Documentation

3.4: Blueprint: Auto-Cancel No-Show Bookings

The Scenario
Unused "ghost" bookings can easily tie up high-demand spaces, leaving room capacity underutilized while turning away other teams. Manually following up on absent users or monitoring room occupancy takes valuable time away from higher-priority administrative tasks. By requiring users to check in using a custom QR placard on the door, this workflow automates room confirmation. If a booking isn't confirmed within a specified window, the system automatically cancels the reservation and returns the space to the available pool—saving time for administrators and maximizing overall room utilization.

QReserve Subscription: Standard (kiosk check-in/out) or Core (email check-in/out)

  • Implementation Steps:
    1. Navigate to Administration → Kiosks → + Create Kiosk.
    2. Enter a descriptive name for your kiosk (e.g., "Room A") and set Kiosk Mode to Resource Kiosk.
    3. Scroll to the Manage Resources section, search for the target space, select it, and click + Add Resource To Kiosk.
    4. Under the assigned resource parameters, enable the Check-in/out toggle to activate automated usage tracking.
      • Optional Configuration Options: Enable End Early On Check-Out to release unused time, or enable Booking/Requesting to allow on-demand reservations alongside check-in functionality.
      • Authentication Note: Enable Skip Pin if you prefer users to check in without entering a personal identification number.
    6. Once configuration is complete, return to the top of the page to copy the Kiosk URL or generate the QR Code for display.

⚡ Implementation Tip: Duplicate existing kiosks and update the assigned resource to rapidly deploy custom kiosks for additional spaces without repeating baseline setup steps.

Email Check-In Alternative: To enable check-in without hardware kiosks, navigate to Resource Profile → Reservation → Actual Usage and enable Enable reservation check-in/out from email and dashboard. This allows users to confirm their reservations directly via automated email notifications or their personal user dashboard.

🎬 [ ▶ Watch Setup Video Guide ]

📖 Learn more about kiosks

📖 Learn more about auto-cancelling reservations