Desk Layout Tool

Supported Plans

  • Basic
  • Pro
  • Premier

User Permissions Required 

  • Admin or owner role 


 This guide assumes that you already:

  • Submitted floor plans to your Account Manager and the converted Maps have been successfully uploaded to your Robin account.

  • Created floors in Robin to assign your map to the corresponding floor.

Watch the tutorial below and then follow the steps outlined in the guide


How to get started



Navigate to the Manage tab in the top tool bar.

Choose a (campus) > select a building > select a floor.

A. If you still need to add a map, select add Add Map first, then select Layout Desks.


B. If you already have a map set up for that floor simply select Layout desks. 



💡  Keyboard shortcuts




Add desks to your map

A. Click on any default template from the left-hand panel to add that pod configuration to your map. Once added, you can click and drag the pod where it should be located on your map. Use the red lines on the map to align new pods with existing pods on the map.


B. Rotate pod or desk group

You can rotate a pod the rotation knob that appears at the top of the desk pod. 

🔥 Hot tip: Hold shift to rotate in 15º increments.  


C. Custom pod configurations

We’ve provided default pod shapes to get you started, but you may need to create your own custom pod configurations to mirror the seating arrangements in your office. Creating custom configurations will likely require you to combine several of the default pod layouts and then add or delete single desks as needed. For example, to create a pod of 12 desks you may choose to combine two of the default pods of 10 desks and then add 2 desks. 



D. Aligning Desks & desk groups

Red guidelines will appear when dragging desks across a floor (grouped or ungrouped) to help align with other Desk groups (gray).

If there are only ungrouped desks on a floor, red guidelines will not appear.

When desks are released near the guidelines the desks will snap to the guideline. If you want more granular control, select the desk and use the WASD keys to nudge the desks.





Saving a desk configuration as a group

A. All desks you add to your map will initially be “ungrouped” (i.e. they will appear in red).

To save a specific pod configuration, select all desks (hold cursor +drag) you would like grouped together and click the Create group button.



B. If you need to separate desks from a previously created pod, simply hold down shift + select the individual desks you wish to separate. The pods cannot be ungrouped. However, you can delete individual desks from the group.



🔥 Hot tip: Have a custom pod configuration you need to reuse across your floor plan?

Use the duplicate button to copy it as many times as needed. With the duplicate tool, you’ll automatically copy the amenities & desk type of an existing group as well. If you want to apply different settings to the duplication you can edit those fields in right side panel. Note, Desk Policies set at the pod level will not duplicate.




Change the size of desks on your map

 Use the Desk Size slider to apply a standard size to all desks on your map.



Name desk groups and individual desks

A. When first created, both desk groups and desks are unnamed & assigned a default naming convention (i.e. Pod 1, Desk 1, etc.). To edit the names of both the desk group and individual desks, click on the desks and type new names into the text boxes.

Note: In order to edit the desk group name the desks must be grouped first by selecting Create group.

B. As you click on the text box for each desk name, you’ll see the corresponding desk highlighted in blue on the map. This will help ensure you're naming each desk within a pod correctly.




Assign amenities to desks 

A. Click and drag to highlight desired desks. Once desks have been selected/highlighted, the amenities panel will display on the right-hand side of the map.

B. Use the type-ahead picker to select relevant amenities; the quantity of each amenity can be updated by clicking the grey # next to each item added. 


C. To remove an amenity, hover over the right side of the amenity name and an “x” will appear.


Interested in adding custom amenities? Head this way to create your own office amenities. Once the custom amenities are created and they'll populate in this list. 




Apply the desk type 

Apply the desk type to a desk group, a single desk, or to particular desks within a desk group.

A. Apply desk type to a desk group

Click and drag to highlight desired desks. Once desks have been selected/highlighted, the menu panel will display on the right-hand side of the map. Use the drop down menu to select the desk type which will apply the desk type to all selected desks.

B. Add a mix of desk types within a desk group

Hold + shift to select 1 desk at a time. Once the desks have been selected/highlighted, the menu panel will display on the right-hand side of the map. Use the drop down menu to select the desk type.





Apply Desk reservation policies

After selecting the desk group, in the right menu panel click the Policies tab, then select Add Policy. 

Select a policy to enable and then modify the default thresholds. 

Note: There is a minimum of 15 mins for the Max Reservation Length or Advanced Booking Threshold. 





Save and publish changes

When you’re ready to save your changes, click the Review and publish button (which will appear in blue once all desks on your map have been grouped). Before finalizing your publication, you’ll be able to review a summary of the changes made to your map. 



⭐ Reminder: All changes go live immediately when you publish (i.e. there are no “drafts” for desk set-up).


Common Pitfalls 

A few things to keep in mind:

All desks need to be grouped in a pod before you can save your map.

If you group multiple pods together, the initial spacing will remain as you drag the group around the map. The pods cannot be ungrouped. However, you can delete individual desks from the group.

More workplace management tools that give you the power to move your people around and experiment with layouts of safely-distanced desks:



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