Room request support for the "Admin only" scheduling policy

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

Supported Space Plans

  • Basic
  • Pro
  • Premier

Overview

Some areas in your office may need special permission to schedule. One way to do that is with the "admin only" scheduling policy. 

The "admin only" policy can help office managers & admins keep tabs on special event spaces, e.g., VIP conference rooms, executive suites, & etc. It is a space level configuration that blocks any non-admin users from scheduling events in that space and instructs folks to contact an admin for assistance.

If you enable this policy, we also recommend configuring an admin support address on the workplace services page to help users submit their booking request. These configuration steps are outlined below. 

 

Enabling the "admin only" scheduling policy

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".  

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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.

 

Configuring room request support

Room Request support is available starting at the Pro plan. Note, this is not the same experience as the Meeting Room Approval feature that is available on the Premier plan. 

Room requests is a type of support service that can be configured on the workplace services page. Navigate to Manage > Workplace services >  Office admins service > Add contact.

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This is where you can assign an admin address that users can contact when they hit a room scheduling roadblock. add_admin_address.png  

 

How it works

If you select a space you don't have access to, Robin will show an admin only warning message. And if support services are set up, Robin will try to instruct you to find an administrator for help. Below are some examples of what you can expect to see.  

Office search page

By default, the "spaces" filter is set to "show only bookable" spaces in dashboard. This filter hides any spaces you don't have permission to book in. The restricted spaces will also be hidden in the the event composer and extension's suggested spaces to keep space searching quick & easy.

If you prefer to see all spaces that could potentially accommodate your event, change the filter to "show all" spaces. Restricted spaces will be flagged and depending on the type of restriction, Robin will try to suggest a next step. 

 

only_bookable.png

Event composer

When members are creating an event via 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 the room request support services set up Robin will instruct you to find an administrator to help. 

old_cmp_adm_rtrc.png

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

Schedule view page

You will see a lock icon next to any restricted spaces and if you hover over the space name you'll see a note to contact your admin to book the space. resticted_space-sched.png

Room page

If you're viewing a room's page with restricted access, it may not be as obvious at first glance, but you will hit a warning message when you try to book a time slot. If this happens to you, select "contact admin" on the left panel. 

admin_only_space_page.png

This will open a modal where you can easily contact the appropriate admin for assistance.

admin_help_modal.png

 

Only allow impromptu meetings

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

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