The Self Check-in application allows:
Hybo users to check in for their daily bookings, for example, upon arriving at the diner at lunch.
Guests to register their arrival at the office on the day of their visit, with the host being notified immediately.
Individuals from outside the organization, such as couriers or delivery personnel, to request access to the office.
All of this happens autonomously, without the need to assign staff to these tasks.
Requirements
To set up Self Check-in, you must be assigned to groups that grant one of the following roles:
Office Administrator
Global Administrator
For guest check-ins and walk-in visitor requests (visits without a prior invitation), the Visits module must configured. No specific configuration is required for the other modules.
Additionally, a dedicated device for Self Check-in with specifications appropriate for the chosen mode is always required.
Configuring Visits
Allow Check-ins for Confirmed Guests
To enable guests to check in, in the admin panel head to MASTERS → Centers → Offices → (select an office) → Configuration tab → VISITS section → Booking Details subsection and enable the Activate Check-in? toggle.
Allow Visit Requests Without a Prior Invitation
To allow individuals from outside the organization to request a visit with employees at specific offices, in the admin panel go to MASTERS → Centers → Offices → (select an office) → Configuration tab → VISITS section → Visits Without Invitation subsection and enable the Visits Without Invitation toggle.
Printing Identification Labels
You can configure Self Check-in to print a user or visitor label at the exact moment of check-in. To do this, go to MASTERS → My Account → Configuration tab → Self Check-in App section:
Print Visitor Badge: Prints a label for visitors.
Print Employee Badge: Prints a label for Hybo users, regardless of whether they have a reservation to check into.
Show Logo on Badge: Includes the corporate logo in the label header.
PLEASE NOTE: Establishing communication between Hybo and a printer requires assistance from Support. Once configured, you can verify that it is working correctly by using the Send Test to Printer button.
Setting Up Self Check-in on a Device
1. Choose a Self Check-in Mode
Hybo offers two modes for Self Check-in:
Web application: Compatible with any device that has a modern web browser (regardless of the operating system) and a camera, which is required for scanning QR codes.
Android app: Compatible with Android devices (version X or higher) equipped with a camera, for check-ins via QR code scanning, and/or NFC, for check-ins via NFC card scanning.
To load the web-based Self Check-in, simply open the corresponding page in the web browser of your chosen device. You can find the Self Check-in URL in the admin panel, at the bottom of the My Account section → Basic Information tab.
PLEASE NOTE: To set up Self Check-in in kiosk mode on a tablet provided by Hybo, or as an Android app, please contact Support.
2. Activate Self Check-in on the device
Retrieve your Subscription Key from the My Account section → Basic Information tab in the admin panel:
Enter it on the main screen of the Self Check-in app and tap Enter:
3. Define the Scope for Check-ins
Limit which bookings can be checked in on the device you are configuring based on its location, your preferences, and your check-in policies:
Leave the form blank to allow check-ins for reservations from any office and module, while excluding registration requests made without an invitation.
Select an Office, Building, Floor, Module(s), and/or Zone to allow check-ins for the specified areas:
Select an Office (and optionally a Building) if you wish to allow registration requests made without an invitation.
Similarly, select an Office (and optionally a Building) if you wish to allow check-ins for bookings across multiple Modules.
Additionally, select a Floor if you wish to restrict check-ins to bookings within a single Module and Zone.
Setting Up Check-ins via NFC
To enable check-ins using NFC, you need to:
Configure Self Check-in as an Android app.
Assign an Employee Card value to users who have an NFC card.
PLEASE NOTE: You must contact Support to set up Self Check-in as an Android app.
Setting Up the Employee Card
The Employee Card field for a user must contain the value encoded on their NFC card so that Hybo can identify them and match them to their bookings. To update this in the admin panel, follow the next steps.
Updating one or a few users
In the admin panel, navigate to DATA LIST → Users → List.
Search for and select the desired user.
Under the Basic tab, update the Employee Card field.
Click SAVE.
Repeat the process for other users if necessary.
Updating Many Users at Once
In the admin panel, navigate to DATA LIST → Users → List.
Click Download Template and save the .csv file.
Fill in the template by entering Email and NumTarjeta (card number) for the users you wish to update.
Return to Users → List.
Click Upload Template and select the updated file.
You will see a notification confirming that "CSV file uploaded successfully."
