How to book a desk using the Outlook Add-In

How to access the Add-In

Once an administrator has installed the Robin Add-In for your organization, it will appear in your Outlook desktop and/or web app toolbar.

1. Open your Outlook calendar > click New Event. 

2. This opens the Outlook event composer. Expand the event composer to full screen if it isn’t already. 

3. In the event composer toolbar, click the overflow menu > Robin Room & Desk Scheduling app from your list of available add-ins.

4. If you haven't already done so, sign in to your work email account and accept the privacy terms. If you use Single Sign-On, make sure to enable pop-ups in your browser. 

5. Click Get Started. 

Here are a few things to know before booking a desk:

• You must have a preferred office location set in order to see the desk booking option. Click the Settings icon at the bottom of the Add-In > select your preferred office location from the drop-down menu.

• To see the option to book a desk, you must be within your organization's desk booking window policy. 

• You've previously booked a desk in your preferred office location from either the web dashboard or the mobile app. 

How to book a desk  

1. From your Outlook calendar, click New Event. This opens the Robin Add-In. 

2. Robin will suggest a desk for that same day if you just booked a meeting. You can also select a different date using the calendar module.

3. Click Book a desk at the top of the Add-In.  If you happen to have a desk reservation already for that day, you'll see a "View My Desk" option. 

4. You have two options:

    A: Book: Select this option to confirm and reserve the suggested desk. 

    B: Find Another: This will open your office map in the Robin web dashboard for more desk booking options. 

Making edits

1. Click Cancel to immediately cancel the reservation directly from the Add-In.

2. Click Edit to be redirected to the Robin dashboard to make changes to your booking.