Getting Started: Setting up your workplace

See our pricing page for the full list of available plans.  

First time setting up an office with Robin? You're in exactly the right place. Follow this checklist and you'll be up and running in no time.

Build & customize your office building

Before jumping in, do you have multiple office locations to set up and manage? Appoint dedicated Office Admins in Robin to delegate office location-specific tasks. [Enterprise only] 

  • [All plans] Add your building, then click the building name to view and edit building details (e.g. working hours, timezone, and address). 

  • [All plans] Add floors to your building and assign a map for each floor. If you haven't set up a map yet, reach out to your Customer Success Manager so we can help convert your floors for Robin! 

  • [All plans] Keep the office running smoothly and gain a better perspective of how it is being used with our scheduling policies and desk policies.

    • Pro tip: Turn on the abandoned meeting & desk protection policies. These allow desk & meeting space reservations to be automatically canceled if no one checks in by a certain time. This helps free up office resources for others to use and gives office managers a better understanding of office utilization. 

  • [Teams & Enterprise plans] Customize your organization with branding. 

  • [All plans] Add your own custom amenities options under Manage > Amenities so users can easily find exactly which rooms or desks are equipped with the tools they need.

  • [Enterprise only] Do you need to restrict who is allowed to sit where or have special roles for managers who can assign and reserve seats for others? Set up groups and permissions.

  • [All plans] Need a way to manage office visitors? Use our guest management feature found under the Visits tab in the web dashboard to pre-register guests, notify the host of guest arrival, and monitor visitors with the visit log.

  • [All plans]Share office updates, policies, & events with employees in real-time with our Workplace Announcement feature!

  • [Teams & Enterprise]Do you want to understand what drives employees to come into the office and how to make it a place folks go to do their best work? Or managing a new facility and curious how employees are liking it? Check out our Workplace Experience survey here! 

Create interactive office maps

[Available on all plans: Robin Starter plan is limited to 1 floor:1 map]

Connect your calendar system

[Available for all plans]
Robin supports Google and Outlook (Office 365/Exchange) calendars. Below are in-depth checklists for connecting each type of calendar system.

Add your room calendars

[Available for all plans]
Each space in Robin needs to be paired with a unique calendar resource in order for users to reserve the room and see it's availability from the office map. You can add room calendars using the Layout tool or by following the guides below. 

Set up user authentication and provisioning

Robin supports several methods of user authentication. By default, password logins are enabled to start.
  • [All plans] Invite all users at once with a csv file: Once you upload this, all users are sent an automatic invitation to join your Robin account.
  • [Teams & Enterprise] Enable SSO via Google or Office 365.
  • [Enterprise only] SCIM provisioning: Provisioning users via SCIM through either Okta, Azure, or OneLogin allows you to “silently” invite and remove users from Robin.

Choose how your users will interact with Robin  

Room and desk booking [All plans]
Desks only [All plans]
  • Scannable QR code or NFC tag: Local desk check-ins with stickers make it easy & convenient for employees to find a desk, book a desk, and check in to a desk at the office.
    • QR code & NFC stickers are available for purchase in the web dashboard (Manage > Stickers). 
  • Pro tip [Teams & Enterprise]: You can set up a health check survey to go out with every desk reservation before folks head into the office. Visit Manage > Integrations > Health Checkpoint.

Room booking only [All plans]

  • Deploy the Google or Outlook calendar plugin for employees to easily find the best fit spaces for meetings from the comfort of their own Google or Outlook calendar! 
  • Robin room display app
    • Allow you to book a space on the spot for those impromptu events that pop up. 

Notifications and office search [All plans]

  • Slack and Teams integrations-- You can search for open workspaces, get reminders to check in for your desk and room bookings, and get updates on who is planning to be in this week!

Launch!

Where to find help

We're here to help when you need it. Send us an email at support@robinpowered.com or click the chat button in the lower right corner of the web dashboard. Someone from our team will get back to you as soon as possible.

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