Overview
Get your meeting room ready in advance with Robin's meeting room services. When you schedule meetings in Robin's web dashboard or through the Outlook Add-In, 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 9 am to 6 pm, 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.
- Services can be added to existing meetings if the reserved space supports meeting services.
- The user permissions for Robin and Outlook are identical when it comes to accessing meeting services. If you are unable to create & submit service requests in Robin, the same restriction applies to Outlook.
- Only the first meeting in a series will have services automatically added. You can manually add services to other instances in the meetings series. We plan to fully support recurring meetings with service requests in the future.
- If you want to change the location of your meeting without deleting the request, click Remove to remove the current space from your meeting, then choose the new space where you'd like to relocate the meeting. Only spaces that have all required meeting services will be shown. Saving the meeting without a new location will cancel the service requests.
How to submit a meeting service request
Use the web dashboard or Outlook Add-In (if available for your office) to reserve a room and submit a meeting service request.
- On the web dashboard, use the Office page or the Meeting Rooms tab (on the Schedule page) to find a room for your meeting.
- Once you have found 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.
- Use the event composer to add your meeting details, then click "+ Add service request" in the right-side panel.
- Not all spaces will necessarily offer meeting services. If you don't see the service you need, try another space or contact an admin for assistance.
- From the Office map:
- From the Meeting rooms tab:
- Select the appropriate category for the service you need from the drop-down menu.
- Select the specific service you need from the drop-down menu.
- Fill out the form accordingly. Below is an example of a custom room layout request:
- If uploading a file is an option (or required) on the meeting service request form, you can upload up to 5 files of 5MB/file. See a list of supported files here.
- Click Add Request or Save.
- Click Book Now on the event composer to complete your reservation and submit your service request.
1. Open your Outlook calendar > New event or New appointment, depending on your Outlook version.
2. Select the date you need a room using the calendar module and fill out the event details.
3. Robin will suggest rooms based on your meeting criteria, your recent and frequent bookings, and your location. Select "More" to view a room's complete list of amenities and an expanded image of the space's layout.
4. Select Add to Event.
5. Select Add service request.
6. Select the type of service you need from the drop-down menus and fill out the form accordingly.
7. Fill out the form accordingly. Below is an example of a catering request:
- If uploading a file is an option (or required) on the meeting service request form, you can upload up to 5 files of 5MB/file. See a list of supported files here.
8. Click Submit.
9. Review your meeting details in the event composer.
10. Select Send on the event composer to complete your reservation and submit your service request.
I submitted a meeting service request, now what?
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You will receive an email confirmation that looks like the example below. Your request will be dispatched to the assigned service provider noted in your email confirmation.
- You will receive an email when an update has been made to your request, such as changes to the status, location, or delivery time. See the example email below:
Notes:
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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, and the meeting organizer and the assigned service provider will be notified via email about any changes made.
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The time or location of the event can be changed without canceling the service request, as long as you can find a new space that supports the requested service. To do this:
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Open the event, select Remove to remove the current space from your meeting, then choose the new space where you'd like to relocate the meeting.
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Only spaces that have all required meeting services will be shown.
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Saving the meeting without a new location will cancel the service requests.
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- If edits are made to the event logistics, like the time or location, the assigned service provider will be notified via email.
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The invitees/attendees will not see the service request details in the event invitation or when viewing the event from their schedule.