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.
There are 2 versions of the event composer, which version do you have?
Robin supports two event composers-- an enhanced version and a legacy version. The enhanced version requires you to connect your personal work calendar in order to unlock some advanced features, like delegate scheduling and better visibility into who is free/busy. The legacy version works similarly, but it doesn't require you to connect a personal work calendar.
If your event composer looks similar to the one below then you're on the legacy composer and you'll want to head this way. If your event composer looks slightly different than the image below, follow the steps outlined next.
Enhanced event composer 2.0
Requires
- User calendar integration
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 activities in your workday. Follow the guide to learn more.
Heads up
You will need to connect your personal (work) calendar account to access the advanced scheduling features with the latest event composer version. Robin respects user privacy and personal events will not be synced.
Robin admins, a key thing to note is if your organization has "allow personal booking" disabled, the booking user needs to have write access to the room calendars for folks to create events successfully. This is a different permission level than the one required for the legacy composer. Check out this guide to see if you already have the correct permissions in place.
First, 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.
Navigate to the dropdown menu located in the bottom left corner > Connect your calendar.
Next, add event details
Inviting others
Invite others to your event by entering their email address or their name. We'll try to auto-complete names based on your contact list, past events, and current user lists within Robin.
Changed your mind and need to remove a person from the invitee list? Hover over their name and click the "X" to delete it.
Select the event time
- Robin will suggest times based on your set working hours (as the organizer) and the invitees availability within the same domain.
- 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 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.
Next up, select the space from the suggested spaces.
Select a space
Robin works hard to help you find the best space for your activity. We will automatically check for scheduling conflicts and suggest the best spaces based on permissions, availability, and fit. You can also--
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Add events without spaces--block time off for focus work, or add your lunch meeting to the calendar.
Private events
Robin supports private events for all calendar systems. Creating a private meeting in Robin is easy from the web dashboard and from 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 this setting can only be applied when creating a new event.
Event Add Ons
Meeting services (requires admin configuration)
If your office has workplace services set up, you can add meeting services, like catering requests or A/V tech assistance, right from the event composer.
Once a room is selected for your event, a service request box will populate in the bottom right corner. Click in the box to view the available service(s) for that space; catering, A/V tech, facilities, or office admin.
After selecting the service, enter a description to include directions & desired time.
If you're not seeing the option to add a meeting service, check out the pro tips outlined here for guidance.
Video conferencing
Add a conference call link to your event using the + in the event composer.
Select the integration (Zoom or BlueJeans) your office uses. When in doubt, add a video conferencing link to your event. WARNING: Video conferencing links cannot be added/edited to an event later.
Delegate booking (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 tool requires admin configuration and a few extra permissions. To learn more about delegate booking and the requirements head this way.
- Use the dropdown menu in the bottom left corner to open a list of calendars you have permission to book on.
- Then select the person's calendar the event should live on or the person you're booking on behalf of.
- 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're not seeing the calendar you wish to book on, contact your office admin to check your delegate booking permissions.
The legacy event composer 1.0
Supports
Creating events
When you create or edit meetings in Robin's web dashboard, most of the time it will be through the event composer. It is accessible from the "Book meeting" button on the office search page. In this guide, we will cover the different components of the event composer.
Invite others
Enter a person's email or (for other Robin users) their name. We'll try to auto-complete names based on past events and current user lists within Robin.
Find a space
If this space is booked up for the time, you would like to create an event, or you feel there is a better space to accommodate your event just click the Find a space button on the bottom of the event composer.
Meeting services
If your office has workplace services set up, you can add meeting services, like catering requests or A/V tech assistance, right from the event composer. If there are any meeting services included in the event, you'll see them included as invitees to the meeting as well. You can learn more about how meeting services work here.
Video conferencing
If you have a Zoom, Teams, or BlueJeans account connected with Robin, you can add a video conferencing link to the event details. When in doubt, add a video conferencing link to your event because Video conferencing links cannot be added/edited to an event later.
Automatic conflict checks
This event composer has a few extra tricks that make it easy to avoid room scheduling conflicts. Whenever you pick a time, Robin will automatically check to see if the room has a conflict and show you a "preflight" confirmation at the bottom of the window. If Robin knows of a fellow invitee's schedule conflict, it will warn you of those too.
Book and check-in
If you are booking an event that falls within the confirmation window, a Book and Check-In Now button will replace the Book Now button automatically checking you into the event upon booking the event.
