Set up desk check-ins

Introduction

Set up desk check-ins to remind employees about upcoming bookings. Check-ins also add data to Robin’s analytics, so you get a clearer picture of occupancy, desk demand and availability.

Step 1. Decide how users will check in

Decide how users check in: remotely, locally or both. Users check in locally at the office. Users check in remotely online, from anywhere. Steps 2 and 3 show how to set up the check-in methods you choose.

Step 2. Turn on the desk check-in setting

Turn on the desk check-in setting for hot/hotel desks only or for all 3 desk types. You can turn on the setting for a whole building or for specific desk groups only.

Building level setting

1. Go to Manage > Offices > and select a building.
2. On the Administration tab > select Desks from the resource menu at the top.

3. In the Desk check-ins drop-down menu, turn on the setting for hot/hotel desks only or All 3 desk types (including assigned seats).

   

Desk group setting

1. On the Map page in the web dashboard, select Edit floor on the map.
2. Select Layout from the menu.
3. Select a group of desks with your cursor.
4. In the right panel, select the Policies tab.

5. Select Add Policy. To apply the setting to assigned desks, choose All desk types.

   

Step 3. Configure preferred check-in methods

Local check-in methods

Users check in locally in these ways:

• Automatic check-ins using office wifi: Users check in automatically when they walk into the office, or when they open Robin on a laptop or desktop on the office Wi-Fi.
• Automatic check-ins using badge swipes with an Access Control integration: Users swipe their badges at the access-controlled doors, and Robin checks them in to their desks automatically. Robin works with these access control systems:
  • Brivo
  • Kisi
  • Avigilon (Openpath)
  • Genea
  • Verkada
  • Gallagher
  • Genetec
• QR codes/NFC tags on desks: Users scan stickers on desks with the mobile app to check in.

You can make local desk check-in methods optional or mandatory. To make local check-ins mandatory for employees, turn on the Local desk check-ins-only setting and set up one of the on-site check-in methods above.

Remote (online) check-in methods

Users check in remotely in these ways:

• Web dashboard: In-app prompts. No configuration is needed.
• Mobile app:
  • In-app prompts. No configuration is needed.
  • Push notifications
• Email notifications: On by default for all users. Users manage notifications in user settings.
• Slack notifications:
  • An admin connects Robin and Slack for the organization
  • Each user connects their own Slack account
  • Users turn on Slack notifications in Robin user settings
• Teams notifications:
  • A Microsoft admin installs the Robin app
  • Users connect and authenticate their Robin user account with their Microsoft Teams account
  • Users turn on Teams notifications in Teams user settings

Step 4. Configure the remote desk check-in window

This step applies to remote desk check-in methods only. Skip it if you use local check-in methods only.

The Remote Check-In window is a building-level setting. It sets how far in advance someone can check in to a desk when they confirm remotely. Robin confirms reservations booked within this period automatically.

1. In the web dashboard, go to Manage > Offices and select a building.
2. On the Administration tab > select Desks from the resource policies menu.
3. In the Remote Check-in Window drop-down menu, select the time that works for your organization, from 10 minutes to 12 hours.

Tips

• Robin confirms reservations booked within this period automatically.
• Assigned desks are booked for a full day, based on your organization’s office hours. For example, if the remote check-in window is 4 hours and the office opens at 8 am, check-in can start at 4 am.

Step 5. Add desk check-in policies

Add these policies to control how desk check-ins work.

Local check-ins only policy

You can make local desk check-in methods optional or mandatory. To make local check-ins mandatory for employees, turn on the Local desk check-ins-only setting and set up one of the on-site check-in methods above.

Abandoned desk protection

Abandoned desk protection cancels "no-show" (flex) desk bookings automatically when employees do not confirm their desk within a set window. Someone else can then use the desk. See how to set up abandoned desk protection.