Anonymity lets admins protect the privacy of people in chosen user groups. It keeps bookings private as your employees use Robin day to day. People can sit where they choose without showing who they are.
What anonymity does
You find the anonymity setting under Manage > Roles > User role. When you turn on anonymity, Robin changes some settings and permissions so that user identities stay anonymous on all future bookings.
Features that anonymity turns off
Anonymity turns off these features:
- People tab: Robin removes the People tab for users in the anonymity organization. Admins can give users with custom roles access to the People tab.
- Schedule/Workweek tab: In the web dashboard, anonymous users cannot open the schedule page. In the mobile app, the schedule tab shows only personal booking details. This includes Activities.
- Analytics tab
- Guest permissions
Organization settings that anonymity changes
When you turn on anonymity, it changes some organization-wide settings:
- Favorites is off, so users cannot add other users to favorites. To turn it on again under Manage > Organization, you must turn off anonymity.
- The Who’s in Digest is off, so Robin does not send your users information on who is coming to the office. To turn it on again under Manage > Notifications, you must turn off anonymity.
Also, the public desk booking and public space booking permissions let admins set whether reservations are public or private by default.
Public Desk Booking permission
This permission sets whether desk bookings in the organization are public or private by default. When this permission is on:
- New desk bookings are public by default. All users in the organization can see them.
- Existing desk bookings do not change. They keep their privacy settings.
- If the desk privacy policy allows it, users can still change the visibility of their reservation when they book. To learn more, see Create private desk bookings.
When the Public Desk Booking permission is off:
- New desk bookings are private by default. Other users cannot see them.
- Existing desk bookings do not change. They keep their privacy settings.
- The privacy policy in the building settings does not change, so it stays consistent with existing privacy rules. To learn more, see Create private desk bookings.
Public Space Booking permission
Like the Public Desk Booking permission, the Public Space Booking permission lets admins set the default privacy for space reservations in the organization.
When the Public Space Booking permission is on:
- New space bookings are public by default. All users in the organization can see them.
- Existing space bookings keep their privacy status.
- If the space privacy policy allows it, users can still change the visibility of their reservation when they book.
When the Public Space Booking permission is off:
- New space bookings are private by default. Other users cannot see them.
- Existing space bookings do not change. They keep their privacy settings.
- The privacy policy in the building settings does not change, so it stays consistent with existing privacy rules.
Turn on anonymity
To turn on anonymity, admins turn on the "Anonymity" setting in the Member role, under Manage > Roles. This sets a group of permissions and settings so that all users in the Member role stay anonymous.
Admins can still give more permissions to some users with custom role permission templates.
Anonymity FAQ
These are common questions about anonymity.
Why is anonymity on the Member role and not on custom roles?
Every user always has the Member role, and it covers all custom permissions. To put anonymity on custom roles, Robin would need more rules on the Member role. That raises the risk of permission conflicts and puts user safety at risk.
How does Robin decide between roles with opposite permissions?
A "Can" permission overrides a "Cannot" permission. For example, if one role turns on a feature and another role turns it off, a user with both roles has access to the feature.
What happens when you turn on anonymity?
Anonymity changes settings and permissions to keep users anonymous. It turns off features such as visibility of people, workweek schedules, activity creation, analytics and guest permissions. Also, the public desk and space booking permissions let admins set the default privacy for reservations.