The layout tool

Supported Plans

  • All plans

User Permissions Required 

  • Custom roles: Manage offices & maps at the location/building level
  • Admin or owner role 

Use the layout tool to set up desks, spaces, and points of interest on your office floor plans to create an interactive workplace experience. 

 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.

Already have desks & configured and looking to make edits to your floor plan? 

You can access the layout tool from the office search page by using the Edit floor drop-down menu > Layout, then jump to step 2. 

 

Accessing the Layout Tool 

1

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 or place spaces.

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B. If you already have a map set up for that floor then select Layout desks/Place spaces  OR, 

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You can access the layout tool from the office search page by using the Edit floor drop-down menu > Layout. 

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Setting up Desks

1

Add desks to your map

A. Adding desks

From the top toolbar, click the desk icon > select a desk template & click where you want it to go on the map. Use the red lines on the map to align new pods with existing pods on the map.

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B. Rotating pods or desk groups

You can rotate a pod in 15º increments using the rotation knob that appears at the top of the desk pod. 🔥 Hot tip: Hold shift to rotate freely.

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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.

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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 on your keyboard to nudge the desks.

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2
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 blue Create group button in the right panel. 

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B. 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 & policies will be removed.

Use shift + click to select the desks in the desk group that you want to remove > 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. 

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C. 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.

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🔥 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.

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3
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 or drag the cursor across all desks to "select all" and use the “Resize desk” slider

B. To undo the size adjustment use keyboard shortcuts; Control + Z (Windows) or Command+ Z (Mac).

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4

Name desk groups & 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.

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5
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. 

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

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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. 

 

6

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.

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7

Apply desk policies

After selecting the desk group, in the right menu panel click the Policies tab > 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 building 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 building level setting to ensure all policies are uniform for all desks in the building.

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8

Save and publish changes or keep building your floor plan 

You can publish the changes you've made to the floor plan now or move on to adding spaces, work area labels (early beta only), and POIs.

When you’re ready to go live with the changes, click the Review and publish button (which will appear in blue once all desks on your map have been grouped).

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. 

 

Add work area labels 

Use Work Areas to define regions of the office, and help employees identify the best place to work – at-a-glance from the office map.  Admins can also collect utilization data around how different work areas are used under the "Todays" tab on the desk analytics page. 

1. Select the Work Areas icon from the top toolbar.

2. Drag your cursor across a group of desks to encompass a work area. 

2. Name the work area --  based on department, work style, teams, neighborhood themes, etc.

Best practices:

  • Use work areas to communicate how different parts of the office are intended to be used. Examples might include by working style (e.g., collaboration vs focus), by department or team, or by neighborhood.
  • Select multiple desk groups which encompass a work area. Click and drag your cursor over multiple desk groups to create and name your selection. Or, hold the shift key while selecting individual desks.
  • Name work areas in a way that employees will easily be able to identify the part of the office. Recommend keeping names descriptive, yet brief.

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The work areas labels are displayed on the office map in the web dashboard & the mobile app with the option to zoom in to see more details.

Web dashboard:

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Mobile:

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Setting up Spaces 

1

Add spaces to map

A. To create a new space, click the space icon in the top toolbar --> click on the desired location on the map and the space will automatically snap into the outlined shape. 

B. To add an existing space, drag and drop it from the "add space to map" list on the left panel. 

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🔥 Hot tip: speed things up with the "Add another" option or copy and paste with keyboard shortcuts.

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2

Edit space shape

Use the points on the space lines to refine the shape. 

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3

Configure basic space settings

Use the module on the right to add the space information:

  • Space name

  • Upload a photo

  • Set capacity

  • Select the space type

  • Accessibility checkbox option

  • Add helpful notes for employees 

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4

Choose how the space will be used

Use the Schedule tab & drop-down selections to configure the advanced settings:

On-demand spaces: Supports ad hoc meetings. Do not add a calendar if users should not be able to reserve the space in advance. 

Scheduled space: Spaces that users can reserve in advance and can see it's availability from the office map. This requires pairing a unique resource calendar to the space. Supports scheduled & ad hoc meetings. Follow the configuration prompts to connect a calendar. 

Request only space: Spaces that are reservable in advance, but require admin approval.  A unique calendar resource must be connected and users with approval permission.

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5

Apply space policies

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6

(Optional) Add a room display

Click Add and follow the room display pairing steps.

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7

(Optional) Add or edit the room display policies 

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8

Need to make changes to a space?

Click the space name in the floor directory on the left > 3 action dots to open the edit menu. 

  • The Remove option (or "delete" key on keyboard) removes the space from the map and is added to the  "Add spaces to the map" list on the left, it will not permanently delete it. 
  • The delete option permanently deletes a space. To confirm this is an intentional action, enter the space name to complete the deletion.  

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9

Publish changes or move on to adding points of interest

Click Review & Publish changes in the top right corner to launch your floor plan. 

 

Adding points of interests

Add markers to show folks' points of interest around your office using the layout tool. You can create a custom point of interest or select one from the list, like an elevator or restroom. You can also use this guide to add device markers for kiosks to the map.

1

Select the points of interests icon in the top toolbar & hover over the different options. 

2

Drag & drop a default POI or use the custom POI option if you don't see what you're looking for. 

drag_POI.gifFor custom POI, drag & drop the custom icon onto the map and label it. Select done to save it. You can use the custom POI option to represent devices, like status boards, around your office. 

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3
You'll see the option to edit the POI name if you'd like then click Done. Otherwise, the POI will autosave once you click somewhere else on the map. 

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4

If you need to delete a POI, select it with your cursor > click delete or use the Delete key on your keyboard. 

5

Save and publish changes

When you’re ready to save your changes, click the Review and publish button in the top right corner (which will appear in blue once all desks on your map have been grouped).

 

The floor directory

Use the floor directory to see a list of all the Spaces, Desks, and POI's on a floor and select one to see where it is on the map.  This is especially helpful for busy or large floor plans.  floor_direct_zoomed.png

Floor summary

Use the floor summary to understand how many spaces, desks, and desks with stickers are on the map. 

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Archiving desks and spaces

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.

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An archived desk is indicated as an outline on the layout tool. It will look something like this:

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Archiving a space

An archived space is removed from user-facing maps, releases a space license, and the space maintains it's configuration (amenities, space type, etc.). The archived space will still appear on the layout floor plan as just an outline.

1
Click on a space  & open the edit menu. The archive functionality is available on the individual space level only.
2
Click archive. 
3
You can easily reactivate the space the same way.

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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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