This article covers desk reservations, document acknowledgments and self-checkout for guests.
Book a desk for a guest
Global admins, owners and custom roles with delegation permission can reserve a desk for a guest from the office page using the guest's email. Keep these points in mind:
- If your office uses desk check-ins, note that visitors are not Robin members, so guests can't log in to Robin to complete desk check-ins. When you reserve or assign a desk with a visitor's email address, Robin does not automatically add their email in Robin as an actual Robin member.
- Robin has only an email address, so the guest's name does not show on the desk or in people searches.
- Guests cannot check in to their desk reservation. If your organization uses Abandon Desk Protection, have an admin check the guest in to their desk reservation, or turn off Abandon Desk Protection for desks that guests use. When a guest checks in at an arrival display, Robin will not check them in to their desk reservation.
Document acknowledgments
Guests acknowledge documents, or "accept terms", on an arrival display as part of the guest check-in. Pre-registered guests can also acknowledge agreements on their mobile device from the email they received.
- An agreement is required to complete the check-in.
- Guests can email themselves a copy of the document.
- Robin emails a copy of the document to the designated email address set in the document setup.
Arrival display
Mobile device experience (pre-registered guests only)
Pre-registered guests can open the guest portal on their personal devices (mobile phone, computer and so on) from the invite email they receive. There they can agree to required documents at any time before the visit.
Guest self-checkout
Guests check themselves out on the arrival display when they leave the office. As with check-in, the guest enters their email to find their visitor information. They then see a check-out button next to their name. The visitor log shows checkout timestamps.