Large scale desk assignments

This guide shows you how to plan, review, and refine large-scale desk assignment plans with your team before implementing them using Robin's scenario planning desk assignment tool. 

1. In the web dashboard, click the Office tab and select a floor.

2. On the map, click Edit floor  > Assignments-Scenario planning. 

3. To start a new draft, click New Draft in the top right corner or click an existing draft from the list. 

4. Give the draft a name. 

5. Decide how you want to start planning:

• Clear all assignments: Explore an entirely new scenario from scratch. This starts with a blank slate, clearing all live desk assignments.
• Copy existing assignments: Build off of the current desk assignments and build a new scenario.
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6. Click Create.

7. Now you're in draft mode, where you can assign desks one of two ways: 

A: Drag and drop method using the list on the left. Select or search by name/email and drag & drop it to a desk on the map.

B: Select a desk and click + assign to search and add users.

8. 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.  

• 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 planning seating for non-robin users coming to the office, check out this guide.

9. 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. 

10. If you need to change the desk configurations as you plan out scenarios, use the drop-down menus at the top (captured above) to change the availability status and/or the desk type. 

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 these changes official. 

11. Happy with your changes, but not ready to make it official yet? Click Close and your changes will be saved.

12. You can share your seating arrangement ideas to collaborate with colleagues before publishing changes one of two ways: 

• Option 1: Export changes to CSV. (view-only method)
  • Select the 3 action dots in the top ribbon > Export CSV. 
• Option 2: Invite via email or a sharable link. (view-only method or edit access)
  • Select Share in the top ribbon.
  • Search by name or email.
  • Select Invite to send email or Copy link. 
  • The view- only or edit permission is based on user permissions.
    • Viewers: These users can view and click within a draft, but can’t make edits.
    • Editors: These users can make edits, because they are Assignment Admins with Assignment and Delegation permissions enabled for this floor.

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  If the proposed draft impacts current desks on the live map,Robin will warn you before publishing the draft. Conflicts can be informative or actionable:

  • Informative conflicts- simply acknowledge and accept the conflict warning.
  • Actionable conflicts- action is required before moving forward, and then click Save. 

  

  14. When satisfied with the new seating chart, click Review and Publish. 

  15. Review the summary of changes. We’ll warn you if the changes to the new floor plan cancel any existing bookings and which ones. In the example below, the new draft did not cancel any bookings. 

  • Check the box if you'd like to notify people of their new seat assignment or of any changes made to their reservations.

  

  16. Click Publish. Changes go live immediately.