How to make a desk reservation private

Updated

Things to know first: 

  • This setting is OFF by default

  • This is a building-level setting 

  • Global admins and Local Office Admins can manage the setting

  • Users with desk delegation can book and hide a desk reservation on someone's behalf 

  • You can change the visibility settings on an existing reservation

  • Applies to flex desks only (hot & hotel)

How to make a private desk reservation

Web dashboard: Schedule page

  1. Click Book a desk.
  2. Select a hot/hotel desk on the map to open the reservation module.
  3. Select Mark as private.
  4. Click Book.  

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Web dashboard: Office map

When you create a flex desk reservation from the office map on the web dashboard, mobile app, or kiosk, the reservation module has a visibility drop-down menu.

  1. Navigate to the Office tab.
  2. Set your reservation criteria using the drop-downs at the top.
  3. Select a hot/hotel desk on the map to book.
  4. Click the visibility menu in the bottom right of the module.
  5. Select HIdden.  
  6. Click Reserve. 

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Mobile app: Schedule & Office page

  1. Tap Book a desk on the Schedule tab or go straight to the Office tab. Both routes take you to your office map.
  2. Set your reservation criteria and tap a hot/hotel desk on the map. 
  3. From the reservation module, check the box for "Mark as private."
  4. Click Reserve.

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How it works

Visible reservations

Reservations are “visible” by default, displaying the person's name because in most cases, folks like to see who's in the office so they can coordinate with their teammates. Reservation names are also visible on the web and mobile People tab too.

Hidden reservations

For regular Robin members, a hidden reservation will appear as "Reserved" on the map across all Robin platforms (web dashboard, mobile app & kiosk). It's also hidden on the Schedule and People tab on the web dashboard and mobile app.  

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Who can see hidden reservations?

Users with the following permissions can see “hidden” reservations from the map in the location(s) where they:

  • Manage offices & maps: Users can see who has reserved a desk

  • Delegate booking: Users can view/manage the reservation status of others

In addition, users with the following permissions can view and/or export desk reservation details & data:

  • View Access

  • View Analytics

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