How to book a desk using the web dashboard

Overview

With Robin, booking a desk at the office is easy, with access to real-time schedules and availability. You can book a desk when planning your hybrid workweek on the Schedule page, or you can jump to the Office page for a live view of your workplace. 

Booking a desk from the Schedule page

1. Click Book a desk on the Schedule page under the Workweek tab.

Robin might ask you to select the office location you want to join if you haven't set your office building preference yet. 

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2. Use the interactive map to find a desk to book. Adjust the reservation time using the time pickers at the top of the map.

  • The start/end times respect your office's work hours.

  • If your office supports hotel desks, then you can select more than one day at a time in the weekly calendar modal.

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3. Click on a desk for more information.

4. Click Book. 

Need to reserve desks for others?

User roles with desk delegation and/or desk assignment permission can reserve or assign desks for others the same way you reserve a desk for yourself. However, the desk delegation permission does not support editing the date, time, or floor of another user's reservations, only the end or cancel functionality. 

Booking a desk from the Office page 

Booking a desk at the office is easy, with access to real-time schedules and availability. Follow the steps outlined below according to the map you're using.

Original map New map

1. Navigate to the Office tab, select a desk on the map to book "right now," or click Book a desk for additional search criteria. 

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2. You can set your search criteria using the drop-down fields at the top, including any amenities (e.g., a monitor) you may need at your desk. A few things to note:

-  The start/end times respect your office's work hours. Assigned seats automatically default to office hours & can't be adjusted. 

If your office supports hotel desks, you can select more than one day at a time in the calendar modal. 

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3. Click on a desk for more details & click Reserve.

Enter name (or email if you're booking a desk for someone and they're not a Robin member yet). 

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Office search tips to keep in mind:

  • Desk status colors:

    • Green = Available 

    • Dark grey = Occupied; click to see who is occupying it. 

    • Grey Slash (/) = An administrator made the desk unavailable for use.

  • User permissions: You can see all spaces/desks from the map, but only the resources you have permission to book (and are available) will show as “green” and available to reserve.

  • Office access: We'll call out the days you do and don't have permission to use the office. You'll notice the "book desk" button is not emphasized and the desks appear faded on days you don't have access. 

  • Office capacity: We call out the total number of desks available to book and when the office is at capacity and no longer accepting desk reservations for that day.  Note, this does not include assigned desks. 

  • Office hours: Robin warns and may block you, depending on how your office is set up, if you're trying to reserve a desk or room outside of the set office hours. 

  • Assigned desks: Assigned seats automatically default to the office building hours, which are set by your Robin admin. Meaning you can't adjust the "reservation" time, like flex desk reservations. For example, if your office building hours are 8 am-5 pm then your assigned seat starts at 8 am and ends at 5 pm. 

 

 

 

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