How somebody proves who they are at the panel
Choose and override how people authenticate at room booking panels using face identification, QR codes, staff cards, user passcodes, booking PINs, or anonymous walk-ins.
When a user walks up to a room booking panel to reserve a room, check in to a scheduled meeting, or conclude a session, the panel verifies their identity. Offision supports five authentication credentials alongside an optional anonymous reservation mode.
If multiple authentication methods are enabled, the panel presents a Choose authentication method dialog. If only a single method is active, the panel routes directly into that verification flow.
Authentication selection dialog showing available verification methods.
Supported authentication credentials
| Method | User action | Requirements |
|---|---|---|
| Face identification (Beta) | Looks into the panel camera | Camera-equipped hardware and enrolled facial profiles. |
| QR code | Scans the dynamically generated code on the panel with their mobile app | User must be logged into the Offision mobile app. The panel displays a rotating code with a countdown timer. |
| Staff card | Taps an RFID/NFC badge against the panel reader | Built-in or USB card reader on the panel and badge numbers registered under Access cards. |
| User passcode | Selects their name and enters a 4–8 digit PIN | User sets their passcode in their profile settings (keeping Turn on to use passcode enabled), or an administrator issues a temporary PIN. |
| Booking PIN | Enters the unique PIN associated with their reservation | Valid only for checking in to existing reservations (not available on walk-ins). PIN is found in confirmation emails. |
When someone chooses User passcode for a walk-in action, the user search dialog (Search by user name) lists up to 10 matching active accounts with User permission that have not disabled passcodes in their profile; the alphanumeric keyboard matches display name, email address, username, staff ID, or phone number, and name masking hides characters on screen without excluding anyone. For an existing booking, the panel skips directory search and either opens the organizer’s keypad directly or lists invited Offision participants. If someone is missing from search, see Let people identify with a passcode at the panel.
Walk-in user search dialog (Search by user name) showing masked names and the alphanumeric keyboard before PIN entry.
Anonymous reservations (Use directly)
Enabling Allow anonymous adds a Use directly option to walk-in reservations. Users can tap this option to reserve the room immediately without authenticating. The room is blocked on the schedule, but no host identity is logged.
If Allow anonymous is the only enabled option on a panel profile, the authentication step is bypassed entirely.
Configuring global defaults vs. per-panel overrides
Authentication options can be managed at two levels:
- Organization-wide defaults: Configured under Devices › Check-in method. Applies to all devices by default.
- Profile-level overrides: Enabled within specific device profiles under Devices › Booking panel › Panel configurations.
To customize authentication methods for specific locations (for example, requiring staff card taps on executive boardrooms while allowing passcodes in open creative areas):
- Open the target panel configuration.
- Navigate to the Check-in method tab.
- Toggle on Override the system user identification settings.
- Enable or disable individual credentials for panels using this profile.
Per-profile override setting allowing independent authentication rules.