User Permissions Required
- Custom roles: Manage offices & maps at the location/building level
- 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
- Keyboard shortcuts
- Add desks to your map
- Save a desk configuration as a group
- Change desk size
- Name desk groups and individual desks
- Assign amenities to desks
- Apply a desk type
- Apply desk policies
- Deactivate or archive a desk
- Save & publish
Navigate to the Manage tab in the top toolbar
Select a building > 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, then select Layout desks.
💡 Keyboard shortcuts
Add desks to your map
A. Adding desks
Click or drag a desk template from the left-hand panel to add it to your map. Use the red lines on the map to align new pods with existing pods on the map.
B. Rotating pods or desk groups
You can rotate a pod using 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 the floor, then 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 arrow 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. Separate desks
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.
C. Reorganize desk groups
If you need to reorganize desk groups to respond to changes in your office, use the Ungroup desk feature. This feature allows you to ungroup a desk or selection of desks from a desk group to regroup it into a new desk group(s) and/or to add it to an existing desk group(s). The configuration of the desks will be preserved, including; desk name, desk type, and desk amenities. However, the pod name and policies will be removed.
Use shift + click to select the desks in the desk group that you want to remove and click Ungroup. You'll notice the selected desks are removed and display as red, “ungrouped”. The original desk group will remain unchanged, minus the removed desks.
D. Delete a desk or desk groups
If you need to delete a desk or desk group, select the desk(s) and click the delete button in the right panel. Note: Desks that are active and in-use on your floor might have current, past or future seat assignments or reservations. Deleting a desk, will delete the desk from the desk group and delete any past, current or future, reservations or assignments associated with the desk. This also means the data associated with the deleted desk or desk group will not appear in a desk export.
🔥 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 the right side panel. Note, Desk Policies set at the pod level will not duplicate.
Change the size of desks on your map
You can resize particular desk groups or all desks on the floor. And when adding a new desk to the map the default size will be the most common on the map.
A. To resize particular desk groups, drag your cursor to select a group of desks and use the “Resize desk” slider.
B. To size all the desks, click Select all desks button under the resize slider then use the slider to find the best size.
C. To undo the size adjustment use keyboard shortcuts; Control + Z (Windows) or Command+ Z (Mac).
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 or change 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 policies
After selecting the desk group, in the right menu panel click the Policies tab. Then select Add Policy.
Select a policy to enable it and then modify the default thresholds.
A few things to note
Desk Policies set at the Office Level are inherited by the desk group.
If you create a desk group > leave the policies tab empty > select Review and Publish to save, then the Office level policy defaults will be reflected when you go back into the tool.
If you create a desk group > immediately go to Policies tab > Add Policy > select Review and Publish to save, then the Office level policy defaults will not be reflected for the Policy added.
Use the “Apply to All” options at the Office level settings to ensure all policies are uniform for all desks in the building.
Archiving a desk
An archived desk is removed from user-facing maps, releases a desk license, maintains it's configuration (amenities, desk type, etc.), and preserves any reservations or assignments. This is not the same functionality as the configuration tool (distance planning).
If you want desks to still appear in user-facing maps, but want to make it "unavailable or unable to book" use the configuration tool instead. The configuration tool helps manage social distancing and office capacity by essentially "turning the desk off". A "turned off desk" uses a desk license and maintains it's configurations.
1. To archive a desk, hold shift + click on a desk to select a single desk. The archive functionality is available on the individual desk level only.
2. After a single desk is selected, the archive option will appear in the right panel. To reactivate a desk again, select the single desk and toggle off.
An archived desk is indicated as an outline on the Desk Layout tool. It will look something like this:
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).
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.
More workplace management tools that give you the power to move your people around and experiment with layouts of safely-distanced desks: