These answers cover common questions about assigned desks, for employees and admins.
Employee experience
These answers are for employees who have an assigned desk.
I'm assigned to a desk only on specific days of the week. Can I "share/release" my desk on those days?
Yes, only on those specific days.
Will I be notified when I'm assigned to a shared desk?
Yes. Robin sends you an email notification when you are assigned to a desk.
Can I see who else I share a desk with?
Yes, from the office map view.
I changed my work location status to "Remote," and I no longer see my assigned seat. Did I lose my assigned seat?
No, you did not lose your assigned seat. Robin does not show your assigned desk on your schedule for that day because you work remotely that day. This keeps your schedule clean.
Will I receive check-in email reminders for my assigned seat?
Yes, if you turned on the desk check-in reminder email notification in your user settings.
Admin experience
These answers are for admins and others who assign desks.
What's the difference between "desk sharing/releasing" and the "Assigned desk sharing" feature in the Assignment tool?
- "Desk sharing or releasing" lets users book an assigned desk on the days the assignee or a delegate shares it. Each share is an explicit one-off action.
- Shared assigned desks is a feature in the Assignment tool that lets multiple people share one assigned desk on a recurring schedule. For example, Karlo sits at the desk every Mon & Tue, and Jane sits at the desk every Thur & Fri. So an assigned desk is not all or nothing (Jane's desk and no one else's).
What is the maximum number of people I can assign to a desk?
You can assign up to 7 people to one desk.
Are admins the only ones who can assign desks to people?
No. User roles with the Assign & Delegation desk permissions can also assign users to desks.
Is there another way to assign desks, other than the office map view?
Yes. The Assignment Tool also helps you manage assigned desks, for example with bulk assignments. On the Map page, select the Edit Floor dropdown at the top right of the map > Assignments.
Can I assign desks in the mobile app?
No.
Can I assign a desk to a non-Robin user?
Yes. Admins, and user roles with Manage offices & maps permission, can assign desks to non-Robin users by email address.
Do desk assignments default to all day only, or can I customize assignments by time blocks?
Desk assignments are all-day only.
Which notifications do users get when they are assigned a shared desk?
Users get an email notification when they are assigned to a desk.
Can users see who else shares a desk with them?
Yes, from the office map view.
If a desk is hotel-shared and hotel desk check-ins are required, does the desk need a check-in on days it is not assigned and anyone can book it?
Yes.
Seat assignment drafts
These answers cover desk assignment drafts in the Assignment tool.
Can I make multiple drafts and switch between them?
Yes. You can create and manage multiple drafts to try different seating arrangements before you publish.
Can other users see the changes in my draft right away?
No. Draft changes stay private until you publish them. Only users with access to Share & View-Only Mode can see the draft before it goes live.
How do I publish a draft?
In the draft you want to publish, select the option to review & publish your draft. After you review your changes, publish the draft. Robin applies the changes to the live floor.
Can I revert to a previous layout?
No. Before you publish the new draft, copy your existing assignments so they are saved. If you do not like the new published draft, go back to “Manage draft” and publish the copied draft.
What happens to the live floor layout while I work on a draft?
The live floor layout does not change until you publish your draft. Changes in a draft stay in the draft and do not affect the live floor until you publish them.
Can I undo changes in a draft before I publish?
Yes, you can change the draft as much as you need. After you publish a draft, Robin applies the changes to the live floor. To change it again, create a new draft.
Is there a limit to the number of drafts I can create?
No. You can create as many drafts as you want and test multiple layouts at the same time. Review your drafts regularly to keep the workspace organized.
How can I see what I changed in a draft compared to the live layout?
Use the review option in the draft. It highlights all your changes against the live floor layout.
Can multiple admins work on the same draft?
Yes. Any admin who can modify assignments can see the drafts and change them.
Can I share a draft with someone outside my organization?
No. Share & View-Only Mode is for internal use only. You cannot share a draft outside your organization.
Can I archive drafts after they are published or no longer needed?
You can delete drafts you no longer use.
Will I get a notification when someone views a draft I shared with them?
No. Robin does not send notifications for shared views. Confirm the review with your colleagues directly.
Can I change a draft after I share it in View-Only Mode?
Yes. You can keep changing a draft after you share it. Shared viewers see the changes when they open the draft link.
Can a draft handle large changes, such as reassigning a whole department?
Yes. Drafts handle changes of any size, from one desk reassignment to a large department move or a full office reconfiguration.
Will employees get a notification if their assignments change after I publish the draft?
The “Review & Publish” window has an option to email changes to assignments. If you select it, Robin emails every employee whose assignments changed.
Reporting
These answers cover reports and emails for assigned desks.
Can I see a running list of my organization's shared assigned desks?
No.
If a desk is assigned to multiple people and hoteled on some days, is the reservation type hoteled-shared?
Yes. In the Robin dashboard, it shows as assigned on assigned days and as hoteled on free days.
Do assigned desk users get the health checkpoint email every day, or only on days they say they're "Coming in"?
Users get the health checkpoint email every day, whatever their work status is.
Do users get check-in emails if they have an assigned seat?
Yes, if they turned on the desk check-in reminder email notification in their user settings.