Presence automations

Connecting office presence integrations to Calven can improve your analytics data and automate resource booking to elevate employee experience. See who’s checked-in at the office, update bookings automatically when you move, and re-allocate unused desks to people who need them.

What is presence in Calven?

Calven uses presence detection integrations to improve the office experience in a number of ways. Presence can be detected from various sources depending on the systems in your office - including badge swiping, network access points, and monitor docking stations.

Once presence integrations have been configured, global administrators and real estate administrators can configure presence automations for an office.

 

Presence automations

Calven supports a number of presence automations to optimize office resource usage and reduce friction for people trying to book desks. 

Checked-in indicator

checked-in indicator will appear on the avatar of users who have been detected by presence on the current day. Checked-in indicators are visible for other users to see by default. You'll be able to see who's checked in throughout the Calven mobile and web app, anywhere you see other user's faces.

Planned attendee detection

When enabled, planned attendee detection will send you a push notification when you’re first detected at the office in the morning. This message will give you a preview of which favorite colleagues have arrived; or if you’re the first one in, who else is planning to join you.

Unplanned walk-in detection

Unplanned walk-in detection is intended to improve team coordination and attendance analytics by automatically updating working locations for people with working location set somewhere else but arrive at the office. There are a number of options:

• Do nothing

• Prompt to update to this office

• Automatically update work location (silent)

• Automatically update work location (notify)

Desk/neighborhood detection

Desk/neighborhood detection will automatically update bookings for users who are detected at:

• A new desk via docking station

• A new capacity-managed neighborhood via network detection

  • Only capacity-managed neighborhoods can be booked via network detection presence. Calven will never book a specific desk if you haven’t plugged in at that desk.

No-show prompts

No-show Prompts is intended to free up desks that are likely to go unused. When enabled, Calven will send an alternate notification only to users who no-showed their most recent bookings. The user will be asked to confirm their upcoming office day, and if they fail to do this then the upcoming booking will be released. This means that the desk can be re-booked by someone else intending to come in, manually or via the Calven waitlist.

 

Enhanced analytics with presence data

Calven uses presence in analytics to supercharge your data and give you an incredibly accurate view of not only which resources were booked, but which bookings were followed through on. This can provide crucial insights when creating team policy, making space planning decisions, or simply knowing the plan accuracy of teams and users. With presence enabled, Calven will sort bookings into:

• Confirmed: people who booked ahead and were then detected by presence

• Walk-in: people who did not book ahead but were detected by presence

• No-show: people who booked ahead but were not detected by presence

How to configure the presence API

Presence automations are triggered from Calven’s presence API. The presence API enables connection to real-world systems in your office environment to indicate where a user is. The presence API is typically triggered from a badge swipe when the user enters the office, or from the network system when a user is detected on WiFi.

 

Allow users to opt-out of checked-in indicators

To allow users to opt-out of checked-in indicators, go to Privacy settings in backoffice. If allow users to opt-out of presence visibility has been enabled for the organization, this will allow all users at all locations to choose this via profile settings.