Assigned desk check-ins

Use assigned desk check-ins to get a clear sense of who’s using their assigned desk and when. This extends upon the desk check-ins functionality already available for hot and hotel desks.   

 

Enabling assigned desk check-in

Admins can enable desk check-ins for a desk group or for an entire building. 

Enable for an entire building  

Navigate to Manage > Offices > select a building > scroll down to "Desk policies" section > from the Desk check-ins drop-down select All desk types

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Enable for a desk group

From the Office search page > navigate to the Edit floor drop-down menu on the map > Layout Desks. Use your cursor to select a group of desks > in the right menu panel click the Policies tab, then select Add Policy.  

By default, the policy applies only to hot/hotel desks. To apply the setting to assigned desks, choose All desk types. 

desk_layout_option.png⭐  The more granular setting takes precedence over higher-level settings. 

Heads up!

After enabling assigned desk check-ins, it may take up to 48 hours for Robin to start sending the check-in reminder.

 

Enabling mobile push notification reminders

Use Robin mobile push notifications to receive a reminder to check in to your desk for the day. 

Android users:

Desk check-in push notifications are enabled by default, no action required. To opt-out, adjust the notifications on your device. 

iOS users:

New users logging into the mobile app for the first time will be prompted to opt-in to push notifications. Current Robin users can opt-in via the Pass tab after reserving a desk. 

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Setting the advance check-in window 

The desk check-in window works similarly to the event confirmation window for meeting spaces. It is a building-level setting that determines how far in advance someone can check into a desk (applies to flexible & assigned desks).  Admins can set the check-in window from a minimum of 10 minutes to a maximum of 12 hours. Because assigned desks are for a full-day (midnight to midnight), the check-in window opens the night before.

For example, if the advance check-in window is set to 4 hours, you can check in to your assigned desk starting at 8pm the night before.

Navigate to Manage > Offices > select a building > scroll down to "Desk policies" >  advance check-in window.  

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Checking in to an assigned desk

Users need to check in every day for assigned seats. 

Check in via email

At the start of the check-in window, the assignee will receive an email that asks whether they need their desk for the day.

Open the email using any device and then simply tap Check in and you're all set. Logging into Robin is not required. 

If you won't be using your desk, tap Not coming in. This will indicate that you're not using your desk for this day and it lets your team know you're not in the office this day, but you will not lose your assigned seat. 

 

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Check in via mobile

You'll see the desk check-in prompt on the Pass tab during an active seat assignment that's within the confirmation window. 

If you won't be using your desk, tap Not coming in. This will indicate that you're not using your desk for this day and it lets others know you're not in the office this day, but you will not lose your assigned seat. 

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Check in via web

Once a seat assignment is past the start of its confirmation window, you can check in from the Office search page. 

If you decide not to use the office that day, skip the health checkpoint & select Not coming in.

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If your office requires the health checkpoint you'll need to complete that first and then the check-in option will appear. 

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You can also follow the View upcoming desks link on the Office search page that takes you to your user profile where you can manage your desk reservations & assignments, including checking in.

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Viewing check-in status

Viewing on roster

Admins can review the checked-in state on the roster for visibility into who's accessing the office on a given day:

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Note, the different check-in actions and responses:

  • Selecting Check-in → Reservation confirmed; check-in visible in-app, as well as, in exports & the roster. 
  • Selecting Cancel releases desk before the reservation starts → reservation canceled & marked on the roster as "Not coming in"
  • Selecting End releases desk after reservation starts → reservation ended & marked on the roster as "Not coming in"

Viewing on map

You can see the checked-in state at a glance from the office search map:

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Or click on a desk on the map to view the desk details & the checked-in state:

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Not yet supported

Analytics & exports

  • Currently, you can access assigned desk check-in data from the roster and its associated exports (showing day-by-day check-in details) as well as the map (showing you current/future check-in details). Later this year, we’ll be updating the desk export and desk analytics to show how check-ins improve historical utilization trends. 

Check-ins via Slack or Teams

  • We expect to add check-in reminders via Slack and Teams later this year.

 

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