Get your meeting room ready before your meeting. When you book a meeting in the Robin web dashboard or the Outlook Add-In, you can add a meeting service request, such as catering. Robin emails the request to the service provider, who gets it ready for the time of your meeting.
Before you start
- Your organization chooses which meeting services each space offers. The list shows only the services available in the space you picked. If you do not see the service you need, try another space or ask an admin.
- You can add more than one service to a meeting, if the space offers them.
- You can add services to an existing meeting if its space offers meeting services.
- You cannot add services to an all-day event. Set the event hours instead, for example 9 AM to 6 PM.
- In a recurring meeting, only the first meeting gets the services. Add services to the other meetings in the series one at a time.
- You have the same access to meeting services in Robin and in Outlook. If you cannot submit a request in Robin, you cannot submit one in Outlook either.
- Meeting service requests are not available in the Google Calendar extension.
Submit a request in the web dashboard or Outlook
Use the web dashboard or the Outlook Add-In (if your office has it) to book a room and submit a meeting service request.
- In the web dashboard, find a room on the Map page or on the Meeting Rooms tab of the Schedule page.
- Select Book Meeting, or select a time slot on the Meeting Rooms schedule. The event composer opens.
- Add your meeting details. Then select Add service request in the right panel.
- From the office map:
- From the Meeting Rooms tab:
- From the office map:
- Select the service category.
- Select the service.
- Fill out the form, including all required fields. This example is a custom room layout request:
If the form asks for files, you can upload up to 5 files of 5 MB each. See File uploads for meeting service requests for the supported file types.
- Select Add Request or Save.
- Select Book Now to book the room and submit your service request.
- In your Outlook calendar, select New event or New appointment. The name depends on your Outlook version.
- Select the date and fill out the event details.
- Robin suggests rooms based on your meeting, your recent and frequent bookings, and your location. Select More to see a room's amenities and a larger image of the room.
- Select Add to Event.
- Select Add service request.
- Select the service type and fill out the form. This example is a catering request:
If the form asks for files, you can upload up to 5 files of 5 MB each. See File uploads for meeting service requests for the supported file types.
- Select Submit.
- Check your meeting details in the event composer.
- Select Send to book the room and submit your service request.
What happens after you submit a request
- In a request-only space, Robin sends your service request only after the meeting is approved.
- If the service has an approver, the approver must approve the request before Robin sends it to the service provider. You get an email when your request is approved.
- You get an email confirmation like the one below. It names the service provider who gets your request.
You get an email when your request changes, for example its status, location, or delivery time:
Change or cancel a request
- People who can edit or delete an event in Robin can also edit its service requests. Admins can cancel or update requests. Robin emails the organizer and the service provider about each change.
- When you change the time or location of the event, Robin emails the service provider.
- Invitees do not see the service request in the invitation or on their schedule.
Move a meeting without losing its service requests
You can change the time or location of a meeting and keep its service requests, if the new space offers the same services.
- Open the event.
- Select Remove to remove the current space from the meeting.
- Choose the new space. Robin shows only the spaces that offer all the requested services.
- Save the meeting.
If you save the meeting without a new space, Robin cancels the service requests.