Room Status & Check-In Guide

This guide explains how to view the Room Status and how to check in to a task that is currently running in a room.
Check-ins are time-bound and only possible while a task instance is active.

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Prerequisites

!!! Important - You must be logged in.

- You must have permission to view room status and perform task check-ins.

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Accessing Room Status

1. Navigate to the Rooms page after login.
2. Select a room to open its calendar view.
3. Click the Status button in the top-right corner of the room page.

This opens the Room Status dialog, which gives you a real-time overview of what is happening in the room.

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Understanding the Room Status Dialog

The Room Status dialog shows:

• Events and tasks currently happening now
• The next scheduled event or task
• Task recurrence and check-in history (if applicable)

Room is Free

When no events or tasks are scheduled, the dialog indicates that the room is currently unused.

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Only a Task Scheduled

If a single task is scheduled (and active), it will appear as the main item in the status panel.

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Mixed Events and Tasks

When multiple events and tasks are active:

• Events are informational only
• Tasks are selectable (click a task card to focus it)

Task Without Recurrence

If the selected task does not recur, no check-in history is shown.

Task With Check-In History

If the task is recurring and you have permission, the dialog shows a Check-In History table indicating past completions.

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How to Check In

There are two ways to initiate a check-in:

Option 1: Scan the QR Code in the Room

• Each room displays a QR code while a task is running.
• Scan the QR code using your device.
• The link is temporary and only valid for a short time.

This opens the Check-In confirmation page.

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Option 2: Use the Room Status Dialog

1. Open the Room Status dialog.
2. Select a task assigned to you.
3. Click the check-in link shown in the info message.

This will redirect you to the same confirmation page as the QR code.

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Confirming the Check-In

Step 1: Confirm

On the check-in page, review the task details and click Confirm Check-In.

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Step 2: Success

After confirmation:

• The check-in is recorded
• You’ll see a success message
• You can return to the room status view

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Notes & Restrictions

• A task can only be checked in once per active instance.
• If another user has already completed the task for the current instance, you’ll be notified.
• If you are not assigned to the task, access may be denied depending on your role.
• Expired or invalid QR codes cannot be reused.

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You’re all set! Use Room Status to stay informed and check in quickly when tasks are active.