1. What is Auto Check-out?
Auto check-out is a Hybo feature that automatically releases a booking (desk, meeting room, or parking space) when the user who made it doesn't confirm their attendance via check-in within a configured time window.
That window is defined in minutes (for example, 15 or 30 minutes) and is configured per client, according to their needs and booking volume.
2. What is it for?
Freeing up unused resources: if someone books a desk, room, or parking spot and doesn't show up, auto check-out prevents that resource from staying blocked unnecessarily for the entire booked period.
Feeding usage reports: it allows calculating how many people booked and ultimately didn't show up (no-shows), a key metric for occupancy analysis.
Enabling penalty policies: by identifying unconfirmed bookings, the system can serve as the basis for applying penalties to users who repeatedly book and don't attend.
3. How does it work exactly?
Auto check-out doesn't work as a simple countdown from the booking's start time. Its logic takes into account when the booking was created, not just when it starts:
If the booking is created in advance (the usual case), the auto check-out window is counted from the start time.
If the booking is created "on the fly" (after the start time — for example, someone who arrives at the office and books a desk on the spot), it wouldn't make sense to apply the window starting from a time that has already passed. That's why the system takes whichever is later, the start time or the creation time, and applies the window from there.
Example: if a shift starts at 8:00 and the auto check-out window is 30 minutes, but the user doesn't book until 8:14, the system won't trigger auto check-out at 8:30 (that would already be in the past) — it will trigger it at 8:44 (8:14 + 30 minutes).
4. Key points that often cause confusion
Scenario | Auto check-out behavior |
Booking created before its start time (normal case) | The auto check-out window is counted from the booking's start time. If the user doesn't check in within that window, the booking is marked as lost. |
Booking created after its start time ("on the fly" booking) | The window isn't counted from the (already passed) start time, but from the moment the booking was created. The system compares the start time and the creation time, and applies the window starting from whichever is later. |
The booking's end time arrives | The resource is always released at the end time, whether check-in, check-out happened, or auto check-out hasn't run yet. A booking is never extended. |
Late check-in within the same booking | If the user checks in at any point before the end time (even later the same day), the booking is considered confirmed and is not lost. |
5. Where is it configured?
The autocheckout field (Max. minutes until auto check-out) is configured from the office settings, independently for each of the following modules:
Parking
Workplace (Desk)
Rooms
Activities
Dining Room
This allows each client to adjust the margin differently depending on the resource type; for example, a shorter margin for meeting rooms and a longer one for parking spaces.
