passcode globally

1. In the admin console, open Devices › Check-in method.
2. Switch on User passcode (“Input user passcode to validate identity”). At least one check-in method must stay active across your organization.

2. Configure privacy masking for employee names

When User passcode is on, Mask part of user name from search list appears underneath it:

• During a walk-in action, the panel opens the user search dialog (Search by user name) so the person at the door can pick their account.
• Name masking partially hides displayed names and email addresses (such as Amy W*** and amy.w***@e******.c**) so passers-by cannot browse your staff list, especially in public corridors or lobby areas.
• Masking changes only how text is displayed on screen. It never removes anyone from search results or blocks matching against their full name, email address, username, staff ID, or phone number.

3. Customize per panel profile and notify staff

• Per-profile override (optional): Open Devices › Booking panel › Panel configurations, edit a profile, and use the Check-in method tab to enable or hide User passcode for specific rooms. See How somebody proves who they are at the panel.
• Employee setup: Direct staff to Set your user passcode in the web or mobile app. Administrators cannot bulk-set passcodes for everyone at once.

4. How identification works at the panel

When multiple methods are enabled, tapping Check in opens the method picker where User passcode is the orange tile.

What opens next depends on the action:

• Scheduled booking with one eligible person (or when Allow attendees to check-in / check-out / extend at the booking panel is off): Opens the numeric keypad directly for the organizer.
• Scheduled booking with multiple Offision attendees: Lists only the organizer and invited Offision attendees when attendee actions are allowed on the resource policy.
• Walk-in booking, finding another room, reporting an issue, or opening an unbooked door: Opens the user search dialog (Search by user name) with an on-screen keyboard.

5. Why a user does not appear in panel search

If someone cannot find their name on the panel, check these causes:

• Passcode turned off in the user’s profile: If a user turns off Turn on to use passcode in their profile (“User passcode was disabled”), they are hidden from walk-in directory search completely, even if an administrator sets a temporary passcode in Directory › Users. Have the user turn Turn on to use passcode back on and save a passcode in Set your user passcode. By contrast, an eligible user who has never disabled that switch but has no PIN yet still appears in muted text and sees “You need to set up a user passcode in the user app first” when tapped.
• Checking in to an existing booking instead of walking in: Scheduled booking actions never search the full directory. They either open the organizer’s keypad directly or list only the organizer and Offision attendees invited to that booking. Uninvited colleagues and external email-only guests do not appear.
• Top-10 list limit and alphanumeric keyboard: The user search dialog (Search by user name) shows at most 10 matching accounts at a time (alphabetical on the server, with passcode-ready accounts sorted above muted ones). Standard panels use an alphanumeric keyboard (a–z, 0–9, @, ., _, -), so if a user’s display name is in Japanese or Chinese and is not in the first 10 rows, type part of their email address, username, staff ID, or phone number.
• Missing User permission, unassigned license, or deleted account: Room and desk panels list only active (non-deleted) accounts that hold the User permission directly or through a user group (service panels check Service staff instead), and hold a user-identification license where required. Accounts with only administrator roles and no User permission are excluded.
• Name masking is display-only: Mask part of user name from search list hides characters with asterisks (Amy W***) but never filters anyone out.

6. Reset a forgotten passcode as an administrator

1. Go to Directory › Users and select the employee.
2. In the right-hand detail panel, click User passcode, enter a temporary 4-to-8 digit code, and save.

Existing passcodes are never displayed in the admin console and can only be overwritten. If the employee previously turned off Turn on to use passcode, they must still re-enable it and save a passcode in their own profile before they appear in walk-in search.