The event composer

You're likely familiar with your current calendar system's event composer and Robin's event composer works similarly, but with a few extra tricks to make managing your schedule easier.  

When your personal calendar account is connected, Robin can provide more assistant-driven scheduling suggestions and a more streamlined user experience. The event composer can help you find the optimal space and time (for all attendees!) for the events in your workday.  Follow the guide to learn more.

Accessing the event composer 

Use the Office map or the Meeting Rooms schedule page to find a room to book. Select a room to open the event composer. 

Office map:

Meeting spaces:

Connect your personal calendar account

If you haven't already connected your personal calendar, Robin will prompt you to connect it through different scheduling workflows. Or you can connect it right from the event composer: 

Robin respects user privacy, and personal events will not be synced.

Next, add event details

Robin works hard to help you find the best space and time for your events. We will automatically check for scheduling conflicts and suggest the best spaces based on permissions, availability, and fit. You can also--

• Preview others’ availability before booking to ensure the selected time works for everyone.
• If no “best fit' spaces are available at the selected time, Robin will suggest alternative times when spaces and invitees are available in the right sidebar. To see more time options, select change.
  • The list populates the “soonest available” times by default. Click the dropdown menu for additional options.

Repeat or recurring events

1. Click Does not Repeat dropdown to select how often the event should repeat: daily, weekly, MWF, monthly, custom, etc.
2. Follow this guide for more details about scheduling recurring events. 

Invite people

Invite others to your event by entering their email address or their name. We'll auto-complete names based on your contact list, past events, and current user lists within Robin. 

To remove a person from the invitee list, hover over their name and click the "X" to delete it.  

Request a meeting service 

If your office has meeting services set up (and you have permission to request meeting services), you can submit a meeting service request, such as catering or special room setup requests, directly from the event composer.  

1. After you've added a room to your event, an "Add service request" button will populate (if that room supports meeting services). 
2. Fill out the form and click Add request.  Follow this guide for more details on the meeting service workflow and next steps.

Private events

Robin supports private events for all calendar systems. Creating a private meeting in Robin is easy from the web dashboard and the mobile app. Learn more about how Robin respects private events here. 

"Do not require check-in" option (visible to admins only)

This feature is a (default) admin-only feature that enables admins in organizations who use Abandoned Meeting Protection to confirm the meeting when they book it, so the meeting attendees don’t need to worry about checking in, and the space will not be released. Note that this setting can only be applied when creating a new event.

About delegate booking for meetings (requires admin configuration)

Delegates can organize events on behalf of a person while keeping their own calendar clear of events they don't need to attend. This scheduling feature requires admin configuration and a few extra permissions. To learn more about delegate booking and the requirements, head this way.

• Select the dropdown menu in the bottom left corner to view a list of calendars you have permission to book.
• Then choose the calendar of the person the event should be associated with or the individual you're booking for.
• Lastly, if you don't plan on attending this event, hover over your name in the invitee list & select the "X"  to remove yourself from the event. This will keep your calendar clear of other folks' events.
  • If you've removed yourself from the event but need to make changes to it, use the schedule overview page to locate the event and make any necessary edits. 

Note: these permissions are granted in your native calendar system. If you do not see the calendar you wish to book, contact your office admin to check your delegate booking permissions.