Use desk check-ins to remind employees of upcoming reservations and provide your team with a more accurate view of desk demand and availability (hot/hotel desks only).
- Setting the advance check-in window
- Enabling desk check-ins
- Checking in to desk reservations
- Viewing check-in data
- Need help informing your team?
Watch the tutorial below or follow the steps outlined in the guide
Setting the advance check-in window
The desk check-in window works similarly to the event confirmation window for meeting spaces. It is a building-level setting that determines how far in advance someone can check into a desk. Admins can set the check-in window from a minimum of 10 minutes to a maximum of 12 hours. To tie check-ins closer to actual presence, set a shorter window. If advance booking (ex: booking more than a week in advance) is more common, consider setting a longer window.
Navigate to Manage > Offices > select a building > scroll down to "Desk policies" > advance check-in window.
- If a user books a desk within that window, they’ll automatically be confirmed.
- If a user books a desk outside that window, they’ll be able to confirm the reservation as soon as the check-in window opens.
Here’s a peek at how the check-in window logic works:
Enabling desk check-ins
Admins can enable desk check-ins for a desk group or for an entire building.
Enable on building-level
Navigate to Manage > Offices > select a building > scroll down to "Desk policies" section > toggle or select the Desk check-ins setting > Apply to all.
Note, "apply to all" will overwrite any pre-existing desk policies.
⭐ The more granular setting takes precedence over higher-level settings.
Enable desk group
From the Office search page > navigate to the Edit floor drop-down menu on the map > Layout Desks. Use your cursor to select a group of desks > in the right menu panel click the Policies tab, then select Add Policy.
Checking in to a desk reservation
You can check in to a reservation any time from the start of the confirmation window to the end of the reservation.
Check in via Slack and Teams notification
With the Robin app for Slack & Teams, you can receive timely desk notifications without having to switch between apps. When a reservation is booked ahead of the confirmation window, the reservee will receive a check-in notification at the start of the confirmation window.
You can check in or release your desk reservation right from Slack or Teams. It will look something like this:
Check-in via email
When a reservation is booked ahead of the confirmation window, the reservee will receive a check-in reminder email at the start of the confirmation window.
You can open the email from any device, then simply tap Check in and you're all set. Or if you've changed your mind tap I don't need this reservation to end/cancel the reservation. Logging into Robin is not required.
And then you'll see a confirmation message that will look something like this:
Checking in from the user profile via dashboard
Once a reservation is past the start of its confirmation window, you can check in via web dashboard or mobile app prompts.
To check in via dashboard, select the Manage your desk(s) link under your avatar. This takes you to your user profile page where you can manage your desk reservations, like checking in.
Checking in via mobile app
The desk check-in prompt will automatically pop up if you open the mobile app (on any of the three mobile tabs) during a desk reservation confirmation window.
If you no longer need the desk reservation, tap Cancel/end reservation. If the reservation hasn't yet begun, you'll see an option to "Cancel”. Or if the reservation is already in progress, you'll see the option to “End” the reservation.
⏰ Users need to check in every day for multiple-day reservations.
Viewing check-in data
Admins can review when or whether a user checked in via the Checked In At column found in the Desk data exports. It will look something like this:
Need help informing your team?
Don't send without review
This example aims to provide a suggestion for your email announcement and we've highlighted in red the pieces that probably need extra attention. Be sure to give it all a thorough read so that it fits your office environment.
Subject: Desk check-ins now required via Robin
We're launching a new policy in Robin that will send you an email reminder and ask you to confirm your Robin desk reservations.
You'll book your desk as you normally would through Robin, but now you will receive an email asking you to confirm your desk booking 2 hours before the start of your desk reservation.
Here's what to expect:
- There is a 2 hour confirmation window set up, so if you need to book a reservation that starts within that time frame of the next 2 hours, we'll automatically check you in to that reservation and won't send you an email reminder.
- If you have a multi-day reservation, we will send you an email reminder for every day you have a desk booked in case your plans change.
- Other than email—you can also confirm or cancel the reservation by signing into Robin on the web or your mobile app.
The goal of this is so that we know if you're still planning to come into the office to use your desk reservation. This allows us to maintain a safe capacity, and helps us to make sure we can track who was in on any given day and where they sat for safety reasons.
Next up, set up abandoned desk protection
Set up abandoned desk protection with desk check-ins to get a clearer picture of who’s using which desks and when. When someone books something in advance, there’s always a chance that plans will change and they may not end up needing what they’ve booked. Abandoned desk protection can help keep track of this!