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Introduction

Robin's Analytics AI assistant helps admins get instant answers to questions about desk usage, space usage, and users. It uses the following data to answer questions:

• Unlimited historical desk utilization
  • Assigned desks with check-in policy enabled
  • Flex desks with check-in policy enabled
• Unlimited historical space utilization
• People inventory

Accessing the Analytics AI assistant

Open the Analytics tab in the web dashboard, and the first page you land on will be the AI Assistant.

Using the Analytics AI assistant 

The basics

You can converse back and forth with the assistant to get the data you need about desk and space usage as well as information about your employees.

• Type your question in the chat window and click the pink arrow or enter to start a conversation. 
• The AI assistant will try to match your question as you type.
• Each chat session runs for 8 hours and will automatically end after 8 hours.
• Select the New Chat & Browse Topics button to reset the context and start a new conversation from scratch.

Types of questions the AI assistant can help with

Below are some examples of questions the assistant can help answer:

• Which departments book the most desks in xyz building?
• Which days of the week does {{employee name}} book the most desks?
• Which meeting rooms had the fewest meetings this past year in xyz building?
• What are the names of my buildings?
• Give me a list all of my buildings and the number of desks in each of them.
• What is the breakdown of how far in advance people book their desk reservations in xyz building?

Tips for interacting effectively

Be Specific

• Provide clear and concise instructions.
• Be specific about the building and time range. 
• Use accurate spelling, especially for people's names. 
  • For example, Instead of asking, “What is my office usage?” ask, “What is my office usage for

    11 Farnsworth in the past 90 days. Calculate usage by total number of desk reservations/total number of desks available.”

Use step-by-step instructions

• For complex tasks, break them into smaller steps.
  • For example, "Which meeting rooms have the most recurring canceled meetings?" And "Of the top 3 meeting rooms, give me a list of the meeting owners and titles." 

Provide context

• The more context you provide, the better the response.

Request adjustments

• If the response isn’t exactly what you need, ask for revisions.
  • For example, “Can you provide an alternative response that does not include flex desks.”

Ask for clarification

• To clarify complex topics, ask the AI assistant how it got to the answer.
  • For example, “How did you define utilization?”

Advanced Analytics is an add-on feature that allows you to proactively manage your workplace by providing deeper insights and customizable reports that lead to better decision-making.

Key benefits:

• Provides greater control over workplace information.
• Enables data-driven decisions about the workplace.
• Offers flexibility and customization in reporting.
• Saves time and effort with the AI assistant, automated reporting, and alerts.

Key Features:

Advanced Analytics provides a range of powerful features to help you understand and manage your workplace effectively, including:

• AI assistant to answer on-demand questions: This feature allows you to ask specific questions about your desk and space utilization and receive immediate answers.
• Build unlimited custom reporting & dashboards: You can create new tailored reports and dashboards or customize the pre-built dashboards to visualize the data that is most important to you.
• Access unlimited historical usage data: Analyze historical data to identify trends and patterns over time.
• Drill down into data: You can drill down into high-level data to find answers quickly; if you see a conference room with high cancellations - drill-down functionality lets you view precisely who, what, and when these cancellations happened from the same visualization.
• Schedule reports to key stakeholders: Automate the delivery of reports to key stakeholders on a regular schedule.
• Set up alerts and notifications: Configure alerts and notifications to be informed of significant changes or anomalies in your workplace data.
• Connect to our Analytics API to streamline your data exports: Use the Analytics API to integrate data exports with other systems and workflows.

Robin now offers two new resource types out-of-the-box, parking spots and lockers as well as the ability to create a custom resource that you may need for your employees to book. These new resources provide organizations with more tools to manage the types of resources that exist at the physical office and improve the employee experience. 

Parking Spots

• Organizations can set up parking lots and parking garages with parking spots for employees to book.
• This is a significant upgrade to having a unique parking spot resource, offering improved visual clarity and functionality.
• Admins can limit users to booking a single parking space per day, in addition to a single desk booking per day.

Lockers

• Organizations can add lockers as bookable resources within the office.
• This feature enhances the employee experience by providing a clear system for reserving and utilizing available lockers.

Custom Resources

• Organizations can add custom resources as bookable resources within the office.
• This feature enhances the employee experience by providing a clear system for reserving and utilizing any type of resource that needs to be bookable or assigned.

View all resource reservations in Workweek

• Users have all their bookings: desks, events & spaces, parking spots, lockers, and any additional custom resources in one view.
• See resource details, reservation times, and click the resource name to port over to the map to make any updates.
• This offers a wholistic view of your work day and all necessary resources to ensure you have what you need without digging
• This is available for all users in CRC beta and can be found in the right-hand side bar of the Workweek schedule

Key Improvements

Parking spots, lockers, and custom resources are built on a brand-new backend, delivering significant performance and stability enhancements as well as some usability improvements, including:

• New layout tool functionality
  • New grouping functionality
  • Sub-categories for improved clarity of available resources
• New end-user map interface that’s faster and easier to use (required in order to book parking, lockers, and custom resources)

Features coming soon

The following features are not included today, but will be added throughout the early access period:

• Local check-ins
• Resource and Location-specific permissions

Permissions

• By default, the member role allows every member to book all spaces, desks, parking spots, lockers, and custom resources
• Booking permissions for parking spots, lockers, and custom resources are either fully granted or completely denied and cannot be limited by individual resource or location.
• Manage custom resource booking permissions on the Roles page (Manage > Roles). 

Note: If you are a part of the Parking, Locker, and Custom Resource early access program, your employees will only see the new office map.

What’s improved?

• A faster, more performant map experience.
• Ability to book anything, including desks, spaces, parking, lockers, and custom resources.
• Improved date picker to better support multiple-day bookings.
• Enhanced zoom levels for more focused workflows.
• Moved from a pop-over to a sidebar experience to provide better navigation.

How to access the new map

In the web dashboard on the Office map, there is a pop-up module with a prompt to switch to the new and faster map. Click Try it out to access it. 

Employee experience

• Can book parking, lockers, desks, spaces, and custom resources unique to your workplace. 
• The date picker now includes tabs at the top to choose between making single, multi-day, or date-range bookings (depending on your workplace policies). 
• Improved zoom levels to help employees better orient themselves on the map and understand the location of their booked resource.
  • Including zooming in on neighborhood labels for a better view of the resources in that work area. 

• A more purposeful reservation end-time drop-down menu.
• Easily access the office most recently visited.
• An at-a-glance view of all avatars to see who is sitting where.
• No more pop-over modals blocking the employee's view—now all desk and space booking actions are handled through the right sidebar menu.
• Quickly change date of multi-day desk bookings.

Upgraded Who's in List : 

• Helps you understand who’s in-office on any given day, without hunting around the map.
• From the right-hand sidebar, select the People card to open the new list view.
• See coworkers grouped by status - Confirmed in-office, Remote confirmed, and Scheduled.
  • Within each group, favorites appear first.
• Avatar, name, and booking time are displayed. If no desk is booked, you’ll see “No desk”
• Click on someone’s name or avatar to fly to their desk and view booking details.

Admin experience

• A smoother and more intuitive workflow for managing resource assignments directly from the office map. All assignments for custom resources must be managed directly from the map view in the web dashboard. 
• All actions take place in the right sidebar menu, including everything admins need to know about the resource, such as assignments & reservations for the week, booking policies, & more. No more pop-over modules blocking visibility.  

Future enhancements coming soon

• Viewing all bookings and suggestions

Robin's web dashboard provides several methods for managing assigned desks, each designed for different needs and scales of planning, empowering admins to effectively manage the workplace.

Select the method below that works best for you for step-by-step instructions.

A. Assignment tool- Quick edits: This tool is best for making small adjustments, such as adding or removing a few desks or minor modifications to seating arrangements without significant overhauls. 

B. Assignment tool- Scenario planning: This tool is best for creating multiple desk assignment drafts per floor to test different scenarios. Before going live, you can share, review, and refine seating assignments with colleagues. 

C. Office map- edit option: This method is best for making one-off desk assignments directly from the live map. 

Instead of clicking a button or scanning a sticker, users on office Wi-Fi who open Robin on the (original) mobile app, web dashboard, or Outlook Add-In will be automatically checked into their reservation or have an in-office visit status created. Let's walk through how this works:

1. An admin associates one or many public IP addresses with a building in Robin. This is the address that the outside internet sees when you’re connected to the building’s wifi.

2. A user’s device connects to wifi.
3. The Robin app pings our servers over the internet.
4. We check if that incoming IP address matches one of the buildings the admins told us about. If it does:
   • Look for unconfirmed desk reservations in that building that are within the check-in window and start no more than 4 hours from now.
   • Confirm any of those we can find and update their attendance status to "Checked in or confirmed on-site".
   • Send a push notification to the user, letting them know they are checked into their desk reservation ( if they have one). 
   • If the user doesn't have a desk reservation, a visit is created for them, and they're reflected as "In office". 
     • Their attendance status is updated to "Confirmed on-site." 

FAQ

1. How long does it take for an automatic check-in to happen?

You might be checked in within a few minutes, or it may take up to an hour. Your presence is regularly checked on a timer, and the frequency of the timer can be unpredictable.

2. Should I still scan the sticker on my desk? 

Go for it! If you remember to scan your sticker, fantastic! The automated check-in is great for those who have a hard time remembering to check in.

3. It seems like I only get checked in when I wake up my phone or open the app. I thought this was supposed to be automatic.

Phones will often defer background work until an opportune time to conserve battery. Interacting with the phone, especially with our app, provides a strong incentive to do that background work and ping our servers. If you hadn’t touched your phone, you probably would have been checked in slightly later.

4. I didn't get automatically checked in. Why?

Make sure you're giving the servers enough time (at least an hour) to communicate. However, if you're waiting patiently for hours and maybe you lost your desk to Abandoned desk protection, then that's not the experience we are going for. Check these things in order of most likely to least likely: 

• Connect your device to office wifi

• Make sure you don’t have low battery or are in any sort of battery-saver mode

• Make sure you’re logged in to the correct organization on the Robin app.

• If using the mobile app, make sure the Robin app is up-to-date, both in the App Store and under Settings > Check for updates within the app

• If using the mobile app:

  • iOS : Make sure Background App Refresh is enabled for the Robin app (on by default)

  • Android: Check out Don’t kill my app! to see if your manufacturer is being mean

• Stuff generally works better if you avoid swiping the app away and killing it, though we should still be resilient against that.

• If using a mobile device, make sure push notifications are enabled for the Robin app (on by default for Android).

• Ensure you’ve opted into desk check-in reminders within the Robin app (on by default).

• Check if you’re receiving the push notifications that remind you to check in to your desk. You should definitely get one approximately 30 minutes before Abandoned Desk Protection occurs. If you aren’t getting them, something’s wrong. Uninstall and reinstall the mobile app.

• Make sure you aren’t using a VPN or proxy server on your phone.

• While connected to office wifi, ensure user's IP address matches the one configured by the admin. You can see your phone’s IP at https://ipecho.net/plain . IP addresses can change, but US business class internet service usually provides a static IP.

5. What are the requirements for the building's IP address?

• It should be the IP address you get when using wifi at that location. A simple way to find that is to connect to wifi at the building and go to https://ipecho.net/plain, but admins should check with their IT people to make sure they aren’t missing additional possible IPs (backup connections, ranges, …).

• The IP address should be publicly routable. Private addresses like 192.168.1.100 or 127.0.0.1 are a no-no.

• The IP address should be static - this seems typical for business internet connections. Dynamic IPs are liable to change and might be feasible to use, but the admin will need to keep up with changes and reflect them in Robin.

• The IP address should be one that employees cannot use from home, e.g. via VPNs on employee phones. Otherwise, we’ll get false-positive automatic check-ins.

• CIDR ranges are acceptable, with the widest ranges that we allow being /16 for IPv4 and /48 for IPv6. The limit is just because larger ranges are probably user error but can easily be changed

• Limit of 20 distinct ranges/IPs per building, same reason

6. What if multiple buildings share the same IP?

No problem - we’ll check all matching buildings for desk reservations to check in. However, you sacrifice some precision because you might be physically located in Building A and get checked into your reservation at Building B.

Employees on office Wi-Fi can be checked in or have an in-office status created for them automatically via a network connection when they open Robin on the mobile app, web dashboard, or Outlook add-in. We recommend using automated check-ins if you plan to make local check-ins mandatory. More information on how it works and FAQ here. 

How to configure automated check-ins 

Robin uses your office building IP address(es) to detect and communicate when an employee has arrived. Admins, follow the steps below to turn this feature on and add your office IP address(es). 

1. From the web dashboard, navigate to Manage > select an office to open the settings page. 

2. Select the Check-in tab on the buildings settings page.

3. Toggle ON the "Wifi check in" setting. 

4. Add your office's public IP address(es). You can add up to 20 IP addresses separated by commas. 

We've outlined some helpful requirements for the building's IP addresses in the next section. 

5. Click Save IP address. 

What are the requirements for the building's IP address?

• It should be the IP address you get when using wifi at that location. A simple way to find that is to connect to wifi at the building and go to https://ipecho.net/plain, but admins should check with their IT people to make sure they aren’t missing additional possible IPs (backup connections, ranges, …).

• The IP address should be publicly routable. Private addresses like 192.168.1.100 or 127.0.0.1 are a no-no.

• The IP address should be static - this seems typical for business internet connections. Dynamic IPs are liable to change and might be feasible to use, but the admin will need to keep up with changes and reflect them in Robin.

• The IP address should be one that employees cannot use from home, e.g., via VPNs on employee phones. Otherwise, we’ll get false-positive automatic check-ins.

• CIDR ranges are acceptable, limited to /16 for IPv4 and /48 for IPv6. The limit is just because larger ranges are probably user error but can easily be changed

• Limit of 20 distinct ranges/IPs per building, same reason

Introduction

Desk check-ins help employees stay informed about upcoming bookings and provide actionable data within Robin’s analytics, giving a clearer picture of occupancy, desk demand, and availability. This guide walks through how to set up desk check-ins successfully. 

Step 1. Decide how users will check in

Decide how you'd like users to check in: remotely, locally, or both. Local check-ins are done at the office vs. remote check-ins are done online from anywhere. Continue to steps 2 and 3 to learn how to set up your preferred check-in methods. 

Step 2. Turn on the desk check-in setting

Turn on the desk check-in setting for hot/hotel desks only or for all 3 desk types. You can enable the setting for an entire building or specific desk groups only. 

Building level setting:

1. Navigate to Manage > Offices > select a building.

2. Under the Administration tab > select Desks from the resource menu at the top.

3. Use the Desk check-ins drop-down menu to enable the setting for hot/hotel desks only or All 3 desk types (including assigned seats).

Desk group setting:

1. From the Office search page in the web dashboard, select Edit floor on the map.

2. Select Layout from the menu.

3. Use your cursor to select a group of desks.

4. In the right menu panel, select the Policies tab.

5. Select Add Policy. To apply the setting to assigned desks, choose All desk types. 

Step 3. Configure preferred check-in methods 

Local check-in methods:

• Automatic check-ins using office wifi - automatically by just walking into the office or opening Robin on a laptop/desktop using the office wifi.

• Automatic check-ins using badge swipes with an Access Control integration. Users swipe their badges at the access-controlled doors, and they're automatically checked into their desks. 
  • Brivo
  • Kisi
  • Avigilon (Openpath)
  • Genea
  • Verkada
  • Gallagher
  • Genetec
• QR codes/NFC tags on desks- scan stickers on desks with a mobile app to complete check-in.

You can make Local desk check-in methods optional for convenience or mandatory. If you want to make local check-ins mandatory for employees, enable the Local desk check-ins-only setting and set up one of the on-site check-in methods mentioned above. 

Remote (online) check-in methods: 

• Web dashboard: In-app prompts; no configuration required.
• Mobile app:
  • In-app prompts, no configuration required
  • Push notifications
• Email notifications: On by default for all users (manage notifications under user settings) 
• Slack notifications:
  • An admin needs to connect Robin + Slack on the organizational level
  • Users need to connect their individual Slack account
  • Users turn on Slack notifications under Robin user settings
• Teams notifications:
  • A Microsoft admin has installed the Robin app
  • Users connect and authenticate Robin user account with their Microsoft Teams account
  • User turns on Teams notifications under Teams user settings

Step 4. Configure the remote desk check-in window

(Skip if using local check-ins only)

The Remote Check-In window is a building-level setting that determines how far in advance someone can check into a desk when confirming remotely. Reservations booked within this period are automatically confirmed. 

This configuration is only related to remote desk check-in methods. Skip this section if you're only using local check-in methods. 

1. Go to Manage > Offices and select a building in the web dashboard.
2. Under the Administration tab > select Desks from the resource policies menu.
3. Use the Remote Check-in Window drop-down menu to select the amount of time that works best for your organization. From a minimum of 10 minutes to a maximum of 12 hours. 
   • Tips:
     • Reservations booked within this period are automatically confirmed. 
     • Assigned desks are booked for a full day based on your organization’s set office hours.
       • For example, if the remote check-in window is 4 hours and the office opens at 8 am, check-in can start at 4 am. 

Step 5. Add desk check-in policies

Local check-ins only policy:

You can make Local desk check-in methods optional for convenience or mandatory. If you want to make local check-ins mandatory for employees, enable the Local desk check-ins-only setting and set up one of the on-site check-in methods mentioned above. 

Abandoned desk protection:

This feature automatically cancels "no-show" (flex) desk bookings when employees don't confirm their desk within a certain window, allowing someone else to use it instead. Learn how to set it up here. 

See our pricing page for the full list of available plans.  

First time setting up an office with Robin? You're in exactly the right place. Follow this checklist and you'll be up and running in no time.

Build & customize your office building

Before jumping in, do you have multiple office locations to set up and manage? Appoint dedicated Office Admins in Robin to delegate office location-specific tasks.

• During the onboarding process, Robin will prompt you to add your building. Then, you can add more building details later (e.g., working hours, timezone, and address). 

• During the onboarding process, Robin will prompt you to add floors to your building and submit floor plans to be converted to Robin maps for each floor. 

• Keep the office running smoothly and gain a better perspective of how it is being used with our scheduling policies and desk policies.

  • Pro tips: Turn on the abandoned meeting & desk protection policies. These allow desk & meeting space reservations to be automatically canceled if no one checks in by a certain time. This helps free up office resources for others to use and gives office managers a better understanding of office utilization. 

  • Allocate desks effectively and give priority desk booking access to specific users to maximize office space usage. 

• Customize your organization with branding. 

• Add your own custom amenities options under Manage > Amenities so users can easily find exactly which rooms or desks are equipped with the tools they need.

• [Requires Advanced Authentication & User Management] Do you need to restrict who is allowed to sit where or have special roles for managers who can assign and reserve seats for others? Set up groups and permissions.

• Need a way to manage office visitors? Use our Visitor management feature found under the Visits tab in the web dashboard to pre-register guests, notify the host of guest arrival, and monitor visitors with the visitor log.

  • Set up a badge printer to provide your guests with a name tag. 

  • Add a guest pre-arrival health questionnaire and documentation agreements (NDAs) at check-in. 

• Easily track incoming office deliveries and promptly notify the recipient with our Delivery management system.

• Share office updates, policies, & events with employees in real-time with our Workplace Announcement feature.

• Bring people together, creating a social atmosphere and a sense of community by creating and joining office activities.

• Do you want to understand what drives employees to come into the office and how to make it a place folks go to do their best work? Or managing a new facility and curious how employees are liking it? Check out our Workplace Experience survey here.

Create interactive office maps

• From a floor map, add spaces, desks, parking, lockers, soft furnishings, work areas, and points of interest for an interactive office experience. 
• Assign seats to employees who need a permanent desk with our desk assignment planning tools:
  • Large-scale planning
  • Quick seat assignments

Introduction

This guide explains the different attendance statuses you might see in Robin. Understanding these statuses helps you quickly grasp your team's presence in the workplace and manage office occupancy effectively. This approach provides more detailed insights into how people are working, moving beyond a simple "present" or "absent" indication.

Attendance statuses in Robin

• Confirmed On-Site: This status indicates that a person has checked in at the office using a verified local method, such as a badge or the office's Wi-Fi network.
• Remote: This status means that a person has checked in, but they did so remotely. Keep in mind that this type of check-in doesn't provide 100% confirmation that they are physically present in the office. 
• Scheduled: This status applies to individuals who have an in-office working location but have not checked in yet.

Introduction

This guide outlines best practices for tracking workplace occupancy. Accurately understanding workplace occupancy can help your organization make informed decisions about your office space, make changes to enhance employee satisfaction, and reduce unnecessary costs. 

What does workplace occupancy mean?

Is it how many people are in your office? Is it booking desks? Is it just using spaces? Workplace occupancy means knowing who is present in your office regardless of the desks or spaces they’ve booked.

What does workplace presence mean?

Workplace presence is data capturing when a person is confirmed to be physically present in the office. 

Why is tracking workplace occupancy important?

Accurate workplace occupancy data is essential for optimizing office space utilization, enhancing employee collaboration, and reducing operational costs. By understanding how and who uses the office, organizations can make strategic decisions about office layouts and policies, ensuring that the work environment aligns with employee needs and promotes productivity. 

Best practices for tracking workplace occupancy

• Whether your organization uses assigned desks, hoteled desks, or both, enabling the desk check-in feature is essential for collecting workplace occupancy data because it provides clarity, accountability, and operational efficiency. 

• Turn on the local check-in-only feature for desks for the most accurate occupancy data. This policy ensures that people can only check into their desks when they're physically present in the office. 

• Set up one (or more) of the 3 local check-in methods to support the local check-in policy:

  1. Configure automatic check-ins using your office wifi.
  2. Integrate your badge system to allow employees to be checked into Robin automatically when they swipe their badge. Badge integration options:
     • Access control integrations we support: Brivo, Kisi, Avigilon (Openpath), Verkada , Genea, Genetec & Gallagher
     • Do you use a different access control system? Contact your Customer Success Manager about building a custom integration for your organization. 
     • Or you can upload badge data via CSV into Robin. 
  3. Set up scannable QR codes on desks. 

Tracking your workplace occupancy 

Track your occupancy score in the Occupancy analytics dashboard, which measures the difference between how many people could be in the office on a single day and how many people actually show up. A higher score means that more desks are occupied. If a space is too large, it is unlikely that employees will have as many in-person interactions. Knowing the data behind this score can help you understand whether you need to expand or contract your office space.

• Note that badge data shows up in analytics as a desk check-in and/or counts towards someone in the office (workplace presence) and will appear as "Confirmed on-site".

The following dashboards and exports include workplace presence data points (data capturing when someone is physically confirmed to be in the office):

• Workplace Collabscore dashboard
• Workplace Presence dashboard 
• Workplace Presence export

The following dashboards and exports specifically include desk check-in data points:

• Workplace Insights dashboard 
• Desk Check-Ins by Booking Type dashboard
• Desk Check-Ins dashboard
• Workplace Occupancy dashboard
• Hybrid Work Policy export
• Activity Summary export
• Desk export

What is visitor management?

Your office is not only a space for employees. Organizations across all kinds of industries regularly welcome different types of visitors to the office, including:

• Customers or clients

• Vendors and suppliers

• Contractors and consultants

• Interns

• Freelancers and temporary employees

• Job applicants

Visitor management is simply the set of policies, practices, and tools you use to monitor everyone who uses your office space but isn’t an employee.

About Robin's Visitor Management

Robin's Visitor Management system empowers employees to easily book guests for office visits, gives admins the tools they need to track visitors, and ensures visitors have the information they need to confidently check-in.

Vistors can be added from the Robin dashboard or from the Outlook add-in.

Benefits

Walk-in guest registration

Upon arriving, visitors can quickly sign in without the help of front desk staff. Robin provides the option to set up an arrival display on an iPad or something similar that allows walk-in guests to sign in and scheduled guests to check-in. 

Invite guests to visit 

Schedule guests in advance, and Robin will automatically send an email invitation with customizable visit instructions. 

Create custom visitor registration forms

Create unlimited custom visitor registration forms for pre-registered visitors, including any details required for guests (e.g., food preferences or allergies). Add relevant information from the custom fields to display on badges and view custom field information in the visit log. Learn more here. 

Arrival notifications for the host

Robin automatically notifies the host when guests arrive, providing an efficient and pleasant experience for everyone. 

Cover compliance requirements with document prompts

Robin makes it easy for visitors to review and acknowledge any legal documents (such as an NDA or waiver) that offices may require. Visitors can acknowledge documents digitally either on the arrival display (such as an iPad) or before they arrive via email. Learn more about adding compliance requirements here. 

Visitor data records for security 

View a comprehensive visit log to track and access information about who has been at your office and when. To learn more about what the guest experience looks like, check out this guide. 

Badge printing

Badge printing enables offices to print badges seamlessly as part of visitor check-in workflows, either from arrival displays or the web dashboard.  To learn more about badge printing, check out this article here.

Roles + Permission

Admins can allocate different types of permissions to users and roles, ensuring precise control over the organization’s visitor management process. Find out more about Visitor Management roles and permissions in this article here. 

How to get started

1. Turn on the Visitor Management setting for each office.
   • Manage > Offices > select building >  under the "Features" tab,  toggle on Visitor management. 

2. Create a list of different types of visits that best fits your office. This helps hosts prepare for upcoming visitors and provides office admins with accurate records.  

3. Set up an arrival display at the front entrance for check-ins. Does your office allow drop-in visits? Enable the guest self-registration feature on the arrival display.  

4. Decide who can invite guests to the office- everyone or only specific users, such as office admins and managers? 

5. Does your office require visitors to agree to any legal documents before their visit? Learn how to upload and manage legal documents as part of the visitor check-in experience. 

6. Become familiar with the Visitor Log to keep track of who has been at your office and when. This is also where you can "Check guests out," or guests can check themselves out from the arrival display. 

Introduction

Meeting service assignees and approvers can manage service requests in the Tickets tab on the Services page in the web dashboard. Here, you can:

• Track
• Update
• Export ticket logs
• Download tickets as a PDF or CSV
• Communicate service request statuses & updates

View request details

• Click on the blue ticket link to open the ticket and review the request details. 

Export a ticket as a PDF or CSV

• Open a ticket and select the Export PDF menu button in the top right corner of the ticket details module.  

Filter & export ticket logs

• Use the filters at the top of each column to easily search for specific ticket information.
• Download the ticket log as a CSV file. The CSV reflects any filters you have applied.

Update the ticket status

1. Click the Status field and select a new status from the drop-down menu.
2. The service assignee and requester are notified via email of the status update and any changes made to the location or delivery time. 
   Note: If you change the status to Done or Cancelled for a past event, you cannot reactivate or update it back to To-do or In Progress.

Example of a status update email notification:

From granular resource permissions to a Google Calendar extension that actually understands your meeting needs, here's what's new in Robin from the past few months.

My Bookings brings all your reservations together

The new Bookings panel gives you a clear view of all upcoming reservations across your organization, directly from the Office sidebar and Robin mobile app. No more hunting through different screens to find your desk, parking spot, or meeting room.

Click or tap the card to see your complete reservation list including:

• Desk bookings
• Parking reservations
• Custom resources
• Your next scheduled event

Find it in the Office dashboard's right-hand sidebar or the Schedule tab in the mobile app. Full booking lists are also available on Teams and Workweek views.

Collaborator permissions in Scenario Planning

Large floor plans need multiple hands but not always multiple publishers. The new Collaborator role lets team leaders draft desk assignments without the ability to publish, preventing accidental chaos from premature publishing.

Perfect for organizations where teams pick their own desks but workplace teams control the final publish. Collaborators can edit drafts all they want, but only Editors can make changes live. Any changes made by Collaborators update the draft in real-time, giving full visibility into the planning process.

To add a Collaborator, open the Share panel in Scenario Planning, enter their name or email, set permissions to "Collaborator" and send the invite.

Map filtering cuts through the visual noise

New map layer filters let users display or hide exactly what they need to see:

• Toggle avatars on or off to reduce clutter on busy floors
• Hide or show Points of Interest when focusing on desk availability
• Switch between pod labels and Neighborhoods based on your needs
• Hover over any POI to see its name without clicking

Office admins can now get a bird's eye view of desk reservations without the visual overload. Facilities teams can focus on POIs without the distraction of avatars. Everyone gets the map view that actually helps them work.

Additionally, assignments are now viewable in the People search next to the Who's In list, making it easier to find where teams are sitting.

Now you can book desks and spaces in Google Calendar

Add the right room to your Google Calendar meetings and book your desk without leaving Google Calendar. The new Robin browser extension brings smart suggestions and quick controls directly into Google Calendar's full event view.

The extension suggests rooms based on your activity type, matching spaces to your permissions, availability, and fit. See alternative options or suggested meeting times if your first choice isn't available. Add multiple spaces to coordinate larger meetings, then remove or change rooms with one click. Plus, book your desk for the day right from the same interface.

Simply install the Robin extension from the Chrome Web Store, open any meeting in Google Calendar's full event view, and let Robin handle both your room and desk logistics.

Custom resources get granular permissions

Not everyone needs access to the CEO's parking spot or the EV charging stations. Admins can now set permissions by individual resource or groups of resources, ensuring the right people have access to the right amenities.

Perfect for:

• Assigning specific parking spots to executives
• Restricting EV charging spots to authorized employees
• Managing access to specialized equipment or premium spaces

Plus, custom resource reservations now appear in Microsoft Teams, giving you one place to see all resource bookings.

Neighborhoods expand to kiosks

Neighborhoods are now fully supported on kiosks. Users can view and navigate to visible Neighborhoods directly from any kiosk device. Interactive kiosks maintain full desk booking capabilities while showing the neighborhood structure, making it easier for visitors and employees to find their teams.

Mobile app gets navigation improvements

We’ve refreshed the Robin mobile app to make it easier to see what’s happening at your workplace and manage your day from one place.

Workplace tab is your new home base

The Workplace tab is the new hub for everything happening in your office on the Robin mobile app. You’ll now see:

Deliveries card:

• Quickly check if you have any packages waiting for you.
• See new deliveries as they arrive so you know when to stop by the mailroom.

Announcements card:

• Stay up to date on company and office updates.
• Important messages from workplace teams surface here, so you don’t miss anything.
• NEW: Send quick announcements to your building from the mobile app

Activities card:

• See what’s going on in the office: events, social activities, and key happenings.
• Use this to plan the best days to come in and connect with your team.

People directory card:

• Look up coworkers, see where they sit, and understand who’s in the office.
• Use this to find teammates you want to collaborate with when you’re on-site.

Profile & settings, now in one place

We’ve merged profile settings into user settings to simplify account management:

• View and update your profile (name, photo, etc.) and app settings (notifications, preferences) from a single, streamlined area.
• Fewer menus, clearer navigation, and a more consistent experience across the app.

Navigation update: Office tab → Map tab

To better reflect what it offers:

• The “Office” tab is now called the “Map” tab.
• Functionality is the same: you can still explore your office layout, find desks, spaces, and navigate around the workplace—now under a clearer name.
• See all available parking spots, lockers, or custom resources in clean, scannable lists instead of hunting on the map

Space suggestions arrive on mobile

The same intelligent desk & room recommendations from the web now work in your pocket.

Find another desk faster 

Don't like Robin's suggestion? The new "Find another" button in the schedule tab takes you straight to the map for a quicker rebooking path.

SCIM accounts get flexible avatar control

SCIM customers can now choose whether employees can upload or edit their avatars in Robin. The restriction is optional and defaults to allowing user uploads, giving you control without forcing rigidity.

This flexibility recognizes that while some organizations need strict profile control, others want employees to personalize their workspace presence. Full admin settings for this feature coming soon. For now, reach out to your CSM to restrict allowing user uploads.

Have questions about any of these updates? Contact your Customer Success Manager or check out the Help Center for detailed guides and tutorials.

The AI-powered workplace is here. Robin’s Scheduling Agent ends calendar chaos. Admin controls remove the noise. Neighborhoods bring structure to your floor plan. The office finally works the way your team deserves. Let’s jump into what’s new.

The First Enterprise-grade AI Agent for Workplace Operations Arrives

Every workplace team knows this nightmare: VIP meeting in 20 minutes. No available room. The boardroom is double-booked. Your only options are too small, too far, or don't have the right tech.

Now multiply that by hundreds of meetings every week.

We asked workplace teams what they needed. They told us they're manually rescheduling 400+ meetings weekly, burning hours on calendar Tetris. That's not sustainable. It's not scalable. And now, it's not necessary.

Meet Robin's Scheduling Agent - an intelligent system that understands your entire office ecosystem and actively manages meeting complexity. Drag any meeting anywhere. If there's a conflict, the agent instantly:

• Finds optimal alternative spaces for displaced meetings
• Handles all the rescheduling logistics
• Manages notifications to affected attendees

A workflow that used to take 20+ minutes now resolves in under 30 seconds. This is AI working as an operator, not a copilot.

Built for the people who actually keep offices running - workplace managers fixing space problems before anyone notices, executive assistants juggling endless booking changes, IT teams who want fewer tickets and smarter space usage.

The Scheduling Agent is available now in early access. More capabilities coming soon, including meeting creation and enhanced UX that keeps all actions in the sidebar.

Availability: Available now in Robin’s Early Access Program. Click here or email your Customer Success Manager to request access.

Improved Wayfinding with Neighborhoods

Remember when finding your team meant wandering the office floor? Neighborhoods let admins create color-coded desk groupings that appear directly on the map with labels. 

Teams can see exactly where they should sit, making collaboration natural instead of accidental. While neighborhoods don't restrict booking (yet), they're perfect for wayfinding, space planning and understanding how your office is actually being used. 

Previously created Work Areas have been automatically converted to Neighborhoods and can now be managed in the Assignments section. Kiosk support arrives soon.

Availability: Available now for all customers.

Major Updates to the Map Experience

The new map foundation continues to evolve with powerful features that make navigating your office intuitive and efficient.

New people list shows who's working where 

The "Who's In" view in the right-hand sidebar shows everyone's status at a glance - confirmed in-office (via badge or check-in), remote confirmed, or scheduled (expected but not checked in). Favorites appear first in each group. Click any name or avatar to fly to their desk location. If someone hasn't booked a desk, you'll see "No desk" instead of wondering where they're hiding.

All your reservations in one consolidated view

The Workweek view now displays every single resource reservation you have. Desks, meeting rooms, parking spots, lockers, custom resources - everything appears in the right-hand sidebar of your Workweek schedule. See resource details, reservation times, and click any resource name to jump straight to the map for updates. Your entire workday in one place.

Enhanced custom resource display

All custom resource icons now respond to zoom levels and format better in tight spaces. New map filters for all custom resource types appear directly on the map (nestled under "More" if you have 3+ types).

Additional map improvements

• Employee experience surveys now supported
• Hide avatars completely from busy floors to reduce visual noise and loading time
• Change dates for multi-day desk reservations without rebooking
• Announcements and hybrid work policies appear in the right sidebar
• On-site check-ins now work before the remote check-in window for early arrivals
• Hover over points of interest to view POI labels

New Admin Controls Reduce Friction for Everyone

New admin controls give you centralized command over what users can change, which notifications they see, and which integrations they access. Finally, the governance your workplace needs without the micromanagement nobody wants.

Calendar event audit log

When meeting room conflicts arise or calendar syncs go sideways, you need answers fast. The new calendar event audit log lets you troubleshoot issues by building, floor, time-range or event ID. Expand individual log entries to drill into metadata changes and see exactly what happened, when it happened, and who made the change. No more mystery meeting mishaps.

Smarter notification management

Not every team needs every notification. Admins can now determine which notification types users can control, reducing noise while keeping critical alerts active. Users see only the toggles for notifications you've enabled, creating a cleaner settings experience. Plus, Teams notifications can now be managed directly within Robin - no more jumping between platforms to manage your notification preferences.

Profile lockdown for SCIM customers

Profile inconsistencies waste IT hours and create security gaps. SCIM customers can now lock down critical profile fields - email and password - ensuring Robin profiles stay perfectly synced with your system of record. Users can't accidentally (or intentionally) create discrepancies that break your directory sync. The security pages have also been updated to remove account deactivation options from end users, keeping that control where it belongs.

Integration curation that makes sense

Your Microsoft shop doesn't need Slack integrations cluttering the interface. Google workspace users don't need Microsoft Teams options. Now you can hide irrelevant integrations completely, showing users only the connections that matter for your organization. Toggle off any integration before users even attempt to connect, preventing shadow IT and keeping your tech stack clean.

Availability: Available now for all customers.

Your Office Analytics Just Got an AI Assistant

Advanced Analytics customers now have access to our Analytics AI Assistant. Ask questions in plain language and get instant insights about your workplace data. No more digging through dashboards when you need a quick answer about space utilization or attendance trends.

The Assistant understands complex queries and delivers actionable insights that help you make smarter decisions about your workplace. Read this FAQ for more information.

Availability: Available now for Advanced Analytics customers supported by Robin’s US data center. EU data center support coming in Q4.

Same-day Booking from Room Displays is Here

Sometimes the best meetings are unplanned. Admins can now enable same day ad-hoc booking directly from room displays. Walk up, book, collaborate.

This update works on the following displays:

•  iOS (v4.2.1-2)
• Crestron (v4.2.0-7)
• Logitech (v4.2.0-1) displays. 

This feature is turned off by default and can be enabled in room display settings. Bookings remain anonymous and work just like existing walk-up functionality, but now for same-day needs.

Availability: Available now for all customers. 

Visitor Management Lands in Outlook

Managing visitors is now easier. Our Microsoft 365 Outlook Add-In now includes full visitor management support, creating one of the cleanest workflows in the industry. Register visitors, send invites, and manage check-ins without leaving Outlook.

Availability: Available now for all customers with Visitor Management and Outlook.

Prevent Calendar Sync Failures with Improved Monitoring

Nobody likes surprises, especially when they involve broken calendar syncs. New calendar health notifications keep admins informed when space calendars need attention:

Personal calendar health: In-app banners alert users when their personal calendar integration needs reconnecting.

Space calendar health: Admins with places:manage permissions get email alerts when meeting room calendars become unhealthy, including failed subscription attempts, sync failures, or 24+ hours without data.

After 30 days of unhealthy status and 10 days without updates, calendars automatically disable to prevent system overload. You'll get a separate notification when this happens.

Availability: Available now for all customers.

Collaborator Permissions in Scenario Planning

Large floor plans need multiple hands but not multiple publishers. The new Collaborator role lets team leaders draft desk assignments without the ability to publish.

Perfect for organizations where teams pick their own desks but workplace teams control the final publish. Collaborators can edit drafts all they want, but only Editors can make changes live.

New Mobile Features for Desk Management

Release assigned desks on the go: Plans change. If a user has an assigned desk they won't need, they can release it directly from mobile so someone else can use it. Available from the map view, reservation card, or schedule modal when Desk Sharing is enabled.

Map context for reservations: Upcoming reservations now include map snippets showing exactly where a user needs to be next. No more hunting for room 3B-North.

Better desk suggestions: Don't like Robin’s first desk suggestion? Re-roll for new suggestions to find the perfect spot.

Have questions about any of these updates? Contact your Customer Success Manager or check out our Help Center for detailed guides and tutorials.

Quickly get to the bottom of event issues with the Calendar Event Audit Log.

Admins can use this tool to trace exactly what happened with a meeting or booking, making it easier to identify issues or confirm changes. Whether you have a specific Event ID in question or need to narrow down by building, floor, and time range, the audit log gives you the details you need to troubleshoot and resolve scheduling problems fast.

• Navigate to the Manage tab and select Event Audit Logs. Search by Event ID or location & time. 

• Expand rows to drill into the changes made for each event. 

• Available events for tracking:
  • DESCRIPTION
  • ORGANIZER_EMAIL
  • ENDED_AT
  • ENDED_AT_TIMEZONE
  • IS_ALL_DAY
  • LOCATION
  • RECURRENCE
  • SPACE_ID
  • STARTED_AT
  • STARTED_AT_TIMEZONE
  • STATUS
  • TITLE
  • VISIBILITY

Notification Management 

Admins now have more control over member notifications to reduce noise and promote a focused workflow for their end users. This enhancement includes:

• Admins determine which types can be controlled for end-users

• Teams notification settings can now be controlled from within Robin
• Users are able to toggle on/off anything an Admin has turned on

SCIM Settings 

Customers who have purchased SCIM can be confident their Robin profiles won't fall out of sync from their system of record. 

• Admin controlled member profile settings (name, email & security pages) read-only from Robin.
• If you wish to block users from updating their profile photo through Robin, reach out to support or your CSM and this setting can be removed.

• The security pages have been updated to remove "account deactivation" from end-users

Integration Management 

Admins can curate their environment based on relevant 3rd party apps. If a Microsoft shop, quickly disable any slack/google properties and vice-versa. 

• Admin control over member’s available integrations*

• "Allow personal integration" can be toggled off before needing to credential in to the 3rd party app.

*Please note if you have allowed integrations in the past, toggling the integration OFF will only prevent new connections and will not disconnect prior credentials. Need to remove those prior-authorizations? Reach out to Robin Support or your CSM to assist. 

We've been busy building new ways to make hybrid work actually work. From seamless Outlook integration to smarter space management, here's what's new in Robin from the past quarter:

Outlook Add-in Gains Meeting Services

One of our favorite updates this quarter? Robin's Outlook add-in now supports Meeting Services, making it one of the cleanest workflows in our space.

What's new:

• Request services directly in Outlook: When creating events in spaces with services enabled, users can now add catering, AV support, room setup and more without leaving their calendar
• Attendee collaboration: Meeting attendees can propose space changes directly in Outlook, making it easier to coordinate complex meetings
• Clear status visibility: Room responses (Busy, Accepted, Declined) now appear directly on space cards - no more hovering or guessing

Important note for admins: Outlook admins at your organization will receive a permissions update prompt. Accept this to enable Meeting Services and other new features. Organizations without Meeting Services should still accept the permissions request to receive the general improvements to the add-in.

Availability: Available now for all customers.

Custom Resources: Book Anything Your Office Needs

Robin now supports booking any resource your office needs - from parking spots and lockers to lab equipment and beds for your furry pals 🐶 (this was one of the most requested reasons for custom resources).

Custom resources:

• Create any bookable resource from the layout tool with custom names, details and policies
• Set booking policies like maximum reservation lengths and working hours restrictions
• Admin controls: Local office admins can book, assign and bypass policies just like with desks and spaces
• Mobile support: Book and manage all custom resources from the new Robin Workplace mobile app

Enhanced parking and lockers support:

• Multi-day and range bookings are now supported
• Accessibility indicators for handicapped accessible spots
• Improved booking flows with policy warnings
• Edit reservations directly from the Robin Workplace mobile app without canceling and rebooking

Availability: Contact your CSM to join the beta.

Visitor Management Gets Major Updates

We've made significant improvements to the visitor management experience to support even the largest organizations that manage dozens of locations and hundreds of daily visitors.

• Enhanced search and filtering: Find visitors quickly by guest name, host, visit type or status
• Streamlined check-in: Check in visitors directly from the dashboard, as well as from the visitor creation screen, without needing to return to the visits table — ideal for walk-ins
• Improved badge printing: Print visitor badges directly from the dashboard with broader printer support
• Visit editing: Update key details like date/time, host and custom fields as plans change
• Location-specific visit types: Create visit types tailored to specific locations rather than organization-wide
• Flexible guest registration: Visitor Management admins can bypass email requirements when registering guests directly in the dashboard

Availability: Available now for all Visitor Management customers.

Calendar Health Dashboard

No need to hunt through individual spaces to figure out which calendars need attention. The new Calendar Health Dashboard gives you complete visibility into your calendar system.

What you can do:

• See all calendar statuses in one centralized view
• Spot issues quickly with clear health indicators
• Trigger manual syncs with one click when needed
• Debug problems before they impact users

Perfect for organizations managing large numbers of spaces that need to maintain a healthy calendar system.

Availability: Available now for all customers. Find it under Manage > Calendars or in the Workplace Dashboard. Learn more here.

Enhanced Daily Roster and Attendance Tracking

We've improved how attendance is displayed across Robin, starting with a redesigned Daily Roster that's now easier to access and more informative.

What's new:

• Clearer check-in statuses: Distinguish between remote, on-site and scheduled attendance
• Department insights: View and search employees by department
• Clickable details: Names and desk assignments now link directly to employee profiles and desk locations
• Real-time stats: See planned vs. actual attendance at a glance
• Faster access: Find the Daily Roster directly under the Manage tab

Availability: Available now for all customers. Learn more here.

What Else is New

Meeting Services improvements:

• Service category management: Edit and delete top-level service categories to keep service menus organized and up-to-date, especially valuable for larger organizations
• Enhanced CSV exports: Service ticket exports now break out menu items and subtotals into individual cells for better itemized order management and financial tracking
• Individual ticket exports: Export single service tickets as both PDFs and CSVs directly from the ticket slider for vendor coordination

Mobile app updates:

• Manual check-in capability: Employees can now manually check into desks, parking spots, and lockers from the new Robin Workplace mobile app when remote check-in is enabled
• Complete Microsoft SSO support: Updated authentication now supports all three Microsoft integration types (Graph, SSO, SAML)
• Consistent Who's In experience: Mobile app now uses the same Who's In design as the web app, providing detailed employee check-in status information

Office experience improvements:

• Back-to-back check-ins: Users are automatically checked into consecutive meetings in the same conference room, eliminating redundant check-in steps
• Streamlined desk assignments: Assigning a user to a new desk automatically removes them from their previous desk assignment
• Custom activity branding: Activity creators can now upload custom images for events, enabling more personalized company culture and event branding
• Enhanced campus navigation: The new map experience organizes buildings by campus with improved search and clearer location context

Navigation improvements:

• Redesigned Manage tab sidebar: Cleaned up and reorganized the sidebar navigation with better styling and logical grouping of menu items for easier access to key features

Access control updates:

We’ve added self-service setup to make connecting Genetec and Gallagher with Robin easier and faster:

• Genetec: Setup details here
• Gallagher: Setup details here

Integrating your access control system with Robin enhances data accuracy by reducing manual check-ins while maintaining workplace security. View all access control integrations here.

New Office Map Beta: As of May 30, admins have beta access to our completely rebuilt Office Map experience. This faster, more efficient foundation will host all future feature launches, with features like Activities and Space Suggestions rolling out to the new map in the coming months.

Have questions about any of these updates? Contact your Customer Success Manager or check out our Help Center for detailed guides and tutorials.

We’ve been busy building new ways to simplify the chaos of hybrid work. From smarter planning to smoother operations, here’s what’s new in Robin:

Bring Order to Chaos with the Workplace Operations Dashboard

Managing a modern office means juggling a hundred things at once. Robin’s workplace operations dashboard brings it all into one view so nothing slips through the cracks.

Use the dashboard to:

• Monitor the health of your workplace at a glance
• Track devices, visitor activity, meeting services, and delivery volume
• Stay ahead of issues before they become fire drills

No more tab-hopping or tool overload. From employee feedback to AV setup requests, Robin gives workplace teams the visibility and control to keep things running smoothly without the daily scramble. To access the dashboard, click on your user profile image at the top right of your screen and select ‘Workplace Dashboard’ from the dropdown.

Click here to learn more about the workplace operations dashboard.

Availability: Available now for all admins.

Note that the specific sections and actions available to you may vary depending on your user permissions.

Insights on Demand with Robin’s Analytics AI Assistant [Early Access]

Admins already use Robin to make sense of their office data. Now, the Analytics AI assistant takes it further by giving you answers in seconds, no spreadsheet required.

Whether you're troubleshooting crowded anchor days or planning a move, the AI assistant acts like a workplace analyst on call 24/7. Just ask a question (like “Which rooms had the most cancellations in the past 30 days?”), and it delivers a formatted, filtered response ready to share or act on.

Here’s what you can do:

• Uncover usage trends across buildings, spaces, and teams
• Surface problems like ghost meetings or no-show bookings
• Go from “I think” to “I know” in less time, with less guesswork

Availability: Early access for Advanced Analytics customers. Not using Advanced Analytics? Reach out to your CSM to learn more. 

More on the Analytics AI Assistant here.

Reserve Parking Spots and Lockers With Ease [Early Access]

Robin now supports reservable parking spots and lockers, giving employees access to more of the resources they need, and admins more control over how they’re managed.

This update includes:

• Support for parking lots, garages, and lockers as bookable resources
• Policies to limit one desk and one parking spot per person, per day
• Overlapping booking controls for better space management
• Grouping, sub-categories, and updated UI to help users find what’s available
• Support for booking via mobile and the new interactive map (map beta required)

Availability: Reach out to your CSM to gain early access.

What Else is New

Smarter Meeting Services, in Robin and Outlook

Whether you’re working in Robin or directly in Outlook, managing meeting logistics just got easier.

New in Outlook: Robin’s updated Outlook add-in helps simplify room coordination without leaving your calendar.

• Attendees can now propose space changes directly in Outlook. This makes it easier to coordinate shifts for large or complex meetings
• See space responses at a glance. Busy, Accepted, Declined, and more now appear right on the room card, so there's no need to hover or guess

New in Robin: We’ve also made it easier to manage meeting services in Robin.

• Attach files and auto-generate PDFs for meeting requests—perfect for sharing orders or creating quick invoices
• Export individual service tickets to send directly to vendors, even if they don’t use Robin

From initial scheduling to setup and support, Robin gives you the tools to coordinate every meeting, wherever you work.

Availability: Available now for all customers.

A Fresh Experience for Robin’s Analytics

We’ve refreshed the Robin analytics experience to make it easier for every customer to find and act on the data that matters most. You’ll now see new dashboards like Desk Insights, Space Insights, and Executive Insights, along with a cleaner layout that makes navigation faster and more intuitive.

We’ve also consolidated some dashboards to reduce duplication and updated the interface for a more focused experience. While things may look a little different, nearly all of your existing data is still right where you need it.

Click here to review the updates.

Need more flexibility?

Advanced Analytics gives you access to:

• Custom reports tailored to your workplace questions
• Unlimited historical data (compared to the 90-day standard)
• Drill-down functionality to move from trends to specifics in seconds
• Scheduled reports and smart alerts for leadership
• Integration with your existing systems through the Analytics API

Reach out to your CSM to see what’s possible with Advanced Analytics.

New Access Control Integration: Genea

You can now integrate Genea with Robin to make check-ins even easier. When employees swipe their badge at a Genea-controlled door, they’ll be automatically checked into Robin.

It’s a simple way to improve data accuracy and reduce manual check-ins, all while keeping your workplace secure and efficient.

Export and Share Move Information

Admins can now export drafted assignment changes from Scenario Planning to simplify coordination with movers and facilities teams. The CSV export includes everything they need—who’s moving, from where, and to where—even if they don’t use Robin.

Exports are delivered in a clean CSV format that will include Building, Floor, Employee name,  Previous desk, and New desk.

Updated Permissions Page for Easier Navigation

The Permissions page now uses a cleaner, tabular format, making it easier to scan and find exactly what you're looking for. No more digging, just quick, organized access to permission settings.

On-Site Check-In Behavior Now Matches Intent

Now, when someone checks in on-site—like with a badge swipe—they’ll be checked into their desk even if it’s before the remote check-in window. This update ensures early arrivals are recorded properly while still preventing remote check-ins from home.

Better Attendance Tracking Starts With “Who’s In”

We’re improving how attendance is displayed across Robin, starting with updates to the Who’s In view on the home screen. Instead of a basic checked-in status, you’ll now see:

• Confirmed on-site check-ins via badge or Wi-Fi
• Remote check-ins where presence is unverified
• Scheduled status for anyone expected in but not yet checked in

The updated column is live for all users, with more enhancements coming soon, including a revamped Roster page.

Personal Calendar Health (in-app)

If your personal calendar integration isn’t working, you’ll see a banner in Robin with a quick link to troubleshoot or reconnect in settings.

Space Calendar Health (email)

Admins with the places:manage permission are notified when a meeting room or space calendar becomes unhealthy, so issues can be resolved proactively. Criteria for receiving this notification:

• Subscription attempts has failed 2+ times
• Has not synced in over 24 hours
• No sync data created over 24 hours from the creation date

Auto-disabling after 90 days

• If we detect an org has an unhealthy calendar that has not synced for 30 days and the space has not been updated in 10 days, we will automatically disable it. A separate email will be sent out to notify admins of this change.
• As unhealthy calendars become disabled, unhealthy calendar notifications will stop being sent.  

Intro

The Microsoft Outlook Add-In provides easy access to Robin where people already get work done. The Add-In works alongside the Outlook calendar for convenient room and desk bookings. 

Add rooms to meetings

The Add-In will suggest the best-suited spaces based on the location, meeting criteria, and the user’s recent and frequent room reservations. 

Add a meeting service request 

You can submit a meeting service request, such as catering, to be completed at the time of your meeting. Service providers will receive the request via email and coordinate accordingly. Admins, learn how to set up meeting services here. 

Book desks for the same day as in-office meetings

The Add-In provides users with desk recommendations for quick and easy desk bookings right from the Add-In.  Users can view, cancel, and end desk reservations directly from the Add-In.

Installing the Add-In

Robin's Outlook Add-In is available on Microsoft AppSource. Once installed by an administrator, it will appear as an option in both Outlook's desktop and web app Add-In menus for users to access.

For Exchange customers:

Exchange 2016 or higher allows admins to configure Office Add-Ins like Robin via a manual install. If you've never installed an Add-In for your on-premise environment before, you may need to adjust your configuration to allow store installs. Microsoft's "Install or remove Add-Ins for Outlook for your organization" guide shows you how to do this using the manifest file below.

Managing user access to the Add-In

By default, all users on your Outlook account have access to Outlook Add-Ins. However, if administrators have enabled more specific permissions, Add-Ins may only be available to individual groups. It's important to note that apps like Robin cannot manage these permissions for you. If you want only certain users to access Robin's Add-In (or any other Add-Ins), an admin will need to adjust user permissions within Outlook accordingly.

Things to know about the Robin Add-In before introducing it to employees

• Make sure user consent is enabled on the organizational level. 

• If employees are instructed to log in using SSO, make sure users have the "Enable pop-ups" setting ON for their web browser. 

• The Robin Add-In requires a minimum of API version 1.1 (Exchange 2013+ On-premise)

• Outlook Add-Ins can support recurring events for customers running Outlook API 1.7+.

• Outlook Add-Ins support delegate booking for customers running Outlook API version 1.8 + and above. Check Microsoft's guide to see if your Outlook version qualifies. 

• For the best user experience, set up amenities and capacity for each space.  

Room booking tips

• Robin simply syncs events from your Outlook calendar to the Robin dashboard, room displays, & mobile app, relying on your native calendar rules to recognize conflict.

• When users book through the Robin dashboard or mobile app they're booking events on behalf of the booking user, unless personal booking settings are configured.

• When users book events in the Outlook calendar they're booking through their own account. Events booked through the Add-In have the same behavior as booking via Outlook Calendar. For users to book via the Add-In, they need to have the correct permissions to book events on the resource calendars.

• When creating a meeting in Outlook, users can also add meeting services or visitors, directly in Outlook. 

This message is typically related to a syncing issue with your personal calendar integration. This is usually a quick fix by disconnecting and reconnecting your personal calendar integration. To do this, follow the steps outlined below. 

First, disconnect your calendar integration:

1. In the web dashboard, navigate to your user profile in the top right corner. 

2. Click User Settings.

3. Click Integrations in the left panel.

4. Depending on which calendar system you use, click Manage next to either Google or Microsoft 365.

   
5. Click Remove at the bottom of the page.
6. Robin will ask you if you're sure you want to remove your account, click Ok. 

If you are using Microsoft, you will also want to disconnect your Teams integration:

1. Select Manage next to Teams
2. Scroll to the bottom of the page and select Remove
3. The integration will be removed.

Now, connect your calendar integration again:

1. From the integration page, click Connect next to your calendar system.
2. Click Connect again.
3. Follow the Oauth verification steps.
4. If you are using Microsoft, also reconnect your Teams integration by selecting Connect next to Teams
5. Now, try booking a room again. 
6. If you're still having trouble, try:
   1. Logging out of Robin and back in. 
   2. Clearing your web browser's cache.
7. No luck? Use the chat bubble in the bottom right corner of the Robin screen to reach out to our customer support team. They are happy to help! Pro tip: Include a screenshot of the error message you're hitting. 

Looking to jump-start your Robin journey?  You've come to the right place! This quick start guide will help you learn all the basics to get going.

1. Join your organization & set your user preferences

You can join your company's Robin account in one of two ways: by email invitation or single sign-on using your work email address.

By email invitation

If you've received an email invitation to join Robin, click the link inside the email to get started.

Keep in mind that each invitation is unique, usable once, and can only be accepted by the email to which it was sent. The invite link expires after 2 weeks. 

1. Click the link in your email invitation. This opens a login screen. 

2. Enter your name and create a password. 

3. Accept the privacy terms and select Continue. 

4. Opt in or out of Robin announcements and update emails. 

5. Select the office and floor you work on most often, and Robin will default to this when booking resources. Click Save. 

6. Welcome to the Robin web dashboard! Follow the prompt to select the homepage that best suits your needs: either the office map or the Schedule page. 

Single Sign-On (SSO) with your work email address

If your Robin administrator has enabled single sign-on, you may sign in using your existing credentials for either Google, Microsoft 365, or SAML.

1. Open your web browser and go to https://dashboard.robinpowered.com/login

2. Enter your work email, then select your desired single sign-on method and use those credentials to log in and complete the OAuth workflow.  

2. Set more user preferences 

Open your user profile in the top right corner of the web dashboard > user settings > scroll down to the "Workplace preferences" section.

• Select the day of the week you want your schedule to start on and indicate whether it includes weekends. 

Add a default work schedule and let Robin book desks for you 

• If you have the same schedule each week, select "Remote" or "In office" for each day of the week. This is your default schedule that Robin will use to streamline your experience. 

• If you set up a default schedule & preferred office location, the Automatic Desk booking feature is perfect for you. This feature allows Robin to book desks for you based on your past preferences, default schedule, and preferred office. You can turn this feature ON/OFF here. 

3. Download the mobile app

Robin has a free mobile app for iOS and Android phones. Scan the QR code with your phone or follow the links below.  If your organization is part of the early access program, you'll use a different mobile app found here. 

• Download from iOS App Store
• Download from the Play Store

Then, follow the steps to log in to the mobile app for the first time. 

4. Book your first desk

Jump right in and try booking your first desk using the mobile app! 

Mobile app:

1. Open the mobile app 

Open the mobile app and tap Book a desk at the top of the home screen. Or tap the + button at the bottom of the home screen, then tap Book a desk from the menu. 

2. You're now on an interactive map that allows you to easily view available desks.

A. If you need to change floors, buildings, dates, and times, use the drop-down options at the top. 

B. To book a desk for multiple days tap the calendar icon & toggle on the "Book multiple days" option. Then tap the dates you need a desk for. 

3. Tap a green desk on the map to view more information and reserve it.

4. Tap Reserve to book the desk. You can invite co-workers to join you in the office by tapping Share, then select the app of your choice to send your reservation link to a teammate (e.g., Slack).

5. Book your first meeting room 

On mobile

1. Open the mobile app and tap the + button at the bottom of the home screen > tap Book a space.  Or tap the Office tab. 

2. Now you're on the interactive map, set your room search criteria using the menus at the top. 

• Use the filter icon in the top right corner to find the best-fit room for your meeting. For example, if your meeting requires any special equipment, such as a whiteboard, you can add an amenities filter to focus on rooms that have a whiteboard. 

3. Tap a space on the map to book it . 

4. Tap Book or New event & fill out your event details. Then tap Create to complete your booking. 

On the web dashboard

From the office search page, click Find a space and select your meeting details and criteria. For a deeper dive into event bookings, head this way!

Now that you know how to book a desk and a space, let's take a quick look at how easy it is to plan your week.  

6. Plan your workweek

Robin's Schedule tab in the web dashboard and mobile app are interactive schedules that make it easy to plan the optimal days for in-office work. This is where you can:  

• Book a desk if you need one.

• Update your work status to let others know when you'll be in the office without having to book a desk. 

• View a list of everyone who's planning to be in the office and where they'll be sitting, so you can book near your team. Click "View all" to expand the list. 

• Join social events with office activities. 

• Stay up to speed with office announcements.

• Update any changes to your plans.

If you have a hybrid work schedule, check out the How to plan your work week & see who's in guide!

7. Learn how to view your desk reservations 

You can see a list of all your desk reservations under your user profile on the mobile app and web dashboard. 

On mobile:

On the web dashboard:

8. Learn how to view your meeting schedule

On mobile

The mobile home screen highlights your upcoming meetings for that day. For an expanded view of your schedule, tap the calendar icon in the top-right corner. Tap the event to open the module where you can:

- See meeting details

- RSVP

- Edit the event if you're the organizer   

On the web dashboard 

On the web dashboard, use the Schedule page > Workweek tab >  to view your schedule each day, including upcoming meetings.

• Select View reservations to open an expanded view and click the meeting title link to view the event details. 

Schedule page > My meetings tab > provides a focused view of all your scheduled meetings events.  

Office policies to have on the radar 

Note, that every organization is set up differently and implements different office policies.

Does your office require desk and/or meeting room check-ins? Not to worry, it's super simple! 

• • • How to check your desk booking
    • How to confirm your meetings 

Office search tips 

• Desk status colors to help you find a desk quickly:

  • Green = Available 

  • Dark grey = Occupied; click to see who is occupying it. 

  • Grey Slash (/) = An administrator made the desk unavailable for use. Reach out to your office admin to learn more. 

• User permissions: You can view all spaces and desks on the map, but only the resources for which you have permission to book (and are available) will display as “green” and be available for reservation.

• Office access: Robin will notify you of the days you have and don't have permission to use the office. You'll notice the "book desk" button is not emphasized, and the desks appear faded on days you don't have access. 

• Office hours: Your office may restrict reservations to working hours only, and we will notify you when you attempt to book outside of these hours.   

Robin has free mobile apps for iOS and Android phones. Scan the QR code with your phone or follow the links below.

• Download from iOS App Store

• Download from the Play Store

They work best when connected to wifi or cellular data, and are running updated operating systems. This means iOS 12+ and Android 5+ on a supported device.

Find a room for your meetings and events using the interactive map on the Office page that reflects availability in real-time, or add a space to an upcoming meeting from your workweek Schedule. 

Office map

Follow the steps outlined below according to the map you're using to book a room.

Meeting Rooms tab

The Meeting Rooms tab is a schedule view of all the spaces in your office for the selected floor and date.

1. Select an open spot on a room's schedule to create a new event.

2. Add the event details using the event composer module on the right. 

3. Click Save to create your event and book the room. 

Overview

If you have the same schedule each week, then the Automatic Desk Booking feature is perfect for you. This feature allows Robin to book desks for you based on your past preferences, default schedule, and preferred office.

How it works

After you opt-in, each day, desks are booked in a random order for people within the organization using the automatic desk booking feature. Desks will be booked out for you based on the Advanced Booking Threshold for your preferred location or up to a max of 31 days from today's date.

• Example: If your building's Advanced Booking Threshold is 14 days, desks will be booked for you up to 14 days out. If the Threshold is 3 months, desks will be booked for you up to 31 days out from today.

For Robin to smartly book desks for you, the following must be true:

✅ The Automatic Desk Booking feature is enabled for your preferred office location (by an admin).

✅ The Automatic Desk Booking feature is turned on under your user preferences.

✅ You have a default work schedule set (remote/in-office status).

✅ You've booked a desk in the last 90 days. 

✅ The Require Desk Booking setting is NOT enabled for your organization (by an admin).

How to turn the feature on 

You can turn the feature ON/OFF from your user profile settings or settings preferences on the Workweek view. 

User profile settings:

1. In the web dashboard, click the profile icon in the top right corner > User settings. 
2. Select the Default Location & schedule tab on the left.
3. Toggle on/off the Automatic desk booking setting.
4. If you haven't already, remember to set up your default work schedule. 

Workweek preference settings:

1. Open the web dashboard and navigate to the Schedule page if it's not your default homepage.  

2. Select your preferred office located in the top left corner.

3. Click the Work status drop-down.

4. Click Edit default schedule.

5. In the pop-out module, toggle on the Automatic desk booking setting.
6. If you haven't already, set up your default work schedule.  
7. Click Save. 

Cancelling automatically booked desks

If you cancel a desk reservation made for you automatically, Robin will not rebook this desk. You can always manually book a desk for yourself for that day. Auto-booked desks are canceled the same way you cancel manually booked desks. One way to do this is from your user profile:

1. Navigate to your User profile in the top right corner.

2. Click Cancel (all) automatic bookings button or click the action button next to the reservation you want to cancel.  

3. Click Cancel reservation(s). When you cancel your desk reservation(s), Robin will update your status to "Remote" unless you uncheck the box.  

• FAQ:

•  

• Q: What if I'm changing desks?

  A. If you've recently switched desks and want the automatic desk booking algorithm to learn your new preference, we recommend booking your new desk frequently for 1-2 weeks. This will give the system enough data to assign a higher "frequency" score to your new desk.

  Once you've consistently booked your new desk for this period, you can turn the automatic desk booking feature back on. The algorithm will then prioritize suggesting your new desk based on your recent booking history.

  Q: What if I book the same desk multiple times in one day?

  A: For the purpose of calculating your "frequency" score, multiple bookings for the same desk within a single day will only count as one booking.

  Q: What if a desk is unavailable or I don't have permission to book it?

  A: If a desk is unavailable for your requested time and duration, or if you don't have permission to book it, the system will assign a negative score to that desk for you, ensuring it won't be recommended.

You can make changes to your desk reservations using the web dashboard and mobile app. There are different edit options for hot and hotel desk reservations, which are outlined below. 

Single-day (hot desk) reservations

• You can edit the date, time, duration, and location.
• You can make edits from:
  • Schedule page: Web dashboard & mobile app
  • Office page: Web dashboard & mobile app
  • User profile page: Web dashboard & mobile app  
• If your office uses QR codes for desks, you can scan a QR code on a desk to swap your desk, too. Follow this guide to learn more about changing desks using QR codes. 

Multiple-day reservations (hotel desk)

• You can only edit the dates of the hotel reservation.
  • If you need to change the time & location, cancel the entire reservation and rebook it. 
• You can make edits from:
  • Office page: web dashboard
  • User profile page: Web dashboard & mobile app   

• On the mobile app, you can only cancel the selected day from the hotel reservation. 

Web dashboard

Schedule page: how to edit a single-day reservation 

You cannot edit a multiple-day reservation using the Schedule page. 

1. Open the web dashboard (click the Schedule tab if it's not your home screen)
2. Locate the reservation on your Schedule.
3. Click the reservation to open it.
4. Next to the reservation details, click the 3 dots to open the action menu. 
5. Click Edit reservation. This opens the office map. 

3. Use the fields at the top to change the time, date, or duration.

4. Click Update reservation. 

Office page: how to edit single-day & multiple-day reservations

1. Navigate to the Office tab and locate your desk on the map. Look for a red "Your desk" marker.
2. Click on your desk to open the reservation.
3. Click More... 
4. Depending on the type of reservation, click Edit or Change dates from the menu. (The image below is for a single-day reservation)
   •  
5. To edit a single-day reservation, use the fields at the top to change the date, time, or floor. Click Update reservation to save changes. 
   • 
6. To change the dates of a multiple-day reservation, use the calendar popup to add or remove dates. (To cancel the reservation, remove all the dates.) Click Save.

User profile: edit single & multiple-day reservations

1. Open the web dashboard.
2. Click your profile in the top right corner.
3. Locate the reservation under Desks. 
4. Click the 3-action dot menu next to the reservation. 
5. Click Edit reservation or change dates (for multiple-day reservations). 
6. Editing a single-day reservation:
   1. Use the fields at the top of the office map to make changes to your reservation. Click Update reservation. 
   2. Then, let Robin know if you're still coming into the office or if you need to cancel all of your in-office plans.
7. Changing the dates of a multiple-day reservation:
   1. Use the calendar popup to select different dates. Click Save. 
   2. If you need to cancel a reservation that's for multiple days, go to your user profile and cancel the entire reservation.

Mobile app

1. Locate your reservation on your schedule or under your user profile.
2. Tap the three dots next to it to open the action menu. 
3. Now, there are different modification options based on the type of reservation you have:
   • Single-day (hot desk) reservation:  You can edit or cancel the reservation. To edit, use the fields at the top of the map to change the date/time. Or cancel the reservation. 
   • Multiple-day reservation (hotel desk): If the reservation is part of a multiple-day reservation, you can only cancel (remove) that reservation date from the hotel reservation; you cannot change the time. 

FAQ

Q: Can users with desk delegation permission edit someone's reservation on their behalf?

A: Not today.

Q: Can I edit my own desk reservation if an office admin (or a user with desk delegation) made the original desk reservation for me?

A: Yes. 

Overview

With Robin, booking a desk at the office is easy, with access to real-time schedules and availability. You can book a desk when planning your hybrid workweek on the Schedule page, or you can jump to the Office page for a live view of your workplace. 

Booking a desk from the Schedule page

1. Click Book a desk on the Schedule page under the Workweek tab. If you'd like to book for multiple days, select Book a desk for each day you'd like to book.

Robin might ask you to select the office location you want to join if you haven't set your office building preference yet. 

2. Use the interactive map to find a desk to book. Adjust the reservation time using the time pickers at the top of the map.

• The start/end times respect your office's work hours.
• If your office supports hotel desks, then you can select more than one day at a time in the weekly calendar modal.

3. Click on a desk for more information.

4. Click Book. 

Booking a desk from the Office page 

Booking a desk at the office is easy, with access to real-time schedules and availability. Follow the steps outlined below according to the map you're using.

Follow the steps outlined below to learn how to book a desk using the new map. 

1. In the web dashboard, navigate to the Office tab.
2. If you need a desk with specific equipment, select Desks in the top left corner to open the amenities filter.
3. Click the building and/or floor fields if you need a desk in a different office or on a different floor.   
4. Click the date field to open the booking calendar. 
5. Select the day(s) you need a desk. 
   • The start/end times respect your office's work hours.
   • If your office supports hoteled desks use the tabs at the top of the calendar to switch to a multi-day or range-of-days booking calendar. 
     
6. Next, click the time field to select when you need a desk. You’ll notice the map updates based on your booking needs. 

7. Click on a green desk on the map to see more details. 

   Click a neighborhood label on the map to zoom in on a work area to better understand the location of the desk.

8. Use the menu on the right to finalize your desk reservation details.

   

9. Click Book to complete your desk reservation.   

If you're booking a desk for someone, select Book for and enter the person's name. (Requires desk delegation permission)

Office search tips to keep in mind:

• Desk status colors:
  • Green = Available 
  • Dark grey = Occupied; click to see who is occupying it. 
  • Grey Slash (/) = An administrator made the desk unavailable for use.
• User permissions: You can see all spaces/desks from the map, but only the resources you have permission to book (and are available) will show as “green” and available to reserve.
• Office access: We'll call out the days you do and don't have permission to use the office. You'll notice the "book desk" button is not emphasized and the desks appear faded on days you don't have access. 
• Office capacity: We call out the total number of desks available to book and when the office is at capacity and no longer accepting desk reservations for that day.  Note, this does not include assigned desks. 
• Office hours: Robin warns and may block you, depending on how your office is set up, if you're trying to reserve a desk or room outside of the set office hours. 
• Assigned desks: Assigned seats are automatically booked for 24 hours. This means you can't adjust the "reservation" time, like with hoteled or hot desk reservations.

Depending on your office setup, you can check in to your desk manually using Robin and everyday tools like email, Slack, and Microsoft Teams. Alternatively, your office might configure automatic check-ins via local methods such as office Wi-Fi or badge swipes.

Automatic check-ins 

Your office can configure automatic check-ins through the following methods:

• Office Wi-Fi: When you enter the office with the Robin app on your phone, or open Robin on the web dashboard or in Outlook and are connected to the office Wi-Fi, you are automatically checked in.
• Badge swipes: When you swipe your badge at access-controlled doors, you are automatically checked in.

If you don't have a desk but are in the office, Robin marks your status as "In office" and "Confirmed on-site." For more information, refer to Understanding "In Office" status and FAQs.

Manual and remote check-ins 

How manual & remote check-ins work:

Robin's desk check-in window varies based on whether your desk is a hot/hotel desk or assigned. If your office has enabled the Abandoned Desk Protection policy, you might lose your desk if you don't check in within this window.

• Hot or hotel desks: You can check in from the start of the remote check-in window until the end of your reservation. Your office administrator sets the remote check-in window. If your office has enabled the Abandoned Desk Protection policy, you might lose your booked desk if you don't check in within this window.
• Assigned desks: Check-ins for assigned desks are linked to your office's work hours and the confirmation window. For example, if your office opens at 8 AM and the remote check-in window is set to 4 hours, you can check in to your assigned desk starting at 4 AM.

Manual or remote check-in methods

There are multiple ways you can manually or remotely check in using the Robin app.

Web dashboard

You can check in directly from the Schedule (Workweek) or Office page. 

Schedule page:

Office page:

Under your user profile, you'll also find an option to manage your desk reservations and assignments, as well as select Check In.

Mobile app

To check in using the Robin mobile app:

1. Open the Robin mobile app.
2. On the Schedule tab (home screen), select Check in.

QR codes on desks 

We also have a guide that walks through how to use the QR codes & NFC stickers on your desks!

Slack & Teams check-ins 

If your office uses the Robin app for Slack or Microsoft Teams, you can receive timely desk notifications and check in or release your desk reservation directly from these platforms. Notifications appear similar to the following:

Check-ins via email

You can check in or release your desk reservation directly from an email notification.

1. Open the email notification on any device.
2. To check in, select Check in.
3. To release your desk, select Release desk. You do not need to log in to Robin to release your desk via email.

What if I no longer need my desk?

If you decide you no longer need your desk, you can: 

• Select I'm not coming in - this cancels your desk AND changes your status to "Remote".
• Select Cancel desk - this only cancels your desk. You'll still have an "in-office" status. 

Desk cancellation notes:

• For a single-day hot desk booking, the reservation is canceled, and the desk becomes available for others to use.
• For multi-day hotel desk bookings, the reservation is canceled for that specific day only, making it available for others to use on that day.
• For assigned desks, we'll mark that you're working remotely. You will still have your assigned desk, unless your organization allows you to release it. If you release your assigned desk (using your desk-sharing calendar), someone else can book it. 

⏰ You need to check in every day for assigned seats or change your status to "Remote." 

Does your office have an Abandoned Desk Protection policy?

(Applies to hot/hotel desks only)

When you book something in advance, there’s always a chance that plans will change and you may not end up needing what you booked.

• If your office policies include desk check-ins and abandoned desk protection, you'll need to check in to your desk sometime between the start of the confirmation window and the end of the abandoned desk threshold, or else it will be canceled.
  • Example A: A desk has check-ins and abandoned desk protection enabled, with a one-hour confirmation window and a two-hour abandoned desk threshold.
  • If you book a reservation for tomorrow starting at 9:00 am, you'll need to check in between 8:00 am (one hour before start) and 11:00 am (two hours after start) to keep your desk.
• We'll send you an email notification if your desk reservation is automatically canceled, which will look something like this:

Introduction

To help everyone stay informed about meeting schedules, Robin provides several ways to confirm, check in to, or delete meetings shortly before they start. In-app reminders and room display cues make this process easy.

Check-in Methods

From the web dashboard:

You can check in to a meeting using the Schedule page. Locate your meeting on one of the schedule views, Workweek, My Meetings, or Meeting Rooms and open the action menu to check in.

From the Room Display:

On the Mobile App:

1. Open the mobile app.
2. Tap the calendar icon in the top-right corner to find your upcoming events.
3. If you are within the event confirmation window, you can check in to confirm the event.

 Via Slack:

• You'll receive a reminder to confirm your event for that meeting space if:
  • You have the "Unconfirmed event" Slack notification setting turned on under your Robin user settings.
  • You're the meeting organizer.

Via Teams:

You’ll receive a notification for every upcoming event, but if you’re the organizer and the event is attached to a space, you’ll see an option to confirm.

Checking in via email 

You will receive an email reminder for any upcoming unconfirmed events if you have the "Unconfirmed event" email notification setting enabled under your user settings.

Users can select the language of their choice from our supported languages when using the mobile app or the web dashboard.

Admins can also select a language for each building they manage for their office displays (welcome displays, iOS room displays (Android support coming soon), status boards, & kiosks). 

Supported languages

• English

• French

• Canadian French

• German

• Spanish

• Japanese

How to set your language preference

You can set your preferred language under your user settings in the web dashboard and/or mobile app. Settings sync across applications. 

Web dashboard

1. Open your user profile (avatar) in the top right corner > select User settings.

2. Scroll to the Localization section. 

3. Select the language of your choice from the dropdown menu.

4. Select Save & reload. 

Mobile app

1. From the Pass tab, tap the settings icon in the top right corner.

2. Tap Language.

3. Tap the language of your choice from the menu.

4. Tap Save. 

How to set the language preference for your office 

Global & local admins can set the language of choice for their office displays (e.g., welcome displays, kiosks, & status boards) under the building details. 

1. Navigate to Manage > select an office building.

2. In the building details section at the top > select the Edit details button. 

3. Scroll to the Language section under Localization.

4. Select the language of your choice from the dropdown menu.  

5. Select Save changes.