Step 4: Set up spaces on your office map

Set up spaces, such as meeting rooms, with the Layout tool in the web dashboard. The Layout tool arranges all the bookable resources in your workplace: desks, spaces, parking spots and lockers. This article covers spaces. For desks, parking spots and lockers, see these articles:

• Set up desks
• Set up parking & lockers

Add a space to the map

Draw each space on the floor plan, or place a space that already exists in Robin.

1. In the web dashboard, go to Map > Edit floor > Layout. The Layout tool opens.
2. On the Layout tab in the left panel, open Spaces.
3. Select the Add space tool, then select where the space goes on the map.
4. Drag the points on the outline of the space to match its shape. To change the shape later, select the space, then select Edit shape.

Spaces that exist in Robin but are not on the map show in red under Add existing spaces to the map. Drag each one onto the map.

Set up the space

Select a space on the map to open its settings in the right panel.

1. On the Details tab, add the space information, such as the Space type and Capacity.

   

2. Select the Schedule tab. Under Configuration, choose how people use the space:

   • On-demand: the space is for ad hoc meetings. Do not connect a calendar if people must not book the space in advance.
   • Scheduled: people book the space in advance and see its availability on the office map. The space supports scheduled and ad hoc meetings. It needs its own resource calendar. Follow the prompts to connect the calendar.
   • Request-only: people book the space in advance, but an admin must approve each booking. The space needs its own resource calendar and people with approval permission. Request-only shows only if your organization uses meeting room approvals.

   You must publish a new space before you can connect its calendar.

   

3. Apply scheduling policies to the space. The policies show after you connect a calendar.

   

4. (Optional) Add room displays. On the Devices tab, next to Room displays, select Add. The room display pairing steps open in a new tab. Follow them.

   

5. (Optional) Add or change room display policies.

   

6. Select Publish in the top right corner to publish your floor plan. Or keep building it: add points of interest and add office furnishings, then publish.

Remove, archive or delete a space

You can take a space off the map, archive it or delete it. Know what each option does before you choose one:

• Remove from map: takes the space off the map and adds it to the Add existing spaces to the map list. The space is not deleted.
• Archive: removes the space from the maps people use and frees a space license. The space keeps its settings, such as amenities and space type. In the Layout tool, the space still shows on the floor plan as an outline. To make it active again, select Activate in the same menu.
• Delete: deletes the space for good. To confirm, type the space name. Robin deletes the space when you publish the map.

To remove, archive or delete a space:

1. Select the space on the map.

2. Select the 3-dot menu, then select an option.