Set your user passcode

A user passcode is a personal 4-to-8-digit PIN that identifies you at a meeting room panel when checking in, extending a meeting, or ending a booking early. Because you enter your name and PIN directly on the screen, you can verify your identity without carrying a staff card or phone, even on panels that do not have a card reader or camera.

1. Open User passcode in your profile

Click your profile avatar in the top-right corner of the web app. Under Security settings, select User passcode (“For quick booking or check-in on the panels.”). An indicator dot on the icon shows that you have not set a passcode yet.

In the mobile app, the same User passcode row is located on the Profile page.

2. Enable and save your 4-to-8-digit passcode

1. Turn on the Turn on to use passcode toggle at the top of the dialog.
2. Enter your PIN in the User passcode field (“Must be 4-8 digit numbers”). Only numeric digits are accepted, and the counter beside the field shows how many digits you have entered.
   • Click the eye icon at the end of the field to verify your digits before saving. When you enter the passcode at a room panel later, the digits are masked.

3. Double-check the digits you entered and click Save.

Your user passcode does not expire and does not need to be unique across your organization. Choose a PIN that others cannot easily guess.

3. Use your passcode at a room panel

At the room panel, tap Check in. If your organization supports multiple verification methods, select the orange User passcode tile to open the on-screen number pad.

Depending on the action you are taking, the panel prompts you to identify yourself first:

• Checking in to a booking with only you: The panel already knows who booked the room and opens the number pad immediately.
• Checking in to a meeting with multiple attendees: The panel displays a list of invited Offision attendees so any attendee can select their name and check in with their own passcode.
• Booking an available room on the spot: The panel opens the user search dialog (Search by user name, up to 10 matches at a time) with an alphanumeric keyboard. Type part of your name, email address, username, staff ID, or phone number to select yourself before entering your passcode.

You can use the same user passcode to extend a meeting or check out early at the panel.

Change or disable your passcode

• Change your passcode: Open User passcode in your profile at any time, enter a new 4-to-8-digit PIN, and click Save. Your previous passcode stops working immediately.
• Disable your passcode: Turn off Turn on to use passcode and click Save. Offision displays “User passcode was disabled” and clears your PIN. While disabled, your name is hidden from walk-in directory search (Search by user name) on room panels completely (and appears greyed out on any multi-attendee booking’s participant list) until you turn Turn on to use passcode back on and save a new PIN.

If you forget your passcode

For security, neither administrators nor help desk staff can view your existing passcode; they can see only whether a passcode is set.

If you forget your passcode, you can either set a new one yourself in the Offision app (Step 2) or ask an administrator to assign a temporary passcode and then change it in your profile.

How a user passcode differs from passwords and booking codes

• Not your account password: Your user passcode works only at room panels and cannot be used to sign in to the Offision web or mobile app. See Change your password.
• Not a booking code: A booking code is a per-meeting code sent in booking confirmation emails that any attendee can use for that specific meeting. See Find and share your booking code.
• Subject to booking permissions: Verifying your identity with a passcode does not override room booking policies or permissions.