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.
This is best to send out a day or two before the system goes live:
Sample intro template
Subject: A new scheduling tool is incoming
This week we're rolling out Robin in the office. It's an easier way for everyone to schedule meeting rooms around the office, and avoid the collisions. You will find it much easier to find places to hold meetings.
- 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's a scheduling website and (optional) mobile app to help you do this from your desk.
- It works 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.
- 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.
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.
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.
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.