Admins set room booking policies to control how and when users can book specific spaces. You can set these policies for a whole building or for one space.
- Go to Manage > Offices. Then select a building to set scheduling policies for all spaces in that building, or scroll down and select a space.
- On the building settings page, under the "Administration" tab, select Spaces from the resource menu (see the image below). On the Space Settings page, scroll to the "Scheduling Policies" section.
Common pitfall
Set similar rules in Google or Outlook, or both, for a consistent experience. Then users follow the same rules when they book rooms in your native calendar, without Robin.
Scheduling policies
You can set these scheduling policies.
Max reservation length
- Building-level: Limit event duration for spaces in this building.
- Space-level: Limit event duration in this space.
Advance booking window
- Building-level: Limit how far in advance users can book spaces in this building.
- Space-level: Limit how far in advance users can book this space.
Recurring events
This feature is on by default.
- Building-level: Allow users to book spaces in this building for recurring events.
- Space-level: Allow recurring events in this space.
Restrict booking to working hours
- Building-level: Stop users from booking spaces in this building outside working hours.
- Space-level: Stop users from booking this space outside working hours.
For example, a location has working hours of 12am- 12pm MWTH and 7 am- 7 pm Sun, Tues, Friday, Saturday. When this setting is on, Robin blocks members who try to book a meeting before 7am or after 7pm on Tuesday.
Prevent booking on kiosks
- Building-level: Stop users from booking spaces in this building from kiosks.
- Space-level: Stop users from booking this space from kiosks.
The map kiosk is an interactive map on your office status boards. It gives a high-level view of which workplace resources are available. Users can book impromptu meetings from it, unless this setting blocks them. See Map kiosk for status boards.
Restrict booking to administrators (Space-level only)
You find this setting under the scheduling policies on the space settings page. With this setting, only admins can book the space in advance. See Admin-only scheduling policy.
Book a room that has scheduling policies
When a user tries to book an event that breaks the scheduling policies for that space, Robin shows an error message during booking, or greys out the buttons that complete the booking. For example, the meeting is longer than the max reservation length.
What about admins?
By default, global admins and owners have higher permissions that let them bypass the room scheduling policies in Robin. This can also apply to custom roles, depending on their permissions. By default, this does not include skipping room or meeting check-ins. That is a separate custom permission.