Meeting confirmations & check-ins

With a regular calendar system, there isn't a great way to ask coworkers if a booked meeting is real or not. Meeting check-ins & 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 10 AM 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 check in (or delete) the meeting shortly before it starts, thanks to in-app reminders and room display cues.

How it works

First, a Robin admin needs to decide how far in advance employees can check-in 

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


How to check- into meetings

When it's time to check into your meeting you'll see a check-in button displayed in a variety of places.

Check-in via mobile app

From the mobile app home screen ( Pass tab), you'll see your upcoming meetings listed for that day.  Tap the meeting to open the event module, then tap Check-in. If you don't see the check-in option then it's too early to check in to your event.  Or you tap the calendar icon in the top right corner to find, open and check in to your event. 


Check-in via room display

Checking in via web dashboard

1. Navigate to the Schedule tab to pull up your event.


2. From the event details module, you'll see one of two things:

A. If you're within the confirmation window then you'll see the "Ready to check-in" action menu in the top right corner.


B. If it's too early to check-in then you'll see something like "Check-in after xx:xx". 



Checking in via email 

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: 


Checking in via Slack 

When you enable the "unconfirmed event" Slack notification setting under your user settings AND you're the organizer of the meeting, then you'll receive a reminder to confirm your event for that meeting space. 


Checking in via Teams

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


Check-ins + abandoned meeting protection

If your office implements the abandoned meeting protection it's important to note that there are two kinds of meetings that don't require confirmations, and will not automatically remove events from the room's schedule:


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.


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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