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 Space Management Tab and select Scenario Planning.  

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. 

6. Click Create. You will start your new draft on the existing map of the floor.

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, or drag the name to the queue on the lefthand side panel and move it to a new floor.

B. Use the info tool tip next to a user's name in the list on the left to view their desk assignments > Click the desk assignment to see where it is located on the map (if it's on the same floor). 

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 reassign a user to a new desk assignment, the previous desk assignment will be automatically removed.  

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. 
   

  Locking and Sharing Drafts

  Sometimes you may want to share a new floor plan to affected users in order to prepare them for a move without putting into effect.

  To do this, navigate to Share in the top right of the scenario plan, press it and click the slider button to lock the draft. Locking a draft means that no one with Collaborator or Editor privileges may edit the draft before it is unlocked. Collaborators may not unlock the draft - only users with Editor permissions can do so.

  Locking a draft will not publish it and even if a user has Editor privileges, they will not be able to publish a locked draft.

  
  
  Once the draft is locked, you will have the option to send a custom email message out to affected users. This email message can contain details about the moving date, or instructions for how the move will go or ways to prepare, making the moving day itself go more smoothly for employees and facilities teams.