Reliable attendance data is essential for effective workspace management. While the manual check-in feature does improve attendance reliability, it relies on users to take action. With Mapiq's automatic check-in, we automate this process for an even more accurate and efficient experience.
Enabling Automatic Check-in
Unlike manual check-in, automatic check-in doesn't rely on a toggle button. Instead, creating a custom check-in solution requires collaboration between customers and Mapiq's Implementation team and partners. As each company's attendance tracking system integration varies (e.g., wifi, access gates, localization systems), tailor-made solutions are essential.
Once the requirements are gathered, customers can link their attendance tracking system to Mapiq by sending a POST call to the Mapiq API. If you're unfamiliar with APIs or different types of calls (e.g., GET, POST, PATCH, DELETE), please ask for help internally or explore online resources.
The POST call sends data from the attendance tracking system to the Mapiq API, enriching Mapiq's database with check-in and check-out events. The Mapiq API expects the following body for a successful POST:
Data Type | Description |
UserId | Which user checked in/out |
BuildingId | In which building did the user check-in/out |
EventType | Check-in or check-out event (AtTheOffice or NotAtTheOffce) |
Source | How the user was checked in/out (Wifi, accessGate, or sensor) |
Once the data is sent, Mapiq captures the event data in its database, and the Automatic Check-in button is enabled automatically. After four days of inactivity through the API connection, the Subscription Administrator will be notified that something might go wrong. After a certain amount of inactivity, the button reverts to Disabled.
⚠️ Check-in events (check-in and check-out) cannot be posted rapidly for individual users. If consecutive check-in events are detected, the API call fails. Fifteen seconds is required between each check-in event.
Viewing & Retrieving Automatic Check-in Data
After data is sent to the Mapiq API, check-in data becomes available in the admin portal and on two API endpoints, accessible through the Mapiq API. Check-in data is visualized in the admin portal and on the end-user side.
Various situations impact how check-in data is displayed for admins:
The data is displayed on the Bookings tab in the admin portal, and an Analytics report is available.
The check-in status remains Yes when a user is checked out. Additionally, check-in data is visible in the export of the shift selection and remains visible in the shift history for as long as the retention period allows (see the Data & Privacy section below).
For access through the API endpoints, two different endpoints have been created:
An endpoint to retrieve all individual check-in events, including the following data:
Checked-in/out date
Checked-in/out user
Checked-in/out location
Checked in/out source (API, manual, etc.)
An endpoint to retrieve checked-in users, including the following data currently:
The user
Their current check-in status (including the building)
How was this last updated
Check-in source
For end-users, the check-in source is displayed. Users can be automatically checked in without their knowledge, so Mapiq indicates how the user was checked in: automatically (API) or manually.
Manual-, Automatic Check-in vs. Check-out
Sometimes, a user may not have booked a shift but goes to the office. Based on the integrated attendance solution, users can be automatically marked as being in the office and checked in within Mapiq. When a user opens Mapiq, the "At the office" message is displayed with an orange circle, indicating something amiss regarding their presence there. Clicking on the status reveals the option to book a shift at the office (depending on the active booking policy).
If a user can book a shift on the same day, the option is presented, and the building where the user is located is preselected. However, the user can adjust this preselection and book a shift in another building.
Located at Another Office?
If a user decides to go to a different office than where they booked a shift, Mapiq will display the status "At another office." In this case, end-users can change their shifts (if the booking policy allows) by clicking on the status and selecting the "Change shift" button.
Data & Privacy
For every check-in and check-out event, Mapiq stores the following information:
Data Type | Description |
Timestamp | When the user checks in/out |
UserId | Which user checked in/out |
BuildingId | In which building did the user check-in/out |
EventType | Check-in or check-out event (AtTheOffice or NotAtTheOffce) |
Integration Type | Whether the event was logged manually or via the API |
This data is stored for as long as the retention period dictates, available in the Settings tab of the admin portal. If Mapiq does not receive any check-in data from the automatic check-in feature, it will appear disabled in the admin portal.
The stored data is reflected in multiple ways:
End-users can view their check-in status, when this was last changed, and how (via the API or manually).
Connections can see when their connections are checked in, indicated by a green dot next to a connection's avatar (only available after a connection request is completed).
Administrators with access to the Shifts tab in the admin portal can see all shifts, both on the day and in the past, and which users were or weren't checked in for those shifts.
Administrators with access to the analytics report can see anonymized reports about check-in.
Users with an API service account can retrieve all individual check-in events for all users within their subscriptions.