Use the admin-only scheduling policy to stop users who are not admins from booking a space. Some areas in your office may need special permission to book, and this policy is one way to control them.
Robin also has a meeting room approval feature. See Meeting room approvals.
What the admin-only policy does
The admin-only policy helps office managers and admins keep track of special spaces. You set it for each space. It blocks users who are not admins from scheduling events in the space, and tells them to contact an admin for help.
If you turn on this policy, Robin recommends that you also set up an admin support address on the workplace services page. It helps users book the space. This article covers these steps:
Turn on the admin-only scheduling policy
Admins set scheduling policies for each space in the Robin dashboard.
- Select Manage in the top ribbon.
- Select Offices in the left panel.
- Select your HQ/building.
- Select a space.
- Scroll down to the "Scheduling policies" heading.
- Turn on Restrict booking to admins.
Check who your calendar is shared with
This setting applies only to access in Robin. Anyone with direct access to the calendar can still book the space as usual.
Set up support for admin-only bookings
Robin recommends that you set up an email address that users can contact about an admin-only space. You find this setting in Workplace Services, as "Room request". It is not the same as the Meeting Room Approval feature, which works differently.
A room request is a type of support service that you set up on the workplace services page. Go to Manage > Workplace services > Office Admin > Add contact.
Here you assign an admin address that users contact when they need to use an admin-only space.
What users see
When you select a space you do not have access to, Robin shows an admin-only warning message. If support services are set up, Robin tries to tell you how to find an admin for help. The examples below show what you see.
Map page
By default, your office map highlights only the spaces you have permission to book. The list on the left flags restricted spaces. Depending on the type of restriction, Robin tries to suggest a next step.
Robin also hides restricted spaces from the suggested spaces in the event composer and the extension, so that space search stays fast.
Event composer
When members create an event in the event composer, Robin hides restricted spaces from the assistant's space suggestions.
Legacy event composer
When you select a space you do not have access to, Robin shows an admin-only warning message at the bottom of the event composer and blocks the booking. If support services are set up, Robin tells you how to find an admin for help.
Some older versions of the mobile apps may show this restriction as an error message, and not warn you before you book.
Schedule view page
A lock icon shows next to each restricted space. Hover over the space name to see a note that tells you to contact your admin to book the space.
Room page
On the page of a restricted room, the restriction may not be easy to see at first. You get a warning message when you try to book a time slot. If this happens, select contact admin in the left panel.
A window opens where you can contact the right admin for help.
Only allow impromptu meetings
If "Impromptu Meetings" is turned on for the room display, people can still create new meetings from the room display at the door.