Some areas in your office may need special permission to schedule and Robin can help admins manage those spaces. This guide shows the different ways you can apply more granular booking permissions depending on your plan.
1. Meeting Room Approvals
The meeting room approval feature is designed for spaces that host “special” events-- spaces like auditoriums, training rooms, interview rooms, or other types of spaces.
When the "request only" setting is enabled for a space, a designated admin will need to approve the event request before the organizer can officially move forward with their event.
The image below captures the difference between a "bookable" space and a "meeting room approval required" space on the office search page in dashboard.
Spaces that require approval will appear in the search results in both the extension and the dashboard, however, the requests can only be completed using the dashboard
Follow this guide to learn more about the meeting room approvals!
2. Custom roles and permissions
This role-based access control provides admins with a set of keys they can choose to distribute to their users. Admins can define the level of access a user has to specific spaces and features in Robin by modifying the default roles and adding special permissions to the user role.
A role defines the level of access a user has to particular features and/or locations. Users may be assigned to one or many roles. For example, "science building admin" can be a custom role.
Permissions define the level of access a user has to specific features in Robin. Access and management permissions can be scoped to include certain locations or spaces within a location.
Meaning admins can scope users booking permissions based on the role or group they're associated with.
By default, any spaces that users don't have permission to reserve will be hidden in space searches and suggestions across scheduling platforms (extension, office search page, event composer, mobile app). If a user tries to create an event in an unauthorized space they will be blocked with an error message.
Want to learn more about custom roles & permissions? Check out this guide!
3. Restricting calendar access to admins
Restricting calendar access to admins is a scheduling policy that can be enabled on a per space basis. You can limit the average person from scheduling in particular spaces by enabling "Admin Only" mode on the room management page.
By default, these rooms will be hidden in space searches & suggestions across scheduling platforms (extension, office search page, event composer, mobile app) for general members who don't have permission to reserve.
If a member selects a space that has this setting enabled using the legacy composer, the "Book now" button will be greyed out to block the booking.
Follow this guide to learn more!