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AndreyButyrchik edited this page Jun 30, 2021 · 1 revision

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Background

The Check-In App is an app for recording a meeting's attendee and visitor attendance for a specific room. The app integrates with Azure Active Directory to synchronise user, meeting and room information. Users can check themselves in and their guests using QR code scanning, or by searching for a room name. If an attendee is checking into a room for an upcoming event where that room has been booked, the attendee list will automatically populate, allowing for a seamless experience.

If a Room is configured in AAD with a max capacity, the app will not allow the check-in to continue if the number of attendees is greater than the total capacity.

In the event of a COVID outbreak or an instance where contract tracers need to check attendance data, a PowerBI report connects to the storage and allows an Admin to filter check-in data by user, room and time.

Installation

  1. Click the Apps menu from the Teams rail (left-hand menu on the Desktop)
  2. Click the Built for your org link
  3. Click Room Check-in app
  4. Click Add to add the Personal App.

Checking-in

Users can check into a room either via scanning a QR code, or by searching for a room name.

Anyone can check themselves in, as well as other meeting guests. Checking-in is usually handled by the meeting host, but it's not a requirement.

Finding rooms

Finding a room using the search tool

  1. Open Teams
  2. Open the Room Check-In app from the Teams app rail (left-hand side bar).
  3. In the search-box, type in the name of the room. Note: The spelling of the room name must match exactly the Room's Display Name in AAD.

The room check-in screen will open.

Finding a room using a QR code

On a mobile device using the iOS or Android Teams app, you can use the camera to scan a QR code to open the room's check-in screen.

  1. Open the Teams app
  2. Open the Room Check-In app from the list of apps. Note: you may need the click the ...More option at the bottom of the screen to expand the list of total apps.
  3. Tap the Or Scan a QR Code link to open the camera
  4. Focus your camera on the QR code. Ensure the camera is level and straight, and there is sufficient lighting. Tip: Try turning the flash on to get a better view of the QR code.

Once the scan is successful, the room check-in screen will open.

Checking-in

Once you have opened your room on the app, you can continue with the checking-in process. If you are an attendee of an upcoming meeting, the other meeting attendees will be automatically added to the list of people you can check-in.

All you need to do to complete the check-in is to mark each attendee with a tick and tap the Check-In button.

Adding additional users

If you need to check-in co-workers who weren't on the original meeting invite list, you can add them at the time of checking-in.

From the room check-in screen:

  1. Click the + Add another person link
  2. In the Name field, search for the new attendee. This field will only return a list of users within your organisation. If you need to add someone outside your organisation, see the Adding visitors section of this user guide.
  3. Click the name of the person attending. The email address and mobile phone from the AAD profile will be added to the form.
  4. Click the Save button to add the user.

Adding visitors

You can also add attendees to a meeting that aren't from your organisation.

  1. Click the + Add a visitor link
  2. Provide the full name, email address and phone number for the visitor.
  3. Click the Save button to add the user.

Checking into a room without a pre-booked meeting

The Check-In app works best when you are checking-in to a room for which there is an upcoming meeting and you are an attendee. However, you can easily check-in to a room for ad-hoc meetings.

After opening the Room Check-In screen, simply add any coworkers or visitors and tap the Check-In button to complete the process. By default, the app will book you in for one hour.

Administration

Auditing and Reporting

The Room Check-In app comes with a pre-defined PowerBI report to make reporting and exporting critical information easy. This information is crucial for contact-tracers in case of a COVID incident, such as a meeting attendee returning a positive COVID-19 test result.

Creating an Admin Team

While not essential to using the report, it is ideal that the report is added as a channel tab within Teams to a specific Team. That Team should be made up of users who need access to the report. Because each Team also creates a Microsoft 365 Group, you can manage membership to this team via Teams or via the MS365 Admin Portal.

Configuring the PowerBI Report

Within the code repo, there is a Optus Admin CheckIn - template.pbit file. This is a PowerBI report template that must be configured and saved as a new report. The report must be configured with the credentials for your Azure Table Storage service. You can retrieve the Table Storage account name and secret key from the Azure portal.

  1. Download the report template from the code repo
  2. Open it using PowerBI Desktop. You will be asked for the Table Storage account name.
  3. Enter the account name and click the Load button. You will then be asked for the Table Storage key.
  4. Enter the key. Once the report finishes querying the Table Storage service for data, the report will refresh.
  5. Save the report to your local device.

Publishing the PowerBI report

Once the report has been saved using the template, you won't need to configure the data source each time. Before it can be loaded into Teams, it must be published to an Office365 account PowerBI Workspace.

  1. Open the new PowerBI report (not the original template).
  2. Click the Publish button. You may be asked to sign into your Microsoft 365 account.
  3. Select a destination workspace. Depending on your previous settings, there may already be a Workspace for your Admin team. If not, you can create one and add the Admin team to the workspace.
  4. Click the Select button.

The report will be published in your selected PowerBI Workspace.

Adding the report to an Admin Team as a channel tab

Once the Team is ready and the report is published, you can add the report as a channel tab.

Using existing Room QR Codes

The app has been designed to take advantage of existing QR codes that may exist for a room. If an existing QR code has a URL embedded in it, and that URL has a value for the parameter location, then you can scan it and find a room. For example, if the URL embedded in the QR code was https://othersolutions.com/?location=Room1, then the app would search for Room1 in your AAD environment.

Generating new Room QR Codes

If you don't have any QR codes attached to your meeting rooms, or need to generate new ones, you can use the same principles as above to generate QR code images. To generate a new QR code for the room BoardRoom12:

  1. Open a QR code generating tool, such as https://goqr.me/
  2. Embed any URL, as long as the location parameter as been set. For example: https://google.com/?location=BoardRoom12 will work, as would https://anotherfakeservice.com/?location=BoardRoom12
  3. Export the image.

You can print these QR codes off and use them for easy room check-ins!

Adjusting Room Capacity

As COVID-19 restrictions change, it will be necessary to update the capacity property for each room resource in your AAD environment. You can use the Exchange Admin Centre to update room capacity.

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