Microsoft’s Workplace Check-in is being added to Microsoft Places and Teams to help colleagues see when someone is working in the office. It can update a person’s work location when Teams detects that their desktop device is connected to a configured office Wi-Fi network, or to a supported desk peripheral.
The feature is off by default. An administrator has to enable it, configure the relevant office networks and decide whether staff are asked to opt in or are informed and allowed to opt out. That makes the first decision a policy one, not a technical one. In the UK, showing staff work location through a workplace system can amount to employee monitoring, so employers need to handle it carefully.
What the feature does
In plain terms, an administrator maps office Wi-Fi networks to workplace buildings. When a user’s Teams desktop app detects a configured network during working hours, it can update their actual work location so colleagues can see that they are in the office or in a specific building.
Microsoft says Workplace Check-in is built for collaboration, not attendance enforcement. It says the feature does not track movement, does not give admins monitoring reports and does not provide historical location data. Users can also manually set, clear or override their work location.
It is one of the Microsoft 365 features you may not be using yet, but what you do with it is a separate question, much like what your Teams setup quietly exposes.
Decide the purpose first
The first thing to settle is why you want to use it. The regulator is clear that employers should not monitor workers just in case the information becomes useful later.
Coordinating hybrid days, improving desk planning and helping colleagues find each other are reasonable aims. Quietly turning the data into an attendance register is different. If staff feel the purpose has shifted, trust can disappear quickly.
UK data protection law also matters. You need a lawful basis under UK GDPR. In most workplaces, legitimate interests is more likely than consent, because employees may not be in a strong position to refuse freely. You should also consider a Data Protection Impact Assessment before enabling the feature, especially if the rollout is systematic or linked to attendance, performance or management oversight.
| Decision | Options | What to weigh |
|---|---|---|
| Purpose | Coordination, desk planning or attendance evidence | Be honest before switching it on |
| User mode | Ask mode or Inform mode | Ask mode usually builds more trust |
| Lawful basis | Often legitimate interests | Consent is difficult in employment settings |
| DPIA | Complete before rollout | Useful where monitoring risks are present |
| Visibility | Who can see location | Keep access limited and proportionate |
| Retention | No history from the feature, but check related logs | Avoid creating shadow records elsewhere |
The technical setup is the easy part
IT needs to configure buildings, map office Wi-Fi networks and apply the relevant Teams policy. Microsoft says Workplace Check-in needs the Teams desktop app on Windows or macOS. It is not supported in Teams web or mobile for the check-in process, although phones still matter for communications and for staff already configured for Microsoft 365 mail.
Older machines, missing location permissions or inconsistent wireless configuration can all affect the experience. If you are also moving staff to Windows 11, this is a sensible moment to tidy device management and location settings together.
That is where calm Microsoft 365 and Teams administration helps. The task is not just enabling a switch. It is making sure the policy, user communication and technical setup all match.
Be transparent from the start
Tell staff what is collected, why it is used, who can see it, how they can override it and how concerns will be handled. The Data (Use and Access) Act 2025 is now fully in force, including new expectations around data protection complaint handling, so this is a good moment to revisit your wider staff privacy processes.
Involve people or their representatives early. Do not treat manual overrides as misconduct by default. That turns a coordination tool into the surveillance tool Microsoft says it is not. The wider Microsoft 365 security and cost changes are worth reading alongside this, because governance, licensing and policy tend to move together.
If you run more than one site, keep the decisions consistent. Global IT support for multi-site businesses and IT support across your European locations can help avoid a patchwork of different rules. Treat this as a managed rollout and migration project, not a switch flipped on a Friday.
Since you are already reviewing staff data, it is also a fair moment to check related risks, from monitoring for leaked staff credentials to refreshed phishing and email security training.
Frequently asked questions
Is Workplace Check-in on by default?
No. It is off by default and must be enabled and configured by an administrator.
Can staff opt out?
It depends on the mode you choose. Ask mode is opt in. Inform mode allows users to opt out.
Does it track exact location?
No. It uses configured workplace signals to update work location at office or building level, not continuous movement.
Do we need a DPIA?
In many cases, yes. If the rollout could affect staff privacy or be used for monitoring, complete one before switching it on.
Decide the policy before you flip the switch
The tool is neutral. Whether it feels like helpful coordination or a digital time clock depends on the decisions you make first. If you want help with the purpose, DPIA and technical setup, talk to the Northern Star team and we will help you get it right the first time.
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