"Reverse hoteling" for Desks

Supported Plans

  • Basic
  • Pro
  • Premier

Overview

Sometimes called "reverse hoteling", this feature allows people to temporarily let others use their assigned seat when out of office. Think "While I'm on vacation, make my desk available for hot desking".

How it works

"Reverse hoteling" or shared seating is a desk configuration for assigned seats (only) that allow employees to open their assigned desk up for others to use while they're out of the office.  Users can manage their own desk availability and/or admins can manage it on users behalf.  

Tips to get started: 

  • "Reverse hoteling" is only available for assigned seats.
  • "Sharing" a desk or managing desk availability can only be done from the web dashboard, but you can book a desk that has been shared from the dashboard, mobile app, or interactive kiosk. 
  • "Reverse hoteled" desks are shared desks that can be reserved for a day (even hourly) or multiple days and they can be reserved in advance or for that day. 
  • In the rare occasion, you have more than one assigned seat, you can only share one of your desks at a time.  

 

Configuring Reverse Hoteling

Admins can manage which desk spaces in the office can "reverse hotel" by enabling the feature for an entire desk space or by desk groups.

To apply the setting to an entire desk space that includes multiple desk groups (pods & tables), navigate to Manage > Offices > select a building > select a space where desks live > under "Desk reservation policies" section > toggle the "Allow reverse hoteling" setting. 

To apply the setting to a particular desk group, on the Desk space page > select a desk group (e.g. CX pod 3)  > under "Desk reservation policies" section > toggle the "Allow reverse hoteling" setting.

desk_policy-reverse.png

Managing desk availability 

"Reverse hoteling" or desk sharing is only available for assigned seats. 

User management

1. To manage your desk availability, in the top right corner next to your user profile icon,  click manage.  This will open your desk calendar. Skip down to step 3. 

manage_button.png 

Admin management

Robin admins can temporarily free up someone’s seat while they’re out of office and reserve desks for themselves or others from the web dashboard. If an admin shares someone's desk , the user will receive an email notification letting them know the day(s) their desk was made available for others to use.

 

1. Using the Office tab (> desks) in the Robin dashboard, select the users desk from the list or on the map. Remember, desk sharing ("reverse hoteling") is only available for assigned seats/desks. 

2. From the modal, select the 3 action dots > Manage desk. 

manage_desk-admin.png

Users & admins

3. Using the calendar modal,  select the day(s) the desk can be shared for others to use. Changes will auto-save. This will put the desk into the flexible pool of desks for that day(s).

Blue = Reserved for you, not shared.  White= shared, the desk is open & available.

Screen_Shot_2020-02-06_at_11.02.39_AM.png

We'll let folks know when they're booking a desk that is usually someone else's desk so folks are less confused by all the framed cat pictures and are mindful of the space. 

Screen_Shot_2020-03-03_at_9.47.35_AM.png

Image above is from the Robin dashboard

To confirm if you or your office admin shared ("reverse hoteled")  your assigned seat, check for a “Shared” label next to your desk name in the top right corner of the dashboard.

shared_label.png

 

When your seat has been shared, you’ll receive an email letting you know the day(s) your desk might be available for others to use.

 

desk_sharing_notification.png

 

Booking a "reverse hotel" (shared) desk

Users

A shared ("reverse hotel") desk is an assigned seat temporarily flipped into a flexible desk. Depedning on the desk policies and availability these desks can be reserved for a day or for multiple days (if available) and it can be reserved same day or in advance.

You can reserve a desk for yourself from the Robin dashboard, mobile app, and office kiosks. Use the guides below to learn more. 

1.  Reserving a desk using the dashboard

2. Reserving a desk using the mobile app

3. Reserving a desk using the interactive kiosk

 Here is a glance at what it looks like from the Robin dashboard as a user:

reserve_RH-user_view.gif

 

Admins

Admins can reserve a shared desk on a users behalf from the Robin dashboard (only). 

Note, admins can reserve a shared desk for themselves, just like any user, from dashboard, mobile, or kiosk. 

Here's what it looks like as an  admin reserving a shared desk for an employee:

reserve_RH.gif 

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