How to use the Automatic Desk Booking feature

Overview

If you have the same schedule each week, then the Automatic Desk Booking feature is perfect for you. This feature allows Robin to book desks for you based on your past preferences, default schedule, and preferred office.

How it works

After you opt-in, each day, desks are booked in a random order for people within the organization using the automatic desk booking feature. 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.

• 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.

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

✅ The Automatic Desk Booking feature is enabled for your preferred office location (by an admin).

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

✅ You have a default work schedule set (remote/in-office status).

✅ You've booked a desk in the last 90 days. 

✅ The Require Desk Booking setting is NOT enabled for your organization (by an admin).

How to turn the feature on 

You can turn the feature ON/OFF from your user profile settings or settings preferences on the Workweek view. 

User profile settings:

1. In the web dashboard, click the profile icon in the top right corner > User settings. 
2. Select the Default Location & schedule tab on the left.
3. Toggle on/off the Automatic desk booking setting.
4. If you haven't already, remember to set up your default work schedule. 

Workweek preference settings:

1. Open the web dashboard and navigate to the Schedule page if it's not your default homepage.  
2. Select your preferred office located in the top left corner.
3. Click the Work status drop-down.
4. Click Edit default schedule.
5. In the pop-out module, toggle on the Automatic desk booking setting.
6. If you haven't already, set up your default work schedule.  
7. Click Save.

Cancelling automatically booked desks

If you cancel a desk reservation made for you automatically, Robin will not rebook this desk. You can always manually book a desk for yourself for that day. Auto-booked desks are canceled the same way you cancel manually booked desks. One way to do this is from your user profile:

1. Navigate to your User profile in the top right corner.

2. Click Cancel (all) automatic bookings button or click the action button next to the reservation you want to cancel.  

3. Click Cancel reservation(s). When you cancel your desk reservation(s), Robin will update your status to "Remote" unless you uncheck the box.  

• FAQ:

•  

• Q: What if I'm changing desks?

  A. If you've recently switched desks and want the automatic desk booking algorithm to learn your new preference, we recommend booking your new desk frequently for 1-2 weeks. This will give the system enough data to assign a higher "frequency" score to your new desk.

  Once you've consistently booked your new desk for this period, you can turn the automatic desk booking feature back on. The algorithm will then prioritize suggesting your new desk based on your recent booking history.

  Q: What if I book the same desk multiple times in one day?

  A: For the purpose of calculating your "frequency" score, multiple bookings for the same desk within a single day will only count as one booking.

  Q: What if a desk is unavailable or I don't have permission to book it?

  A: If a desk is unavailable for your requested time and duration, or if you don't have permission to book it, the system will assign a negative score to that desk for you, ensuring it won't be recommended.