Proximity-based check-in

How does proximity-based check-in work?

When a workspace is booked, the Eptura Engage mobile app passes the booked space's geolocation (a coordinate + a 250m radius) to the Android or iOS operating system and requests a signal when the device reaches the geofence on the booking date.

The OS - not Eptura Engage - monitors the location, and when a properly configured mobile device enters the geofenced area, the OS sends a single 'arrived' signal to the Eptura Engage app. The app then checks the user in. 

When a properly configured mobile device enters the geofenced area, the iOS or Android operating system sends a signal to the Eptura Engage mobile app, which triggers the automatic check-in, and the user is checked in to their personal space booking.

Both the iOS and Android devices send the signal only once, so if the device is experiencing poor or crowded network conditions, the signal might not be sent or received, and the user must then check in manually.

Requirements for proximity-based check-in

The following is required for a successful proximity-based check-in:

Eptura Engage Location settings:

• The longitude and latitude coordinates of the workplace must be saved in the Location settings. Learn more: Enable proximity-based check-in for a location

Mobile device:

Because the device's operating system only shares the 'arrived' signal with apps that have location permissions granted, the Eptura Engage mobile app needs location access even when it is not open - this allows the arrival signal to be sent and received when the app is closed - it does not mean Eptura Engage is watching your location in the background.

• The Eptura Engage mobile app must be allowed to use the mobile device’s location services at the time of entering the geofenced area - if access is denied, the operating system cannot send the 'arrived' signal to Eptura Engage.
• The mobile device must have GPS enabled.
• The mobile device must have Location Services turned on.

See also:

• Considerations for iOS devices
• Considerations for Android devices

The personal space booking:

• The booking must be for a personal space that is a place to work - desk, office, etc. (Other workspace types, such as lockers and parking spaces, etc., do not automatically check in).
• The booking is in the ‘check-in’ state – the mobile device must enter the geofenced area during the allowed check-in time.
• If self-certification is enabled for the location, the user must self-certify before entering the geofenced area to ensure the booking is in the ‘check-in’ state.

Factors known to affect proximity-based check-in

Unreliable network connectivity within the geofenced area, and/or the user’s physical arrival route (via a basement, for example), might impact location services and affect automatic check-in.

Proximity-based check-in will not be successful in the following scenarios:

• Bookings for personal spaces not ‘set as a workspace’ (i.e. lockers, parking spaces, etc.) do not trigger proximity-based check-in. 
• If a user does not self-certify in a location requiring self-certification before check-in, proximity-based check-in is not possible. 
• If the user’s mobile device enters the geofenced area before the allowed check-in time. 
• Meeting space bookings do not trigger proximity-based check-in.

Permissions required by the Eptura Engage app

The Eptura Engage mobile app must be allowed access to the mobile device’s location services at the time of entering the geofenced area. This is so the device's operating system can send the 'arrived' signal to Eptura Engage. Eptura Engage only ever receives that arrival signal - not a user's coordinates, movements, or any location history.

We recommend allowing the Eptura Engage mobile app location access all of the time and not just when the app is open. Learn more: How to allow the Eptura Engage mobile app location access 

Considerations for iOS devices

• Allow access to Location-based services: An iOS mobile device must have Location Services turned on, and Allow Location Access set to Always for the Eptura Engage mobile app. The Eptura Engage mobile app prompts the user to choose these settings when automatic check-in is enabled; however, the user might ignore the prompt and/or deny access, and in these cases, automatic check-in will be unsuccessful.
  
  To change these settings, go to Settings > Search for ‘Eptura Engage’ > Select ‘Eptura Engage’ > Location = Always.

• Location access reminder: When location access is set to ‘Always’, iOS devices occasionally remind the user that the Eptura Engage mobile app is using the device location. The reminder displays the known locations on a map with a prompt to select either 'Change to Only While Using' or 'Always Allow'. This system feature may result in users removing the ‘Always Allow’ access, adversely affecting automatic check-in.

• Limit low power mode: Low power mode adjusts some iOS settings to extend the battery life; however, this can affect the device’s ability to accurately transmit location data to the operating system.

• Consider leaving the Eptura Engage mobile app open: A successful proximity-based check-in is more likely if the Eptura Engage mobile app is open in the background.

• Enable background operation: The Eptura Engage mobile app needs permission to be notified of your arrival in the background. To enable, go to Settings > General > Background App Refresh > Enable for ‘All’ or for ‘Eptura Engage only’.

• Enable mobile data: Mobile data must be active for the Eptura Engage mobile app to transmit location data.

• iOS updates can disable services: After an iOS update, location detection services are disabled. System preferences are maintained between updates but are not re-established until the Eptura Engage mobile app is first launched after the iOS update.

• iOS restart can disable services: After an iOS device is restarted, region monitoring (monitoring of a device crossing the geofence boundary) is disabled. Region monitoring is only re-established the next time the Eptura Engage mobile app is opened.

• Location access alerts: Apple sends occasional alerts to users who have allowed location access to installed apps, asking to confirm they want to continue allowing the access. This alert can discourage users from allowing location access, and they might turn it off.

Considerations for Android devices

• Turn Wi-Fi on or set Wi-Fi scan-only mode: Enabling Wi-Fi (or Wi-Fi scan-only mode) can significantly improve location accuracy of Android devices.

• Optimize location detection: Use SettingsClient to ensure that the device’s system settings are properly configured for optimal location detection. Learn more: https://developers.google.com/android/reference/com/google/android/gms/location/SettingsClient

• A delayed automated check-in: The device's location service does not continuously request location updates from the operating system, so automated check-in might not occur immediately after the mobile device enters the geofenced area. Usually the latency is less than 2 minutes (and even less if the device is moving). If Background Location Limits are in effect, the latency is about 2-3 minutes on average. If the device has been stationary for a significant period of time, the latency might increase (up to 6 minutes). Learn more: https://developer.android.com/about/versions/oreo/background-location-limits

• Permissions automatically reset if the Eptura Engage mobile app is not used: If the Eptura Engage mobile app is not used for a few months, the Android system automatically resets the permissions the user had granted. This action has the same effect as if the user changed the app’s access level to deny.