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)


Assigned desks

How will I know if I have an assigned desk?

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



Your current desk assignment (& reservations) are also always listed on your profile page. Two ways to get there:

1. Follow the View upcoming desks link on the office search page. OR,


2. Click on your Avatar > Profile. user_settings.png

Flexible desks

How can I manage my desk reservations?

You can reserve or cancel a flexible desk using any of the following:

If you don’t have an option to change desks, you may need to get help from your admin instead. When you reserve a flexible desk, you’ll receive a confirmation email with the details. The email includes a preview of your new desk’s location.


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

Checking in to your desk reservation has never been so easy! Confirm your reservation via:

  • Email
  • Web dashboard: Office page or your profile page
  • Mobile app: Pass tab
  • Slack reminder notifications
  • Teams(hot/hotel desks only) reminder notifications

 Head this way for more desk check-in tips!




Navigating your office

How can I see where my co-workers are sitting? 

Mobile app:

Use the People tab on the mobile app to see when the people you connect with regularly are heading into the office and where they're sitting, so you can join them! 


Web dashboard:

From the Office search page, select the Desks bubble and use the list on the left to see who sits in a group of desks.

Looking for a specific person?

  • Enter your co-worker's name in the search bar. 

Have a favorite desk, like a window seat?

  • If you know the name of your favorite desk you can enter the desk name in the search bar too. 

Zoom in on your office map to see co-workers' names (i.e. First Name, Last Name initial) on the desks. And if you have an active desk reservation/assignment you'll see a "Your desk" marker for better wayfinding. 



Lastly, use the People tab on the web dashboard for another way to search for a specific team member's desk location:


Desk statuses 

Color on office map



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.




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