🔙 In 2025, over 70% of companies plan to increase or maintain in-office days, and up to 80% are actively tracking attendance - usually via badge swipes, QR codes, or manual check-ins for bookings.
The goal? More collaboration. Stronger culture. Smarter space planning.
The problem?
Too often desk booking, and room booking tools have clunky, cumbersome booking and check-in requirements which means they get ignored - meaning leaders lack the data they need on both attendance and office performance.
This matters. Failing is consequential. Data will fail, trust on both sides will erode further and hybrid work will come under more and more pressure.
Can smarter automation of desk booking and "check-in" attendance tracking help bridge the gap, and deliver the collaboration leaders crave?
Why Check‑In and Booking Data Matters
Reliable attendance, check-in and booking data fuels the modern office, allowing:
RTO Policy tracking 📋 – Understand who’s coming in, when, and why.
Space planning 🪑 – Without accurate desk booking and room booking data, you're designing in the dark.
Team visibility 👥 – People need to know who’s in and where they’re sitting - for collaboration to happen.
You can’t make smart decisions or know what’s going on if your data is based on best guesses.
Why People Skip Check‑Ins and Bookings
Employment engagement and buy-in to what you are looking to do is important.
Even engaged employees though often avoid check-ins and desk bookings when:
🧠 It’s too easy to forget - especially if the office is empty
❌ The experience is clunky or a faff - QR codes scanned from apps on phones, badge taps on the wrong part of the screen, remembering to click a button
🤷 The benefits and need for this aren't clearly explained - leading to an information gap, lack of trust and poorly defined processes which don't account for user feedback
When the system creates friction, adoption fails - and the data suffers. It’s a vicious circle.
The Cost of Getting It Wrong
When check-in and booking data (and system adoption) is patchy or inaccurate:
📉 You overpay for underused space
⚠️ There's no visibility on RTO policy adherance or effectiveness
😕 Employees lose faith in the process (“Why bother booking or checking in? What's in it for me?”)
It’s not just about deploying a system that could capture all the data - it’s about creating an experience that works with your culture and builds trust from both users and administrators.
The Answer: Automate, Automate, Automate. Simplify the desk booking, room booking and check-in process
Remove the friction by making check-ins for desk booking, and room booking automatic.
Use passive presence signals like:
📶 Wi-Fi & network detection
📍 Geolocation triggers
No badge taps. No QR codes. No manual entry. No complex integrations.
Users just show up - and the system knows they’re there. Better, the system also knows where colleagues and teammates are – and can direct users to them.
Floorplans, team views, and usage reports update in real time, based on real office attendance.
Auto‑Book When People Just Turn Up 🎉
Automatic check-in is all well and good. But...what if you forgot to make a desk booking?
No problem!
AskAiB can automatically assign you a space when you arrive - based on your team, colleague locations, your preferences, and live availability of space.
📍 The same applies to room booking. If you turn up and need space, the system can handle that too.
💡 The result:
People and teams are always transparent
Everything happens seamlessly, invisibly
Team members can easily find each other and collaboration velocity increases
You still get accurate space usage data - without chasing users to “do the admin”
Built to Work with the Tools You Already Use 🧩
Frictionless experiences don’t come from new hardware and integrations.
They come from systems that integrate into tools your teams already live in, like:
✅ Microsoft 365 – calendar sync, Outlook presence, resource booking
✅ Microsoft Teams – live floorplan visibility, WiFi detection, smart nudges
✅ Mobile – passive booking/ check-in based on location, with smart notifications
No onerous workflows. No complex steps. Just easy reliable booking and data.
No More Tech Overload (Especially Not Hardware)
🚫 Let’s be honest - hardware-based solutions create more problems than they solve.
💸 High costs – Installation, support, replacements
🌍 Environmental burden – More plastic, more power, more waste
🧩 Heavy IT load – Screens that break, batteries that die, badge systems that aren’t compatible
😤 Poor user experience – Slow, awkward, easily ignored
AskAiB is a software-first solution that’s faster to deploy, easier to use, and better for the planet.
🆚 Hardware vs Software: What Really Scales?
Feature / Impact | Traditional Hardware-Based Systems ❌ | AskAiB’s Software-First Approach ✅ |
Cost | High upfront + ongoing maintenance 💸 | Low cost, fast rollout 💡 |
Environmental impact | Energy-hungry devices, plastic waste 🌍 | Lightweight, energy-efficient ♻️ |
User adoption | Requires interaction (scan, tap, queue) 😒 | Invisible, automatic, passive 😊 |
Support overhead | IT helpdesk requests, device failures 🛠️ | No physical infrastructure needed 🧘♂️ |
Scalability | Complex installs, space-by-space rollout 🧱 | Deploys org-wide in days 🚀 |
Integration | Often siloed, limited by APIs 🔌 | Built to work with M365, Teams, mobile 📲 |
Updates & evolution | Hardware refresh cycles 🔄 | Continuous improvement via cloud ☁️ |
The Benefits Speak for Themselves
For... | AskAiB Delivers |
Users | 🧘 No-fuss check-in, seamless desk booking, collaboration velocity increase, they don’t need to do much! |
Facilities Teams | 📊 Accurate, real-time usage and attendance data without costly devices or maintenance |
Leadership | ✅ Clear insight into policy adherence, space optimisation, and ROI from office use, hitting the goal of driving collaboration |
Final Word – Frictionless, Software-First Is the Future
The more effort you ask of people, the less likely they are to comply.
The more hardware you deploy, the more support you’ll need.
The more separate tools you require, the costlier the integration.
AskAiB flips the script:
Users just turn up
Check-in, desk booking, and room booking happen in the background
Live views and insights update instantly
And it all runs on your existing tech stack - no plastic, no kiosks, no new integrations, no friction
✨ Better for users.
📊 Businesses achieve RTO goals.
Want to automate check-ins and bookings without adding admin, hardware, or extra apps?
Let AskAiB show you how to bring your workplace to life — invisibly, intelligently, and at scale.
