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Check in and out by scanning the sticker on a desk or room

Scan the QR code sticker on a hot desk or small room to book it on the spot, check in to an existing booking, extend your time, or end your booking early.

Updated 2 Nov 2026
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Hot desks and small rooms often have a printed QR code sticker instead of a wall panel. You can scan that QR code with your phone to claim an available desk on the spot, check in to an existing booking, extend your current booking, or end your booking early when you leave.

The action that runs depends automatically on the desk’s current status at the moment you scan it.

Four columns under one scan showing the desk's status (free, yours and waiting, yours and running, or taken/closed) and the resulting action (book on the spot, check in, extend or end early, or refusal message).

Scanning the same QR code performs one of four actions depending on the desk's current state.

1. Scan the QR code sticker

Scan the sticker using your phone’s camera or the scanner in the Offision mobile app. The link opens Offision and acts immediately based on the desk’s status. If you are not signed in, Offision prompts you to sign in first and then continues automatically.

2. Claim an available desk on the spot

If the desk is currently free, scanning opens a quick booking form for that desk. Select an End time (or switch to Duration and choose a length), then tap Book.

Scanning an available desk opens the walk-in booking form.

Scanning an available desk opens the walk-in booking form.

Check two details before confirming:

  • Has other booking: Someone else has booked the desk for a later slot. You can still claim the desk now, up until that booking starts.
  • No available slots: The desk is free right now, but the next booking starts too soon to leave a bookable slot. Choose another desk.

When you tap Book, the desk is reserved and checked in immediately. You do not need to scan a second time to check in.

3. Check in to an existing booking

If you already booked the desk and are within the check-in window, scanning the sticker checks you in immediately and opens the Offision home screen.

When a desk or room requires check-in, any booking that is not confirmed before the check-in deadline is treated as a no-show and released for others to use. See How check-in and no-show work for details on check-in windows.

4. Extend your time or end the booking early

If you scan the sticker while your checked-in booking is running, Offision displays your active booking along with the elapsed and remaining time.

Scanning during an active booking displays Extend and End now.

Scanning during an active booking displays Extend and End now.

  • Extend: Adds time to your booking, provided the desk is free afterwards and your organisation allows extensions.
  • End now: Ends your booking immediately and releases the desk back into the pool for colleagues to use.

Always scan the sticker and tap End now when you finish early so the desk does not stay blocked on the floor plan. Neither button appears if your administrator has disabled extensions or early release for that desk.

5. Understand scan refusal messages

Four conditions prevent you from claiming or checking in to a desk. In each case, Offision explains why:

  • Booked by someone else: Another user has an active booking for this desk. Choose a different desk.
This resource are booked by others — the desk is currently reserved by another user.

This resource are booked by others — the desk is currently reserved by another user.

  • Out of service: An administrator has temporarily taken the desk out of service for maintenance or repairs.
Out of service — the desk cannot be booked until maintenance ends.

Out of service — the desk cannot be booked until maintenance ends.

  • Outside business hours: The desk or room can only be booked during its configured operating hours.
Outside business hours — scan again during the resource's open hours.

Outside business hours — scan again during the resource's open hours.

  • No permission to book: The desk is restricted to a department or user group you do not belong to. Contact your floor administrator if you need access.
No permission — the desk is reserved for another team.

No permission — the desk is reserved for another team.

6. Verify your booking in My calendar

After you claim a desk or check in, your booking appears in My calendar in the Offision app. A newly claimed desk appears on your schedule, and a checked-in booking shows as in use. If it does not appear, scan the sticker again; scanning never creates duplicate bookings.