How to book a desk on the mobile app

With Robin, booking a desk at the office is easy, with access to real-time schedules and availability. You can book a desk when you're planning your hybrid work week on the Schedule tab, or you can jump to the Office tab for more advanced booking features (i.e., booking a desk for multiple days). 

In this guide, we'll cover how to book a desk using the Schedule and Office tab, and how to manage your desk reservations. Use the table of contents on the right to jump around.

Here are a few scheduling things to keep in mind:

  • Add favorites to see when the people you connect with most are going to be in the office!

  • Assigned seats automatically follow your set office hours. The time or duration can't be adjusted. 

  • For a more advanced desk search, (e.g., you need to book a desk for multiple days or you need a desk with specific equipment), use the Office tab.

  • If your office uses the health checkpoint survey then the survey will automatically open if you made a reservation that starts within the active survey window. (captured below)

  • If your office requires desk check-ins and you book a desk within the confirmation window, your reservation will automatically be confirmed.

  • Strike-through dates on the calendar and faded unresponsive desks on the map mean you don't have permission to use the office or the office is closed that day. Reach out to your office admin if you need further assistance.

Booking a desk from the Schedule tab

1. On the Schedule tab, use the arrows to see more dates and tap the day of the week you want to work in the office. 

2. Tap Book a desk & select a floor.


3. Use the interactive map to find and book a desk. If you need to adjust the reservation time, tap the time fields at the top.  

4. Tap a green desk on the map to reserve it. 



Booking a desk from the Office tab


Open the mobile app > tap the Office tab in the bottom navigation bar.


Tap a desk to book it for "right now" or tap the calendar & clock icons to adjust the date/time, including multiple-day reservations (if your office supports hotel desks).


Note, if your office doesn't use maps you'll see a list view


(Optional) Tap the filter icon to find a desk with special equipment or amenities, such as a monitor & phone.



Tap a green desk for the desk details and the option to reserve it.  

  • Green desks = Reservable
  • (/) slashed desk = Made unavailable by an admin
  • Dark grey desks = Occupied



Share your desk reservation with a co-worker using the app of your choice or tap Dismiss.



Booking a desk using the list view 

Every office is set up differently in Robin, and you may see a list view instead of a map view. Both UI's are easy to use for workplace reservations.


Open the mobile app and tap the Office tab.


Use the menu at the top to change the building, floor, date, or times, including multi-day reservations. 




Then tap the desk tab at the top. 


You'll see a list of desk pod names and the number of available desks in each pod. Tap the  + icon to see the desk details and the option to reserve it.



Tap Share to send a co-worker a link to your desk reservation so they book a desk near you or tap Dismiss.  

Lastly, every office is set up differently, but if your office. . .

  • Uses the health checkpoint survey, then the survey will automatically open if you made a reservation that starts within the active survey window. 
  • Requires desk check-ins, and you book a desk within the confirmation window, then, your reservation will automatically be confirmed.

How to edit a desk reservation


Use the mobile home screen (Schedule tab) to locate your reservation. If you're editing an upcoming reservation, tap the bubble next to the reservation or tap View all reservations > select the reservation to open the action menu.



There are different menu options depending on the reservation type:

A. Single-day (hot desk) reservation:  You can either edit or cancel the reservation. To edit the date/time, use the fields at the top of the map. 


B. Multiple-day reservation (hotel desk): If the reservation is part of a multiple-day reservation, then you can only cancel (remove) that date from the hotel reservation; you cannot make changes to the time.  



How do I look up my reservations?

From the Schedule tab, tap View all reservations and then tap a reservation to open the details and for the option to make changes. 



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