About Robin's Automatic Desk Booking

Introduction

The Automatic Desk Booking feature minimizes the time spent planning to come into the office for employees with a regular schedule. Robin will smartly book desks for employees with a default schedule set (and have opted into the feature). 

How it works

After employees opt-in, desks will be booked out for you based on the Advanced Booking Threshold for your preferred location or up to a max of 31 days from today's date. Desks will only be booked for you if the Advanced Booking Threshold for the office is longer than the Advanced Booking Threshold for the desks in the office.

Example: If your building's Advanced Booking Threshold is 14 days, desks will be booked for you up to 14 days out. If the Threshold is 3 months, desks will be booked for you up to 31 days out from today.  

Admin experience

The Automatic desk booking feature is turned ON by default, but Robin owners/admins can disable it at the organization and/or office building levels.  

1. Navigate to Manage

2. Click Organization in the left panel.

3. Scroll to the "Features" section and toggle off the Automatic Desk Booking setting for the entire organization or specify which buildings can access the feature. 

   1. Click "Manage buildings"

   2. Select the box next to each office location to turn ON/OFF the feature for that location.   

Employee experience

Employees will see the Automatic Desk Booking setting under their "Default location and schedule" settings.

Employees can choose whether to use Automatic Desk Booking. They can toggle it ON/OFF from their user profile settings or settings preferences on the Workweek view. 

User profile settings:

Workweek preference settings:

Keep in mind

For Robin to smartly book desks for an employee, the following must be true:

✅ Admins enable the Automatic Desk Booking feature for their preferred office location

✅ The Automatic Desk Booking feature is turned on under their user preferences

✅ They have a default schedule set (remote/in-office status)

Automatic Desk Booking reporting

For now, automatically booked desks show up in reporting as booked desks, even if the person does not show up. It follows the same pattern as desk bookings do today in reporting:

1. A desk is booked (by a human or automatically by Robin).

2. The desk shows up in the reporting as a booked desk.

3. If desk check-ins + abandoned desk protection policies are on and the person doesn't check in, the automatically booked desk is unbooked/given up for someone else to use.

4. If desk check-ins + abandoned desk protection policies are turned off, then the automatically booked desk will appear in reporting as if the person came in.