Meeting Confirmations & Check- Ins

How it works

With a regular calendar system, there isn't a great way to ask coworkers if a booked meeting is real or not. Confirmations are one way Robin helps schedules run smoothly by giving folks a way to indicate if a meeting is still happening. To understand how they work, let's look at the lifecycle of an average meeting:

  • Monday: You book a meeting for Wednesday at 10AM and invite three people.
  • Tuesday: Two people RSVP no.
  • Wednesday: You forget to cancel the meeting, even though everyone has to reschedule. Your coworkers find out the hard way.

In this case, even though a meeting is on the schedule it would help everyone in your office to understand if a meeting is likely to still happen. With Robin, you have an opportunity to confirm (or delete) the meeting shortly before it starts thanks to in-app reminders and room display cues.

confirmed_meeting_vs_unconfirmed__2_.png

The default confirmation window is 2 hours. You can customize the confirmation window for your organization under Manage > Organization > Event Customizations. Set a window that works best for your team, with a setting range from 10 minutes to 12 hours.

confirmation-window.png

 

"How can I confirm or check -in to my event?" 

Confirmations come from a few different places. Click the links below to learn more about each method:

 

Check in via dashboard

Like many things in the Robin dashboard, there is more than one way to check into your event

A. The calendar Icon

Select the calendar icon in the top ribbon, which is visible from any page within dashboard, to view upcoming events. Next to your event, you'll see a "Check-in" button when it's time to check into your event. 

check_in_cal_icon.png

B.  The schedule page

1. Navigate to the schedule tab. Select the view that works best for you; upcoming, day, week, month, or  workplace view.

schedule_view_tab.png

 

2. Locate & select your event to open the event details. 

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Or you may see something like this if you attempt to check in too far in advance. check_in_after.png

 

Check in via email notifications 

If you've enabled the "unconfirmed event" email notification setting under your user settings, you'll receive an email reminder for any upcoming unconfirmed events. It'll look something like this: 

check_in_email.png

 

Confirmations and abandoned meeting protection 

If you've enabled abandoned meeting protection, there are two kinds of meetings which do not require confirmations, and will not automatically remove your event from the room's schedule:
1
Meetings that are 8 hours or more (i.e. all day events), because showing up at midnight to confirm your all-day seminar is probably not a great experience.
2
Meetings booked (from Robin only!) within your set confirmation window (the default setting is less than two hours in advance), including impromptu meetings on the room display, will automatically confirm since they fall inside the confirmation window. The average organization on Robin will see about 15% of their total meetings fall into this category. You can customize this confirmation period via scheduling settings.
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