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:
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.
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--
- 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, or in two weeks.
- 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 that this setting can only be applied when creating a new event.
Event Add Ons
Meeting services (requires admin configuration)
If your office has meeting services set up (and you have meeting service request permission), you can add meeting services like catering requests or A/V tech assistance, as well as special room setup requests, right from the event composer.
- After you've added a room to your event, an Add service request button populates (if that room supports meeting services).
- Fill out the form accordingly and click Add request. Learn more here!
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 do not see the calendar you wish to book, contact your office admin to check your delegate booking permissions.