This quick start guide shows new users the basics of Robin: how to join your organization, book a desk and a meeting room, and plan your week.
1. Join your organization and set your user preferences
You can join your company's Robin account in 2 ways: by email invitation, or by single sign-on with your work email address.
By email invitation
If you got an email invitation to join Robin, start with the link in the email.
Each invitation is unique. Only the email address it was sent to can accept it, and only once. The invite link expires after 2 weeks.
- Select the link in your email invitation. A login screen opens.
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Enter your name and create a password.
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Accept the privacy terms and select Continue.
- Opt in to or out of Robin announcements and update emails.
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Select the office and floor you work on most often. Robin uses them as the default when you book resources. Select Save.
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You see the Robin web dashboard. You can explore your office and connect your calendar.
If you see an error message
Ask your internal office admin for an invitation to join your organization's Robin account.
Single Sign-On (SSO) with your work email address
If your Robin administrator turned on single sign-on, you can sign in with your existing Google, Microsoft 365 or SAML credentials.
- Open your web browser and go to https://dashboard.robinpowered.com/login.
- Enter your work email, then select your single sign-on method. Log in with those credentials and complete the OAuth workflow.
2. Set more user preferences
Open your user settings in the bottom left corner of the web dashboard (> user settings >) and scroll down to the "Workplace preferences" section. There you can:
- Select the day of the week your schedule starts on, and whether it includes weekends.
- Choose the homepage you see when you log in to Robin.
Add a default work schedule and let Robin book desks for you
If you have the same schedule each week, select schedule and scroll down. Select "Remote" or "In office" for each day of the week. Robin uses this default schedule to streamline your experience.
If you set up a default schedule & preferred office location, the Automatic Desk booking feature is a good fit for you. With it, Robin books desks for you based on your past preferences, default schedule and preferred office. You turn this feature ON or OFF here.
3. Download the mobile app
Robin has a free mobile app for iOS and Android phones.
Get the Robin mobile app
Scan the QR code with your phone's camera, or download the app from your app store.
Then follow the steps to log in to the mobile app for the first time.
4. Book your first desk
Book your first desk in the mobile app:
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Open the mobile app. Select Book at the top of the home screen, then select Book a desk from the menu.
- You see an interactive map that shows available desks.
- To change floors, buildings, dates and times, use the drop-down options at the top.
- To book a desk for multiple days, select the calendar icon and turn on the "Book multiple days" option. Then select the dates you need a desk for.
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Select a green desk on the map to see more information and reserve it.
- Select Reserve to book the desk.
To invite coworkers to join you in the office, select Share, then select the app you want (for example, Slack) to send your reservation link to a teammate.
5. Book your first meeting room
You can book a meeting room in the mobile app or on the web dashboard.
On mobile
- Open the mobile app. Select Book at the top of the home screen, then select Book a space from the menu, or tap the Map tab
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On the interactive map, set your room search criteria with the menus at the top. To find the best-fit room for your meeting, use the filter icon in the top right corner. For example, if your meeting needs a whiteboard, add an amenities filter to show rooms that have a whiteboard.
- Select a space on the map to book it.
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Select Book or New event and fill in your event details. Then select Create to complete your booking.
On the web dashboard
On the office search page, select Find a space and select your meeting details and criteria. For more on event bookings, see Book a room in the web dashboard.
6. Plan your workweek
The Robin Schedule tab in the web dashboard and mobile app is an interactive schedule. Use it to plan the best days for in-office work. On the Schedule tab, you can:
- Book a desk if you need one.
- Update your work status to tell others when you are in the office, without booking a desk.
- See a list of everyone who plans to be in the office and where they sit, so you can book near your team. Select "View all" to expand the list.
- Join social events with office activities.
- Keep up with office announcements.
- Update your plans when they change.
If you have a hybrid work schedule, see Plan your work week and see who's in.
7. View your desk reservations
You can see a list of all your desk reservations under your user profile in the mobile app and the web dashboard.
On mobile
On the web dashboard
8. View your meeting schedule
You can see your meetings in the mobile app and on the web dashboard.
On mobile
The mobile home screen shows your upcoming meetings for the day. For an expanded view of your schedule, select 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 are the organizer
On the web dashboard
On the web dashboard, go to the Schedule page > Workweek tab to see your schedule for each day, including upcoming meetings. Select View reservations to open an expanded view, and select the meeting title link to see the event details.
The Schedule page > My meetings tab gives a focused view of all your scheduled meetings.
Office check-in policies
Each organization is set up differently and uses different office policies.
If your office requires desk or meeting room check-ins, or both, see these articles:
Office search tips
These tips help you find a desk or space on the map.
Desk status colors
The desk color tells you its status:
- Green = Available
- Dark grey = Occupied. Select it to see who is occupying it.
- Grey Slash (/) = An administrator made the desk unavailable. Ask your office admin for more information.
Other things that affect booking
Your permissions and your office's rules also change what you can book:
- User permissions: you can see all spaces and desks on the map. Only the available resources you have permission to book show as "green", and only those can be reserved.
- Office access: Robin tells you on which days you have permission to use the office. On days you do not have access, the "book desk" button is not emphasized and the desks look faded.
- Office hours: your office can limit reservations to working hours. Robin notifies you when you try to book outside those hours.