Managing Assigned Desks via drag & drop tool

Requires

  • Admin in Robin

 

Familiar with desk management already?

If you're familiar with the drag & drop desk tool and looking for distance planning for desks, jump to this section. 

Once you've created your desk groups, you're ready to assign them to folks in your office. You can assign a desk from a few places, but in this guide we are going to focus on how to do it using the Office page.   

How to get started

Check out this video for an overview and then follow the steps outlined below. 

Admins (or custom roles + desk delegation) can manage seats from the map on the Office home page.

For many, desks on maps might be your default view. If not, navigate to the Office homepage > Desks tab > (select Map view box) > Manage > Assignments. 

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Navigating 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.

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📝A few things to note 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 to see the desk assignee names. 

Desk types

Refer to the desk legend for desk capacity

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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 are 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 captured below. 

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Changing floors & shortcuts

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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. 

1

Drag and drop

  • Using the list on the left, drag an unassigned user to a green desk (see video above).
  • Using the list on the left, drag an unassigned user to an occupied desk. This will automatically unassign the person sitting there & their name will appear under "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 side bar. 
  • To select a group of desks or multiple pods for bulk unassignment use your cursor to create a box around the desks then drag the box to the left side bar (See example below).
  • Made a mistake? No problem, easily undo the change via the menu or CMD+Z. 

Selecting a group of desks: bulk_desk.gif

 

2

Select desk & search

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

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To unassign a user from a desk click on a desk > select the "X".

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Saving changes 

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Draft mode:

Whether you're assigning seats for the first time or shuffling folks around you are in draft mode.

But let's say you're not ready to push those changes out for everyone to see? Exit 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! 

Publishing a draft will wipe out all current seat assignments and desk reservations. We do not store original copies of floor plans & seating arrangements. The original arrangement cannot be retrogressed on our end. We recommend triple checking the new plan before publishing a draft.  No changes are official until you publish the draft. Or you can discard the draft and all assignments/reservations will remain the same. 

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 the final draft before publishing:

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

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"More" options:

The more menu provides additional options like undo or redo your last action and sharing the proposed draft changes.

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Sharing

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

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The email they will receive will look something like this:

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Discarding

"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.  

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"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:
    • Premier 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 “name@domain.com”, 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 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” drop down.
  • 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 side bar as “recently” unassigned BUT will not appear once the draft is published.

 

Distance Planning  

Understand and manage the impact of physical distancing on your floor's capacity. Learn more about best practices while planning your return to the office.

 

Distance Planning is a tool within Robin that helps workplace admins understand the impact of physical (“social”) distancing on floor capacity. Follow the steps below to get started. 

1

From the Office page in dashboard, select the Desks tab > Manage > Configuration.  

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2

Select configure mode at the top. 

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3

Start a new plan

If you previously had a desk floor plan configured, we recommend treating this like an office move and starting a new plan. This will change all desks to an "unavailable" status and clear any previous desk assignments & reservations. Assigning desks for the first time? Skip to step 4.

(If you prefer to work off of the current seat arrangements--  skip to step 4.)

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Common Pitfalls

If folks are currently assigned to desks or have desk reservations, it's important to note that changing a desk status to "unavailable" or "starting a new plan" will unassign the person from that desk or terminate reservations. Don't panic if you weren't ready to cancel desk assignments or reservations-- remember this is only a draft. No changes are official until you publish the draft. However, once it's published we cannot recovery or revert back to the original plan. 

4

Change desk availability status & desk type

A. Click & toggle

Start clicking on desks > toggle to make unavailable or available from the pop up menu. When a desk is toggled to "available" the impact radius will appear. 

Click in the green bubble to adjust the size of the distance radius. Note, the size does not save between draft sessions. (See an example here) 

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Hot tip: Hold the CMD/ CTRL button while clicking desks to automatically change desk availability status + activate the distance radius.

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B. Change desk type (optional)

You can also change the desk type from assigned, hot, or hotel right from here. 

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C.  Select multiple desks

Use your cursor to create a box around multiple desks.

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D. Resize distance radius

Adjust the size of the distance radius by hovering over the green bubble to activate the resizing tool. Note, the size does not save between draft sessions.

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5

Use the floor overview legend to help measure desk availability. 

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📝Navigation tips:

  • To move around the map (pan gesture) hold down the space bar before clicking to drag.
  • Zoom in to see the desk assignee names. 
  • To switch to another floor in the building, select the "Floor" button in the top right corner.
  • To select multiple desks on the map, use your cursor + shift to create a box around multiple

Keyboard shortcuts menu

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6
Return to seat assignment mode to begin dragging & dropping names from the list to assign folks to the active desks.

📝Note: Seat assignments and desks operate under the same draft. If you close the draft changes will save automatically in both platforms. 

 

Understanding desk statuses

Available = The desk is empty, and you can use it.

Unavailable = The desk is empty and cannot be booked.

Enabled = The desk is visible and actively managed within Robin. End-users may reserve or interact with it.

Disabled = The desk is archived and not active in any user-facing features. Only admins may reactivate them. Your organization is no longer billed for the desk.

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