Meeting check-ins and confirmations let people show that a booked meeting is still happening. A regular calendar system gives coworkers no good way to know if a booked meeting is real.
For example, look at the life of an average meeting:
- Monday: You book a meeting for Wednesday at 10 AM and invite 3 people.
- Tuesday: 2 people RSVP no.
- Wednesday: You forget to cancel the meeting, even though everyone has to reschedule. Your coworkers find out the hard way.
The meeting is still on the schedule, but your office needs to know if it is likely to happen. With Robin, you can check in to the meeting (or delete it) shortly before it starts. In-app reminders and room display cues help you do this.
Configuring meeting check-ins
First, a Robin admin sets the confirmation window. This decides how far in advance employees can check in. The default confirmation window is 2 hours. To change the confirmation window for your organization:
- Go to Manage > Organization > Event Customizations.
- Set a window that works for your team, from 10 minutes to 12 hours.
Check-ins + abandoned meeting protection
If your office uses abandoned meeting protection, 2 kinds of meetings do not need a confirmation. Robin does not remove these events from the room's schedule automatically:
- Meetings that are 8 hours or more (for example, all-day events). Nobody needs to arrive at midnight to confirm an all-day seminar.
- Meetings booked within your set confirmation window (by default, less than 2 hours in advance). This includes impromptu meetings on the room display. Robin confirms them automatically because they fall inside the confirmation window.
At the average organization on Robin, about 15% of all meetings fall into the second group. You can customize this confirmation period in scheduling settings.