Managing assigned seats

User permissions required 

  • Manage offices and Maps: Location level
  • Delegation: Can assign & reserve desks for others
  • Assign Desks: Location level


Getting started

The Global Admin role can manage a floor plan from the map on the Office page.

* Custom admin roles can manage a specific floor plan IF they have the following permissions on the location level:

  • Manage offices & maps permissions

  • Assign (Desk) permissions

  • Delegate (Desk) permissions 

From the Office page, select a floor > Edit floor dropdown on the map > Assignments. 


Draft mode

Now you're in "draft mode" where you can begin assigning employees to seats by dragging & dropping names or by selecting a green desk on the map.

(One draft per building or location)


Navigation tips to help get you started:

  • By default you're already in the "click & drag" mode allowing you to easily move people around from the list onto the map or from the map onto the list.

  • Use filter and sort by options to help organize the list of names on the left. 

  • To switch to another floor, select the floor button in the top right. 

  • To select multiple desks on the map, use your cursor + shift to create a box around multiple desks then drag it the list or onto a desk group. 

  • To move around the map (pan gesture),  hold down the space bar before clicking to drag.

  • Zoom in

  • A draft is a created for each individual office or location you're working on. 

Changing floors & shortcuts

Use the"More" menu or the "Help" option in the bottom right corner for hotkey shortcuts.  


Desk types

Refer to the desk legend for desk capacity


  • Green desks = open seat for assignment
  • Grey desks =  desk is assigned to someone.
  • Slashed desks (/)= unavailable/flexible desks. These desks can't be assigned because they're either a flexible desk or marked as "unavailable".
  • Switch to "configure" mode to edit any slash-marked (/) desk.
  • Configure mode is where you can alter a desk's availability and change the desk type if you click on a flexible desk while in assignment mode, you'll see a message like the one captured below. 


Assigning desks

Using the list on the left, drag & drop names onto desks on the map. To learn more about who is included in the list, go here

All edits automatically save to the draft. 


A. Drag & drop


  • Using the list on the left:

    • Drag an unassigned user to a green desk (see video above).

    • Drag an unassigned user to an occupied desk. This will automatically unassign the person sitting there & their name will appear under the "Assignment queue." 

  • Using the map, you can easily move around folks who are already assigned to a desk to a different desk by dragging and dropping. Drag them to an empty desk, assigned desk, or to the left sidebar. 

  • For bulk unassignment, select a group of desks or multiple pods by holding shift + cursor to switch from pan gesture mode to selection mode. Use your cursor to create a box around the desks, then drag the box to the left sidebar ( See example D below)

  • Made a mistake? No problem. Easily undo the change via the menu or CMD+Z. 

B. Select desk & search

Another way to assign a desk is to simply click on a desk and then search by name or email. 


C. Unassign a user from a desk

Drag the assignee from the desk on the map to the list on the left. Or click on a desk > select the "X."


D. Unassign a group of desks bulk_desk.gif

Saving changes 


Office draft mode:

Whether you're assigning seats for the first time or shuffling folks around, you are in draft mode. Now, when a user creates a draft in the backend, this will create an Office draft.

But let's say you're not ready to push those changes out for everyone to see? Close the draft mode and all the edits will automatically be saved as a draft.

This will exit the manage seats mode and take you back to the office home page.  

Publish mode:

Read before publishing! 

We do not store original copies of floor plans & seating arrangements. The original arrangement cannot be retrogressed on our end. The Review and Publish summary will show you a list of seat assignments and desk reservations that will be impacted; if you don't want the changes to take effect, simply click on Go back. You also have the ability to discard the draft completely (click on Discard Draft). When you decide to publish a draft, a receipt of the changes will be emailed to you for your reference.


When you're ready to publish the draft and go live with the seat assignments, select review and publish in the top right corner.

This opens a modal where you're prompted to review list of seat assignments and desk reservations that will be impacted.

  • Check the box if you'd like to notify people of their new seat assignment or of any changes made to their reservations. 
  • Select Publish. Seat assignments go live immediately, or if something doesn't look right, select Go back.



Send a colleague a summary of the proposed seat assignment changes via email with the option to include a note. 


The email they will receive will look something like this:



"Discarding unpublished changes" deletes all changes in the draft, including any made by other admins.


A few things to keep in mind while in draft mode 

  • Multiple admins can work on the same draft at the same time. If this happens, when you enter an active draft you will see the option to edit the existing draft or discard it and start a new draft.
  • If another admin modifies the draft while you're in it, a message will pop up to let you know a new version is available & to refresh to view the latest version. 
  • If you or another admin make seat assignment changes elsewhere in Robin (outside of the draft mode) while you still have an unpublished draft, we will notify you of any conflicts or outdated changes.
    At which point, you can choose to discard the draft you are working on and start a new draft. Or keep your unpublished changes that will overwrite the seat assignments made outside the draft.  



"Who does the list on the left include?"

The list on the left includes Robin users who do not have an assigned seat, including:

  • Robin users who have a hot or hotel desk reservation, but do not have an assigned seat. 
  • Proactively onboarding new hires, the list will include:
    • Enterprise accounts who've configured SCIM provisioning that automatically sync new hires to Robin.
    • A  new employee that's been invited to Robin,  but has not yet logged into Robin to validate their user email account. The email address has to be a valid format “”, but does not have to exist.
    • A Non-Robin User that was assigned a desk with an email address and then unassigned from a desk will appear in the list on the left. The email address will appear under the "unassigned" section.  If a non- Robin user email is not re-assigned to a desk before the draft is published their email address will be removed from the list. 
    •  Assignment queue- Users unassigned in the draft will appear here and you can drag & drop them into this section. This helps make the "unassigned section" a bit more manageable and helps office managers keep track of specific people who need a seat. 
    • Filters: By default, the list filters out or does not show the names of people who have a flexible desk reservation. However, you can choose to include those folks in the seat assignment list by selecting  "show flexible seat reservations". 

Note, Robin users who have an assigned seat in a different building will not show up in the list. 

Office Managers can use an email address to assign desks to non-Robin users. Because Robin only has an email address, no name will show up on the desk.

Does your office use SSO?

  • End-users need to login into Robin to “validate” their user account and provide their First & Last Name for them to show up as Robin Users in the “+ Assign Someone” dropdown.

  • Office Managers can use an email address to assign desks to non-Robin users. Because Robin only has an email address, no name will show up on the desk.

  • As mentioned above non-Robin users that are unassigned from a seat will show up in the left sidebar as “recently” unassigned BUT will not appear once the draft is published.


More office management tools to explore

Distance planning

The Configuration tool is a tool within Robin that helps workplace admins understand the impact of physical (“social”) distancing on floor capacity. Learn more here. 

Managing office capacity 

The Office Capacity tool helps workplace teams understand and manage how many people can use the office on a given day. It gives employees the flexibility to choose where they want to work from with a pool of desks and once the cap is reached, any remaining desks become unavailable to book. 

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