In a shared workplace, tenants who do not share the host company's domain book spaces directly through Robin. This article assumes:
- Your company is the host. Usually this means you own or lease the building and set up Robin first.
- You set up conference rooms in Robin with calendars on the host company domain.
- At least one tenant company also uses your space (for example, a subletter). The tenant needs a way to schedule those conference rooms without direct access to your host company calendars.
Your meeting room resource calendars act as the "primary" schedulers. With more than one company, think of it as the room inviting you to the meeting. If the room is free, the room creates the event and sends the invite. Meeting organizers and attendees receive a confirmation email with the meeting details.
In Robin's web and mobile dashboards, tenants book time in each room’s calendar directly. Tenant users book rooms in Robin without special access to your domain’s calendars.
As a best practice, users should edit and manage their events in the same place they booked them. For consistency, Robin recommends that users in multi-tenant offices book all their events through Robin.
Invite your tenants to Robin
Invite your tenants to Robin. For quick access to book through Robin, tenants should bookmark the Robin web dashboard at https://dashboard.robinpowered.com/login and download the mobile app.
Book a room through Robin
After they sign in to the Robin web dashboard or mobile app, your tenants schedule rooms with the event composer. They can also update meetings they already planned in Robin.
Best practice for tenants
In multi-tenant offices, you may want to train your tenants to view Robin only as a way of reserving the space. Most multi-tenant offices run into rate limits. Rate limits protect users and domains from risky behavior. They usually start when users create too many meetings and invite too many people outside their domain.
To avoid rate limits, you can use the Reservation Mode setting. It stops tenants from adding invitees to room reservations. Users create an event in Robin to reserve the space, then send a separate invite to guests and attendees.
Robin does not recommend the request-only meeting room approval feature for multi-tenant offices that use Microsoft 365.
Book a room outside Robin
This section is for hosts that use G Suite, the most popular choice for coworking spaces. Microsoft 365 organizations: see Share Microsoft 365 calendars outside your organization.
Every event booked on a room's calendar syncs back to Robin. If you give your tenants direct access to calendars, make sure they give your booking user edit permission. If they do not, Robin may not be able to change their meetings (for example, end them early).
Tenants who do not use Google
Sharing editable Microsoft 365 and Exchange calendars directly with external users is harder, and most configurations do not allow it. Tenants that use a different calendar system should schedule the block of time in Robin, then create a duplicate calendar event in their internal system.