Set up desk check-ins

Introduction

Desk check-ins help employees stay informed about upcoming bookings and provide actionable data within Robin’s analytics, giving a clearer picture of occupancy, desk demand, and availability. This guide walks through how to set up desk check-ins successfully. 

Step 1. Decide how users will check in

Decide how you'd like users to check in: remotely, locally, both, or locally only. Local check-ins are done at the office vs. remote check-ins are done online from anywhere. These methods are outlined in more detail in step 3.

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 enable the setting for an entire building or specific desk groups only. 

Building level setting:

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

2. Scroll down to the "Resource policies" section.

3. On the Desk tab, scroll to the Desk check-in setting. Use the drop-down menu to enable the setting for hot/hotel desks only or All 3 desk types (including assigned seats).

Desk group setting:

1. From the Office search page in the web dashboard, select Edit floor 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, 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:

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

• Automatic check-ins using badge swipes with an Access Control integration. Users swipe their badges at the access-controlled doors, and they're automatically checked into their desks. 
  • Brivo
  • Kisi
  • Avigilon (Openpath)
  • Genea
  • Verkada
  • Gallagher
• QR codes/NFC tags on desks- scan stickers on desks with a mobile app to complete check-in.

Remote (online) check-in methods: 

• Web dashboard: In-app prompts; no configuration is required.
• Mobile app:
  • In app prompts, no configuration required
  • Push notifications
• Email notifications: On by default for all users (manage notifications under user settings) 
• Slack notifications:
  • An admin needs to connect Robin + Slack on the organizational level
  • Users need to connect individual Slack account
  • Users turn on Slack notifications under Robin user settings
• Teams notifications:
  • A Microsoft admin has installed the Robin app
  • Users connect and authenticate Robin user account with your Microsoft Teams account
  • User turns on Teams notications under Teams user settings

Step 4. Configure the remote desk check-in window (Skip if using local check-ins only)

The Remote Check-In window is a building-level setting that determines how far in advance someone can check into a desk when confirming remotely. Reservations booked within this period are automatically confirmed. 

This configuration is only related to remote desk check-in methods. Skip this section if you're only using local check-in methods. 

1. Go to Manage > Offices and select a building in the web dashboard > scroll to "Resource policies."
2. On the Desk tab, select the Remote Check-in Window drop-down menu.  
3. Select the amount of time that works best for your organization. From a minimum of 10 minutes to a maximum of 12 hours. 
   • Tips:
     • Reservations booked within this period are automatically confirmed. 
     • Assigned desks are booked for a full day based on your organization’s set 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

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.