Restricting calendar access to administrators

On the premiere plan? Check out the Meeting Approval feature!

Supported Space Plans

  • Basic
  • Pro
  • Premier

Some areas in your office may need special permission to schedule. You can limit the average person from scheduling in these spaces by enabling "Admin Only" mode. This feature is available starting at the Pro plan.

Check who your calendar is shared with

This setting will only apply to access within Robin, so anyone with direct calendar access will still be able to schedule normally.

How to enable access control

Admins can customize scheduling policies for each space from the Robin dashboard.  Navigate to Manage in the top ribbon > Offices in left panel > select a HQ or building > select a space > scroll down to the "Scheduling policies" header > enable "Restrict booking to admins".  

scheduling_policies.png

How it works

By default, the "All spaces" filter is set to "show only bookable" spaces in dashboard. This filter hides any spaces a user doesn't have permission to book in. The restricted spaces will also be hidden in the the event composer and extension's suggested spaces.  If a general member tries to create an event in a space they don't have permission to reserve they will be blocked with an error message. 

only_bookable.png

Event composer

When members are creating an event via the event composer, Robin will hide those spaces from appearing in the assistant driven space suggestions. 

Legacy event composer 

If you select a space you don't have access to, Robin will show an admin only warning message at the bottom of the event composer and block the booking. If you have meeting support services set up Robin will instruct you to find an administrator to help. 

FYI: Some older versions of the mobile apps may show this restriction as an error message instead of warning you beforehand.

Only allow impromptu meetings

If you have "Impromptu Meetings" enabled on the room display, you can still allow people to create new meetings from the door.

 

Learn more

For more about setting up support services to contact admins from the room display, check out this article

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