Meeting rooms are one of the most valuable resources in a modern workplace. Yet many rooms remain unused due to no-shows — meetings where attendees never appear. With PULT’s Auto Check-In and No-Show Automation, you can ensure that rooms stay available for the people who actually need them. This article explains how the system works and outlines all settings in a clear and simple way.

Why This Matters

Meeting rooms can be significantly better utilized when unused bookings are automatically released. Our automation detects attendance using PULT Presence data or manual confirmations, ensuring that meeting rooms do not remain blocked unnecessarily.

🔧 How the Workflow Works

1. A Meeting Room Is Booked

Example:
XY books a meeting room at 4 PM and adds 3 required attendees.

2. Attendance Is Checked Automatically

The PULT Admin configures automation rules such as:

• Presence threshold (e.g., 50% of required attendees must be present)

• Check times relative to the meeting start (e.g., 10 minutes before, at start, 10 minutes after)

• Minimum meeting duration

• Reminder times

If attendance stays below the required threshold, PULT automatically removes the meeting room resource from the event.

👉 Important:
The meeting itself is never deleted — only the room is released for others.

3. Attendees Can Confirm Manually

XY (the organizer) gets a reminder via Slack, Microsoft Teams or Google Chat — for example one hour before the meeting — asking whether the meeting room is still needed.

This is similar to desk confirmation notifications.

4. Room Is Freed Up If Needed

If the meeting remains unconfirmed AND the presence threshold is not reached by the auto-cancel deadline, the meeting room will be released automatically.

⚙ Explanation of All Settings

• Reminder Offsets

Define when reminders are sent.
All offsets are relative to the meeting start time.
Example: –15 = 15 minutes before the meeting starts.

• Auto-Cancel Deadline Offset

Defines the moment when PULT checks whether a meeting is confirmed.
If the meeting is declined or still unconfirmed at this time, the room resource is removed.

• Offset 0 triggers the check exactly at meeting start

• All reminders and presence checks must occur before this deadline

• The event itself is not deleted — only the room booking is removed

• Minimum Meeting Duration

Minimum length a meeting must have in order for automation to apply.

• Presence Auto-Confirm Offsets

Times (relative to meeting start) when PULT checks whether required attendees are present in any PULT-tracked location.

You can set multiple offsets — each functions as an independent one-time evaluation.

• Presence Threshold

Defines the percentage of required attendees who must be present for the meeting to be automatically confirmed.

Example:
Threshold 50% → If at any presence check at least half of the required attendees are detected, the meeting is automatically confirmed and a notification is sent.

🤖 Learn More

For more information on how our AI automates meeting room occupancy, visit:

👉 AI Meeting Room Agent — Help Center Article

❓Need Help?

If you have questions or feedback, we’re always happy to assist:
📩 support@pult.com