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:
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Monday: You book a meeting for Wednesday at 10 AM and invite three people.
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Tuesday: Two people RSVP no.
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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.
Configuring meeting check-ins
First, a Robin admin needs to decide how far in advance employees can check-in by setting the confirmation window. The default confirmation window is 2 hours. Admins can customize the confirmation window for your organization by navigating to:
- Manage > Organization > Event Customizations.
- Set a window that works best for your team, with a setting ranging from 10 minutes to 12 hours.
Check-ins + abandoned meeting protection
If your office implements the abandoned meeting protection, it's important to note that two kinds of meetings don't require confirmations and will not automatically remove events from the room's schedule:
- 1
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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
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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.