Employee experience
Q: I'm assigned to a desk only on specific days of the week. Can I "share/release" my desk on those particular days?
A: Yes, only on those specific days.
Q: Will I be notified when I'm assigned to a shared desk?
A: Yes, you'll receive an email notification when you're assigned to a desk.
Q: Can I see who else I share a desk with?
A: Yes, from the office map view.
Q: I changed my work location status to "Remote," and now I no longer see my assigned seat. Did I lose my assigned seat?
A: No, you didn't lose your assigned seat. We no longer display your assigned desk on your schedule for that day because now we know you're working remotely. This helps keep your schedule clean.
Q: Will I receive check-in email reminders for my assigned seat?
A: Yes, if you have the desk check-in reminder email notification turned on under your user settings.
Admin experience
Q: What's the difference between "desk sharing/releasing" and the "Assigned desk sharing" functionality in the Assignment tool?
- "Desk sharing or releasing" allows users to book an assigned desk on the day(s) it's been shared by the assignee or delegate. These are explicit one-off actions.
- Shared assigned desks is a feature in the Assignment tool that allows multiple people to share a single 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. In other words, this feature adds flexibility to assigned desks so they aren't all or nothing (it's Jane's desk and no one else's).
Q: What is the maximum number of people I can assign to a desk?
A: A total of 7 people can be assigned to a single desk.
Q: Are admins the only ones who can assign desks to people?
A: No, user roles with the Assign & Delegation desk permissions have the ability to assign users to desks.
Q: Aside from the office map view, is there another way to assign desks?
A: Yes, you can also use the Assignment Tool to help manage assigned desks, like bulk assignments. From the Office map page, click the Edit Floor dropdown in the top right corner of the map > Assignments.
Q: Can I assign desks using the mobile app?
A: No.
Q: Can I assign a non-Robin user a desk?
A: Yes, admins (or user roles with Manage offices & maps permission) can use an email address to assign desks to non-Robin users.
Q: Do desk assignments default to all day only, or can I customize assignments by time blocks?
A: Today, desk assignments are limited to all-day assignments.
Q: What types of notifications are available for users when they are assigned a shared desk?
A: Users will receive an email notification when they're assigned to a desk.
Q: Can users see who else shares a desk with them?
A: Yes, from the office map view.
Q: If a desk is hotel-shared, and hotel desk check-ins are required, does the desk require check-in on the days the desk is not assigned, and anyone can book it?
A: Yes.
Seat assignment drafts
Q: Can I make multiple drafts and switch between them?
A: Yes, you can create and manage multiple drafts, allowing you to try out different seating arrangements before publishing.
Q: Will the changes I make in a draft be visible to other users right away?
A: No, draft changes remain private until you publish them. Only users with access to Share & View-Only Mode will be able to see the draft before it goes live.
Q: How do I publish a draft once I’m ready?
A: From the draft that you want to publish, select the option to review & publish your draft, after you review your changes you are able to publish it, which will apply the changes to the live floor.
Q: Can I revert to a previous layout if needed?
A: Revert, no. You can copy existing assignments before you publish the new draft so you have your existing assignments saved. If you are not satisfied with the new published draft, you can always go back to “Manage draft” and publish previously copied draft.
Q: What happens to the live floor layout while I’m working on a draft?
A: The live floor layout remains unchanged until you publish your draft. Any changes made within a draft are isolated and will not impact the live floor until they are finalized.
Q: Can I undo changes within a draft before publishing?
A: Yes, you can make adjustments within the draft as much as needed. However, once a draft is published, changes are applied to the live floor, and you would need to create a new draft to modify it further.
Q: Are there any limitations to the number of drafts I can create?
A: There is no limit to the number of drafts you can create, allowing you to experiment with multiple layouts simultaneously. However, we recommend managing and reviewing drafts regularly to keep the workspace organized.
Q: How can I tell which changes I’ve made in a draft compared to the live layout?
A: Within the draft, there is review option and all of the changes are highlighted against the live floor layout, so you can easily see what adjustments you’re proposing.
Q: Can multiple admins collaborate on the same draft?
A: Yes, whichever admin has the ability to modify assignments will be able to see the drafts and make changes on them.
Q: What if I need to share a draft with someone outside my organization?
A: At the moment, Share & View-Only Mode is designed for internal use. Currently, there is no option to share it with anyone outside of your organization.
Q: Is there a way to archive drafts after they’re published or no longer needed?
A: You can delete drafts that are no longer in use.
Q: Will I receive a notification if someone views a draft I shared with them?
A: Notifications for shared views are not enabled at this time, so you will need to communicate directly with your colleagues to confirm their review.
Q: Can I make changes to a draft after I’ve shared it in View-Only Mode?
A: Yes, you can continue to make adjustments to a draft even after sharing it. Shared viewers will see the updated changes when they access the draft link.
Q: How does the draft feature handle large changes, such as reassigning an entire department?
A: The draft feature is designed to accommodate changes of all sizes, from single desk reassignments to large-scale departmental moves, allowing flexibility for both minor adjustments and full office reconfigurations.
Q: Will my employees get notified if their assignments have changed after I publish the draft?
A: There is an option in the “Review & Publish” modal where you can select email changes to assignments. Selecting that option will notify by email every employee whose assignments have changed.
Reporting
Q: Can I see a running list of my organization's shared assigned desks?
A: No, not today, but something we're exploring.
Q: If a desk is assigned to multiple people and hoteled on certain days, is the reservation type considered hoteled-shared?
A: Yes. Depending on the day, it will show as assigned on assigned days and it will show as hoteled on free days in the Robin dashboard.
Q: Do assigned desk users receive the health checkpoint email every day? Or only on days that they indicate they're "Coming in"?
A: Today, users receive the health checkpoint email every day, despite what their work status is set to. This is something we're looking to improve in the future.
Q: Do users receive check-in emails if they have an assigned seat?
A: Yes, as long as users have the desk check-in reminder email notification turned on under their user settings.