How to submit a meeting service request

Overview

Get your meeting room ready in advance with Robin's meeting room services. When you schedule meetings in Robin's web dashboard, you can submit a meeting service request, such as catering, to be completed at the time of your meeting. Service providers will receive the request via email and coordinate accordingly. 

Before getting started:

• Your organization customizes the Meeting Services according to the services your office supports and provides.  If you're not seeing the service you need, try another space or reach out to an admin for assistance. 
• Workplace services are not supported on events marked "All day". If you need to create an event that spans over the course of the day,  select the specific hours of the event, like 9am to 6pm, to access a service. 
• If you're reserving a "Request only" space that also requires a service request, we recommend adding the service request in the initial meeting approval submission. This is important because once the meeting is approved, you won't be able to add workplace services, like catering, to your event. 

How to submit a meeting service request

1. On the web dashboard, use the Office page or the Meeting Rooms tab (on the Schedule page) to find a room for your meeting.  
2. Once you find the best-fit space, click Book Meeting or select a time slot for a room on the Meeting Room schedule to open the event composer.
3. Use the event composer to add your meeting details, then click + Add service request in the right side panel. 
   • Not all spaces will necessarily have meeting services available. If you don't see the service you need, try another space or contact an admin for assistance. 
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4. Select the appropriate category for the service you need from the drop-down menu. 
5. Select the specific service you need from the drop-down menu. 
   
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6. Fill out the form accordingly.  Below is an example of a custom room layout request:
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7. Click Add Request or Save.
8. Click Book Now on the event composer to complete your reservation and submit your service request. 

I submitted a meeting service request, now what?

• You will receive an email confirmation that will look something like the example below. Your request will be dispatched to the assigned service provider noted in your email confirmation. 

Notes:

• Users with permission to edit or delete an event in Robin can edit service requests. This means:

  • Admins can cancel or update requests if necessary. The meeting organizer will be notified via email of any changes made. 

  • The time or location of the event can be changed without having to cancel the service request as long as the service requested is available in the new space.

• The invitees/attendees will not see the service request details in the event invitation or when viewing the event from their schedule. 

• If edits are made to the event logistics, like the time, the assigned service provider will be notified via email.