Getting started: New users

Looking to jump-start your Robin journey?  You've come to the right place! This quick start guide will help you learn all the basics to get going.

1. Join your organization & set your user preferences

You can join your company's Robin account in one of two ways: by email invitation or single sign-on using your work email address.

By email invitation

If you've received an email invitation to join Robin, click the link inside the email to get started.

Keep in mind that each invitation is unique, usable once, and can only be accepted by the email to which it was sent. The invite link expires after 2 weeks. 

1. Click the link in your email invitation. This opens a login screen. 

2. Enter your name and create a password. 

3. Accept the privacy terms and select Continue. 

4. Opt in or out of Robin announcements and update emails. 

5. Select the office and floor you work on most often, and Robin will default to this when booking resources. Click Save. 

6. Welcome to the Robin web dashboard! Follow the prompt to select the homepage that best suits your needs: either the office map or the Schedule page. 

Single Sign-On (SSO) with your work email address

If your Robin administrator has enabled single sign-on, you may sign in using your existing credentials for either Google, Microsoft 365, or SAML.

1. Open your web browser and go to https://dashboard.robinpowered.com/login

2. Enter your work email, then select your desired single sign-on method and use those credentials to log in and complete the OAuth workflow.  

2. Set more user preferences 

Open your user profile in the top right corner of the web dashboard > user settings > scroll down to the "Workplace preferences" section.

• Select the day of the week you want your schedule to start on and indicate whether it includes weekends. 

Add a default work schedule and let Robin book desks for you 

• If you have the same schedule each week, select "Remote" or "In office" for each day of the week. This is your default schedule that Robin will use to streamline your experience. 

• If you set up a default schedule & preferred office location, the Automatic Desk booking feature is perfect for you. This feature allows Robin to book desks for you based on your past preferences, default schedule, and preferred office. You can turn this feature ON/OFF here. 

3. Download the mobile app

Robin has a free mobile app for iOS and Android phones. Scan the QR code with your phone or follow the links below.  If your organization is part of the early access program, you'll use a different mobile app found here. 

• Download from iOS App Store
• Download from the Play Store

Then, follow the steps to log in to the mobile app for the first time. 

 

4. Book your first desk

Jump right in and try booking your first desk using the mobile app! 

Mobile app:

1. Open the mobile app 

Open the mobile app and tap Book a desk at the top of the home screen. Or tap the + button at the bottom of the home screen, then tap Book a desk from the menu. 

2. You're now on an interactive map that allows you to easily view available desks.

A. If you need to change floors, buildings, dates, and times, use the drop-down options at the top. 

B. To book a desk for multiple days tap the calendar icon & toggle on the "Book multiple days" option. Then tap the dates you need a desk for. 

3. Tap a green desk on the map to view more information and reserve it.

4. Tap Reserve to book the desk. You can invite co-workers to join you in the office by tapping Share, then select the app of your choice to send your reservation link to a teammate (e.g., Slack).

5. Book your first meeting room 

On mobile

1. Open the mobile app and tap the + button at the bottom of the home screen > tap Book a space.  Or tap the Office tab. 

2. Now you're on the interactive map, set your room search criteria using the menus at the top. 

• Use the filter icon in the top right corner to find the best-fit room for your meeting. For example, if your meeting requires any special equipment, such as a whiteboard, you can add an amenities filter to focus on rooms that have a whiteboard. 

3. Tap a space on the map to book it . 

4. Tap Book or New event & fill out your event details. Then tap Create to complete your booking. 

 

On the web dashboard

From the office search page, click Find a space and select your meeting details and criteria. For a deeper dive into event bookings, head this way!

Now that you know how to book a desk and a space, let's take a quick look at how easy it is to plan your week.  

6. Plan your workweek

Robin's Schedule tab in the web dashboard and mobile app are interactive schedules that make it easy to plan the optimal days for in-office work. This is where you can:  

• Book a desk if you need one.

• Update your work status to let others know when you'll be in the office without having to book a desk. 

• View a list of everyone who's planning to be in the office and where they'll be sitting, so you can book near your team. Click "View all" to expand the list. 

• Join social events with office activities. 

• Stay up to speed with office announcements.

• Update any changes to your plans.

If you have a hybrid work schedule, check out the How to plan your work week & see who's in guide!

7. Learn how to view your desk reservations 

You can see a list of all your desk reservations under your user profile on the mobile app and web dashboard. 

On mobile:

On the web dashboard:

8. Learn how to view your meeting schedule

On mobile

The mobile home screen highlights your upcoming meetings for that day. For an expanded view of your schedule, tap the calendar icon in the top-right corner. Tap the event to open the module where you can:

- See meeting details

- RSVP

- Edit the event if you're the organizer   

On the web dashboard 

On the web dashboard, use the Schedule page > Workweek tab >  to view your schedule each day, including upcoming meetings.

• Select View reservations to open an expanded view and click the meeting title link to view the event details. 

Schedule page > My meetings tab > provides a focused view of all your scheduled meetings events.  

Office policies to have on the radar 

Note, that every organization is set up differently and implements different office policies.

Does your office require desk and/or meeting room check-ins? Not to worry, it's super simple! 

• • • How to check your desk booking
    • How to confirm your meetings 

Office search tips 

• Desk status colors to help you find a desk quickly:

  • Green = Available 

  • Dark grey = Occupied; click to see who is occupying it. 

  • Grey Slash (/) = An administrator made the desk unavailable for use. Reach out to your office admin to learn more. 

• User permissions: You can view all spaces and desks on the map, but only the resources for which you have permission to book (and are available) will display as “green” and be available for reservation.

• Office access: Robin will notify you of the days you have and don't have permission to use the office. You'll notice the "book desk" button is not emphasized, and the desks appear faded on days you don't have access. 

• Office hours: Your office may restrict reservations to working hours only, and we will notify you when you attempt to book outside of these hours.