You've set up your office in Robin, and now you have to let people know about it. Fortunately this is the fun part! We've put together an email template that we've found does a good job explaining the system to newcomers. Feel free to edit it to match your company's specifications.
Don't send without review
This resource aims to provide an outline for your email announcement and we've highlighted in red the pieces that probably need extra attention. Be sure to give it all a thorough read so that it fits your office environment.
This is best to send out a day or two before the system goes live:
Sample intro template
Subject: Introducing Robin: new room [and desk] scheduling software
This week we're rolling out Robin in the office. It's an easier way for everyone to find the office resource they need to fit the activity at hand, while avoiding conflicts. [You will also be able to see where you’ve been assigned a desk or see which flexible desks you can book on your own.]
- Conference rooms will now have tablets outside the door. They will show the day's schedule and make it easy to see which rooms are free. [There is also new interactive kiosks that you can use to search the office.]
- Robin syncs directly with our existing calendars, so you can still book the old way too if you'd like. You can use the browser extension to get better insight into which rooms are available when you need them and book directly from your calendar.
- There's also a scheduling website and (optional) mobile app to help you do this from your desk or on the go.
- [You will all receive personalized invitations to our company's account later today. Your invite will contain further instructions.]
If you have any questions, both [CHAMPION 2] and I are the best people to ask.
We recommend having at least two points of contact so your colleagues have an easier time getting their questions answered early on. That way you can make sure your own schedule isn't completely taken over during your first week on the system.
Just rolling out Desks?
If you’re introducing desks to your office, there’s a few extra messaging tips we recommend.
Who can book what?
- In Robin, you’ll find [assigned and/or flexible seats] at [available locations].
- [Hotel desk section] is ideal for anyone traveling between offices and can be booked for multiple days and in advance.
- [Hot desk section] is available to be booked on a daily basis only.
How can people book?
- We’re rolling out a few different tools to help you manage your desk booking—here are a few links to get you started:
Note assigned seating procedures
- To request new employee seat assignments or rearrange current seating plans, please contact [CHAMPION 1 OR 2]
Note flexible desk policy
Using Abandoned Meeting Protection?
Offices using Abandoned Meeting Protection may want to share the snippet below so employees aren't caught by surprise.
To enforce punctuality and ensure rooms aren't sitting empty while booked, the display will cancel the room reservation if no one presses the "Check in" button within 10 minutes of the meeting start time.
- The display background is yellow when a room is booked and no one has checked in yet. Tapping "Check in" from the display or mobile app will confirm that the space is in use, and the display changes to red.
- Download their mobile app so you can check-in on-the-go and get reminders before your meeting is cancelled.
- Calendar cleanup is essential and Robin will automatically remove these abandoned meetings; freeing up space for everyone else.
Use your dedicated login page
We also recommend you link newcomers to your dedicated login page, which each organization gets by default. This will show only the login options you've set up. Your colleagues will still be able to look up the page by username (e.g. "your-company"), but it's helpful to save a step when introducing. You can find a link to your organization's dedicated login page via Settings > Members.
Optional: Allow self-signup with single sign-on (SSO)
If you have enabled Single Sign On through Google or SAML provider, your coworkers will not need to wait for a manual invitation. You can instead link to your organization custom login page and instruct them to sign in using their company account, which will add them to the organization automatically.