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Kadence Agent Setup & Management Guide

Give your users a seamless check-in experience using Kadence Agent—a desktop app that enables automatic check-ins, onsite booking, and updates right from the system tray.

Liza avatar
Written by Liza
Updated this week

📌 Overview

Kadence Agent allows users to:

  • Check into desk, private office, and onsite bookings automatically when they arrive at the office

  • View current day bookings from their desktop system tray

  • Create automatic bookings for users on the day when they arrive to the office without one

  • Receive update notifications

🛠️ Prerequisites

  • You must be a Global Admin or Building Admin

  • You’ll need public IP address(es) for each building

  • Kadence Agent must be installed and logged in on users' devices

Enable Automatic Check-In with Kadence Agent

1. Find Your Building’s Public IP Address

Kadence Agent uses your building's public IP to confirm user presence. You can find this by:
​

Option A: Web Search

  • Search "What is my IP" in any search engine

  • Copy the public IP address shown

Option B: Router Admin Page

  • Enter the router IP (e.g. 192.168.1.1) in a browser

  • Login with admin credentials

  • Locate the public IP under sections like "Status" or "WAN"

2. Enable Kadence Agent for a Building

  1. Go to Buildings from the left-hand menu

  2. Click the three dots (⋮) next to a building > Edit Building

  3. Click the Settings tab at the top

  4. Toggle on Automatic Check-in

  5. Enter your public IP address(es) (IPv4, IPv6, or CIDR range)

  6. Click Save

Only desk, private office, and onsite bookings are currently supported for automatic check in.

🔄 Manage Kadence Agent Updates

How It Works

  • Manually installed apps: Users are notified and can install updates

  • MDM-managed apps: Updates must be pushed by IT; users don’t receive update prompts

To Enable Auto-Update (Admins)

  1. Go to Settings > Company > Kadence Agent

  2. Toggle Automatic App Updates ON (affects manually installed versions only)

  3. Click Save

🧠 Automatic Booking with Kadence Agent

When enabled, Kadence Agent will automatically book and check in users who arrive onsite without a prior booking (if capacity and credits allow).

Enable Globally

  1. Go to Settings > Company > Kadence Agent

  2. Toggle Enable automatic bookings ON

  3. Choose to apply settings:

    • Save default only

    • Save default and apply to all buildings

  4. Click Save

Enable Per Building

  1. Go to Buildings > Edit Building

  2. Go to Settings tab

  3. Set to Override global settings

  4. Toggle ON Enable automatic booking

  5. Click Save

Please note, automatic bookings:

  • Will not override existing bookings

  • Will not book if resource is full or user lacks booking credits

  • May be impacted by shared public IPs and prevent accurate location detection

🔧 Manage Manual Check-In Settings

You can control whether users can manually check in per resource type:

  1. Go to Settings > Resources

  2. Click the resource type (e.g., Desk)

  3. Toggle Manual Check-In ON or OFF

  4. Click Save

❓ What Happens if Manual Check-In is Disabled?

  • Auto-release, and early check-in/out are also disabled

  • If API integration is not in place, disabling manual check-in disables all check-in paths

Re-enabling manual check-in requires manually re-enabling related features.

💻 Distribute & Install Kadence Agent

Option 1: Manual Installation (End Users)

  1. Click your profile picture > Kadence Agent App

  2. Choose Windows or Mac version

  3. Follow install prompts

  4. The Kadence icon will appear in the system tray

Option 2: Microsoft Intune Distribution (IT Admins)

  1. Download app package via your Kadence account > Alternative versions

  2. Add app to Microsoft Intune Admin Center

  3. Configure deployment settings

  4. Assign to device or user groups

  5. Monitor deployment

If you're using the MSI app for deployment, see this guide by Microsoft for command line options

Option 3: Apple Business Manager (Coming Soon)

Currently unavailable until the app is listed in the Apple App Store. We’ll update once supported

❓ Frequently Asked Questions

Automatic Check-In

Can I disable manual check-in for specific resource types?

Yes

What if API or Kadence Agent is not enabled?

Disabling manual check-in removes all check-in ability

App Installation

Is the app free?

Yes, included in all plans

Who can download the app?

Any Kadence user

Which devices are supported?

PC and Mac only (no mobile/tablet)

Updates

Will I get update notifications?

Only if automatic updates is enabled at the building and/or global level

Can I opt out of updates?

No, but you can manage notifications

Automatic Bookings

Will automatic bookings override existing bookings?

No

Will automatic bookings respect booking credits and capacity?

Yes

💬 Need Help?

For floorplan requests or questions, contact:
📩 [email protected]

For support with anything else, reach out to:
📩 [email protected]

For more helpful articles see:
📚 Kadence Help Center

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