Booking rooms with Google extension

Requires

  • Google Calendar
  • Supported browser

Having trouble booking?

If a space is free but your events are being rejected while booking through the Google extension, you may not have the correct access to book that space. Check with your Robin admin in order to gain the appropriate access.

The Robin extension helps you find the optimal time and space for the activities in your workday, right from within Google calendar. Activities like meetings, calls, 1 on 1’s, and focused work require different types of spaces, and Robin suggests the best fit for the work you’re trying to do.

Watch our quick overview video of how to book an event using the extension then follow the steps below to get started.

Extension_update-D-Sept_2019.gif

First, install the extension according to browser

Next, create an event & find a room 

1. Open your Google calendar > click Create in the top left corner.

2. From the event details modal, fill in your event details >  select More options. 

3. This will open the Robin extension on the right-hand side of the calendar.

4. If you haven't already, sign in using your work email or with SSO. 

Don't see the extension? Expand your sidebar and click the Robin icon to open the extension. (captured below) 2022-04-19_17-07-20__1_.gif

Robin will suggest the best fit room right there in the event composer or use the extension to find the optimal time for all participants and the best space for your activity.

Robin_in_google.png

Using the extension, pick an activity type from the "Explore spaces" menu bar to help Robin find the best fit space for your event. 

choose_activity-ext_sept_2019.png

Robin will suggest times based on your set working hours (as the organizer) and the invitees availability within the same domain. Note: If you’re not seeing times populate in the Robin extension make sure the “all day” event option is de-selected in Google.

choose_time.png

If no “best fit” spaces are available at the selected time, Robin will show other options, or suggest times when spaces and invitees are available. To see more time options, select change.

The list populates the “soonest available” times by default. To adjust the timeframe, click the dropdown menu for additional options; soonest available, within a week, in two weeks.

Soonest_avail_dropdown.png

Next up, select the room from the suggested spaces. Robin works hard to help you find the best space for your activity. Space selections are determined based on permissions, availability, and fit. 

Still not seeing what you’re looking for? Select the arrow for more rooms or use the Robin dashboard.

 room_search-2019.gif

Once you’ve selected the best time and space for your activity, click Save on the event details modal in Google to complete your booking. 

Note, that secondary space types can be reserved using the Robin dashboard, such as a meditation room. Expanding the filters and searches to include all types of spaces is coming soon.

Can I book recurring events with the extension?

Reminder: When you book a meeting with the Robin extension, you're actually booking in Google still.  Events booked through the extension have the same behavior as booking via Google Calendar. 

When you're creating a recurring event, the Robin extension will check for conflicts and communicate which spaces have future conflicts. If you book a room with notable conflicts, the room will reject the conflicting instances in the series to avoid double bookings. If this happens to you, use the extension to go back and add an alternative available space for the rejected instances.

For example, the space Aussie Central has a conflict on 3/6 captured in the screenshot below. So in this case, if Aussie Central is the room you want for your event, despite the future conflict, you can proceed with booking the event, but you can expect to receive an email notification from the room calendar declining the event on 03/06. 

plug_in-recurring.png

 

Did this article help?