Set up desk check-ins

Introduction

Use desk check-ins to help employees stay informed about their upcoming reservations and assignments while ensuring they confirm their in-office plans. By requiring check-ins, you gain more accurate, actionable data within your Robin analytics, allowing for a clearer picture of desk demand, availability, and actual occupancy.

For instance, if you notice that the desk check-in rate is much lower than the actual usage rate on a particular floor, you can use this insight to gather employee feedback and explore ways to optimize that area or consider reallocating resources.

Follow this guide to learn how to configure the desk check-in feature and the different check-in methods and policies you can set up.

To learn how to check into your desk, head this way!

Step 1: Set 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.

• Flex desk tips: To tie check-ins closer to actual presence set a shorter window. If advance booking (e.g. booking more than a week in advance) is more common, consider setting a longer window.
• Assigned desk tips: Assigned desks are for a full-day based on the set office hours (open-close). For example, if the advance check-in window is set to 4 hours and the office opens at 8am you can check in to your assigned desk starting at 4am.

Navigate to Manage > Offices > select a building > scroll down to "Resource policies" >  Advance check-in window menu. 

• 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:

Step 2. Turn on the desk check-in setting

Admins can enable desk check-ins for hot/hotel desks only or for all desk types, which includes assigned desks too. This setting can be enabled for an entire building or desk groups. Both configuration methods are outlined below. 

Configure for the entire office building:

1. Navigate to Manage > Offices > select a building.

2. Scroll down to the "Resource policies" section and confirm you're on the Desks tab.

3. Click the drop-down menu for the Desk check-ins setting and select hot/hotel only or All desk types (includes assigned seats) setting.

Configure for specific desk groups:

1. From the Office search page > navigate to the Edit floor drop-down menu on the map.

2. Select Layout from the menu.

3. Use your cursor to select a group of desks.

4. In the right menu panel, click the Policies tab.

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

(Optional) Step 3. Set up local check-in methods 

There are various ways employees can confirm their desks, and local check-ins are one of them. Local check-ins are done at the office vs. online methods can be done from anywhere. Robin supports three types of local check-in methods:

• Automated check-ins using office wifi - automatically by just walking into the office or opening Robin on a laptop/desktop using the office wifi.

• Badge swipe check-ins with Access Control integrations- users swipe their badges at the access-controlled doors, and they'll be automatically checked into their desks. 
  •  Brivo integration, Kisi integration, & Avigilon (Openpath)
• QR codes/NFC tags on desks- scan stickers on desks with a mobile app to complete check-in.

(Optional) Step 4: Set up check-in requirements 

Local check-ins only policy

You can make Local desk check-in methods optional for convenience or mandatory. If you want to make local check-ins mandatory for employees, enable the Local desk check-ins-only setting and set up one of the on-site check-in methods mentioned above. 

Abandoned desk protection

This feature automatically cancels "no show" (flex) desk bookings when employees don't confirm their desk within a certain window, allowing someone else to use it instead. Learn how to set it up here.