Robin offers several ways to assign desks, catering to different needs and scales of planning. This guide shows you how to make desk assignment edits using the Quick Edit Assignment tool, which is ideal for minor adjustments to seating arrangements. For large-scale desk assignments, use the Scenario planning assignment tool.
Using the Quick Edit Assignment tool
1. In the web dashboard, go to the Office tab and select a floor.
2. Click Edit floor on the map.
3. Click Assignments-Quick edits.
4. You can assign desks one of two ways:
A: The drag and drop method using the list on the left. Select or search by name/email and drag and drop it to a desk on the map.
B: Select a desk and click + assign to search and add users.
5. Use the module to assign a desk to one person for the entire week OR assign multiple people to the same desk for different days of the week.
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To remove a user and/or assign a different user, hover over the person and click the X. Then click + assign to search and add another user.
If you need to assign (or book) a desk for a non-Robin user, you can use their email address. For more tips on seat planning for non-robin users coming to the office, check out this guide.
6. Select “Bookable on unassigned days” if you want to allow others to be able to book this desk on days it’s not assigned. The desk will act as a flex desk and can be reserved using the office map.
7. If you need to change the desk configurations as you plan out scenarios, use the availability status and/or the desk-type drop-down menus at the top to make changes. (captured in the image above)
Note: If there are users currently assigned to desks or have desk reservations, it's important to note that changing a desk to "unavailable" status will unassign the person from that desk or terminate reservations. You'll have an opportunity to review these changes before publishing the draft and making the changes official.
What does it mean when a desk is marked available or unavailable?
Available desks - empty & can be booked or assigned.
Unavailable desks- empty & cannot be booked or assigned. Uses a desk license and maintains configuration (amenities, desk type, etc.).
Archived desks- Archived & not active in any user-facing features. Only admins may reactive them. Your organization is no longer billed for that desk.
8. Click Review & publish when you're done making changes.
9. Review the assignment changes and desk summary. We’ll warn you if the changes cancel any existing bookings and which ones. Click Next.
- Check the box if you'd like to notify people of their new seat assignment or any changes made to their reservations.
10. Click Publish. Changes go live immediately.