Get to know Robin Desks

This guide gives new to Robin end users a high-level overview on Robin desks. 

Desk types

Different types of desks (i.e. flexible or fixed) have different rules for how you can book them. Your office's Robin admin may assign you to a fixed desk or may give you permission to book a flexible desk (i.e hot or hotel).

Desk Type Reservation Duration When can I reserve this type of desk?
Hot (flexible) Up to 1 day only  Same day only
Hotel (flexible) 1-5 days or more In advance (like a hotel)
Assigned (fixed)  Permanent N/A (assigned by your admin)

Desk colors on the map


The table below defines the desk colors on a map:  

Desk colors



Green Available The desk is empty, and you can use it.
Dark grey Occupied The desk is currently occupied.
Light grey (/) Unavailable/Unable to book The desk is either restricted or it's unbookable because it was turned “off” by an admin for distance planning.


How do I book a desk?

You can book a desk using the office map on the web dashboard and mobile app.


How can I manage my desk reservations?

To see a list of your desks head to your user profile on the web dashboard or on the mobile app. For a shortcut, follow the View upcoming desks link (captured above) found on the homepage of the web dashboard and mobile app. 


How will I know if I have an assigned desk?

When your office's admin assigns you to a desk, you'll receive an email with those assignment details (i.e. floor and desk name/number).  It will look something like this:


My office requires desk check-ins, how do I check-in?

Checking in to your desk is super easy! You can check in to your desk via: 

  • Email notification

  • Web dashboard: Office map homepage or from your profile page

  • Mobile app: Check-in prompts & reminders when you open the mobile app. 

  • QR code/stickers on desks: Scan it with your mobile device to check in. (Note, that every office is set up differently & not all offices use QR codes)

  • Slack reminder notifications

  • Teams reminder notifications (hot/hotel desks only)


How can I coordinate my days at the office with co-workers? 

The Robin mobile app gives you an at-a-glance view of what’s happening in the office and what your week looks like to help you understand when to work in-office or when to work remotely.

Tap between the days of the week to see who's planning to be in the office and then follow the prompts to book a desk near a colleague. 


You can do the same thing using the web dashboard too. The home card on the Office search page highlights who's in or planning to be in the office that day.

Click on it to see where specific people are sitting on the office map and book a desk to join them.


Looking for a specific person or have a favorite desk? 

Click Book a desk & enter your co-worker's name or the desk name in the search bar. 

Zoom in on your office map to see co-workers' names on the desks. And if you have an active desk reservation/assignment you'll see a "Your desk" marker for better wayfinding. 


Can I reserve a desk for my co-worker?

Yes, if you're a Robin admin or your user role has been granted desk delegation permission.  




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