If your office is a shared workplace, the other companies will need to complete a few extra steps. For this guide, we'll assume:
- Your company is the host. Typically this means you own or lease the building and set up Robin initially.
- You have at least one tenant company also occupying your space. (i.e. subletter)
- You have set up conference rooms with Robin using calendars on your company domain.
- Your tenants need a way to schedule those conference rooms without direct access to your company calendars.
Your meeting room calendars will act as the "primary" schedules. The easiest way to think about this with multiple companies is that it's like you're inviting that room to a meeting. If the room is free, it will attend.
From Robin's web and mobile dashboards tenants can book time in each room directly. Meeting organizers and attendees will receive a confirmation email with meeting details.
Invite your tenants to Robin
Follow these steps to invite your tenants to Robin.
Booking a room through Robin
Once in the dashboard, your tenants can schedule rooms using the event composer or update meetings they've already planned using Robin. Depending on the permissions you've given them, they may need to contact an office administrator for help deleting a meeting or making substantial changes.
Best practice for tenants
For multi-tenant environments, you may want to train your tenants to view Robin only as a way of reserving the space. Tenants will always have more control of their own calendars than your room calendars through Robin. Check out the Reservation Mode setting to prevent tenants from adding invitees to room reservations.
Booking a room outside of Robin
FYI: This section is for hosts running G Suite, which is most popular for coworking spaces. Office 365 organizations should refer to this article.
Any event booked to a room's calendar will sync back to Robin. If you give your tenants access to calendars directly, you will want to make sure they give your booking user edit permission. Otherwise Robin may not be able to modify meetings (i.e. ending early) when they are created.
Setting up calendar delegation
Here's a quick walkthrough for setting up calendar delegations in Google.
- From Google calendar, click on "Share this Calendar" next to your primary calendar. By default, this is the one that matches your email and is where all your event invitations get sent to.
- Under the "Share with specific people" section, add your team's booking account by email. Under the permissions dropdown, pick "Make changes and manage sharing".
- Now Robin will be able to automatically edit events on your behalf.
What about people who don't use Google?
Sharing editable Office 365 and Exchange calendars with external users directly is a bit trickier, and not possible in most configurations. If you have tenants that use a different calendar system, they should use Robin to schedule the block of time, and then create a duplicate calendar event in their internal system.