How automatic desk check-ins work with office Wi-Fi

Automatic desk check-ins with office Wi-Fi check users in without a button or a sticker scan. When users on the office Wi-Fi open Robin in the (original) mobile app, web dashboard, or Outlook Add-In, Robin checks them in to their reservation or creates an in-office visit status for them.

How it works

1. An admin links 1 or more public IP addresses to a building in Robin. This is the address the outside internet sees when you are connected to the building’s Wi-Fi.

2. A user’s device connects to the Wi-Fi.
3. The Robin app contacts Robin's servers over the internet.
4. Robin checks if that incoming IP address matches one of the buildings the admins added. If it does, Robin:
   • Looks for unconfirmed desk reservations in that building that are within the check-in window and start no more than 4 hours from now.
   • Confirms those reservations and updates their attendance status to "Checked in or confirmed on-site".
   • Sends a push notification to tell the user they are checked in to their desk reservation (if they have one).
   • Creates a visit for the user if they have no desk reservation, and shows them as "In office".
     • Their attendance status changes to "Confirmed on-site."

FAQ

How long does it take for an automatic check-in to happen?

Robin can check you in within a few minutes, or it can take up to an hour. Robin checks your presence on a timer, and the timer frequency is unpredictable.

Should I still scan the sticker on my desk?

Yes, scan it if you remember. The automated check-in helps people who often forget to check in.

Why do I only get checked in when I wake up my phone or open the app?

Phones often delay background work until a good time, to save battery. When you use the phone, and the Robin app in particular, the phone does that background work and contacts Robin's servers. If you had not touched your phone, Robin probably would have checked you in a little later.

Why didn't I get checked in automatically?

Give the servers enough time (at least an hour) to communicate. If you wait for hours, or you lose your desk to Abandoned desk protection, something is wrong. Check these things, from most likely to least likely:

• Connect your device to the office Wi-Fi.

• Make sure your battery is not low and your device is not in a battery-saver mode.

• Make sure you are logged in to the correct organization in the Robin app.

• In the mobile app, make sure the Robin app is up to date, both in the App Store and under Settings > Check for updates in the app.

• In the mobile app:

  • iOS: Make sure Background App Refresh is on for the Robin app (on by default).

  • Android: See Don’t kill my app! to check if your phone maker stops apps in the background.

• Check-ins usually work better if you do not swipe the app away to close it, though Robin should still work if you do.

• On a mobile device, make sure push notifications are on for the Robin app (on by default for Android).

• Make sure you opted in to desk check-in reminders in the Robin app (on by default).

• Check that you get the push notifications that remind you to check in to your desk. You get one about 30 minutes before Abandoned Desk Protection takes effect. If you do not get them, uninstall and reinstall the mobile app.

• Make sure you do not use a VPN or proxy server on your phone.

• On the office Wi-Fi, make sure your IP address matches the one the admin set up. See your phone’s IP address at https://ipecho.net/plain. IP addresses can change, but US business-class internet service usually gives a static IP address.

What are the requirements for the building's IP address?

The building's IP address must meet these requirements:

• Use the IP address you get on the Wi-Fi at that location. To find it, connect to the Wi-Fi at the building and go to https://ipecho.net/plain. Admins should check with their IT team for other possible IP addresses, such as backup connections and ranges.

• The IP address should be publicly routable. Do not use private addresses such as 192.168.1.100 or 127.0.0.1.

• The IP address should be static. Business internet connections usually have static IP addresses. A dynamic IP address might work, but it can change. If it does, the admin must update it in Robin.

• The IP address should be one that employees cannot use from home, for example through a VPN on their phones. Otherwise, Robin checks them in automatically when they are not in the office.

• You can use CIDR ranges. The widest ranges Robin allows are /16 for IPv4 and /48 for IPv6. Robin sets this limit because larger ranges are likely a mistake. The limit can be changed.

• You can add up to 20 distinct ranges or IP addresses per building, for the same reason.

What if multiple buildings share the same IP?

Robin checks all matching buildings for desk reservations to check in. This is less precise: you can be in Building A and get checked in to your reservation in Building B.