Defining who can book desks & when

Manage your hybrid workforce by defining who has access to book desks and when in one office or all offices with the Access management console. 

Before getting started

  • Access configuration requires the following setup:
  • Required user permissions:
    • Default admin and/or owner role with edit permissions. These roles can manage the Access page, including the Daily Roster. 
    • [Advanced authentication & user management] Custom roles with Access permission with editability.  Users with this role can create and modify user access. 
  • Admins can configure access by creating "allow"/"disallow" lists that manage who’s able to book desks within one or all office locations. Admins can optionally add schedules, which support options like rotational schedules or shifts for employees and/or teams.
  • Pass management encompasses all of the permissions and policies impacting employees and how they use the office. Admins configure the employee pass when they apply permissions, policies, or configure access.  
  • Office Pass is a core part of the employee experience. It enables people to plan their visits to the office, and book the resource(s) they need while they’re there. Every employee using the Robin web dashboard or mobile app are using Office Pass. 


Configuring office access 

Default access

All existing and new employees start out in a default access state, which by default allows users to continue booking any desks available to them until they're granted customized access. Alternatively, the default access state can be switched to a "no access" instead of an "all-access". This means by default, all existing and new employees do not have access to book desks at any office location until they've been granted custom access. When a user is added to a custom access list, they're automatically removed from the default access state. 

To change the behavior of the default access state, select manage next to the default pass and toggle the setting to best fit your office's strategy. 

When the Default access pass is enabled, you can set up a Work Policy setting that allows you to define and remind how many days your employees need to come to the office. Employees will see this policy reminder when they're planning their week on the Schedule page in the web dashboard and mobile app.

Today, the Work Policy setting applies to the entire organization and to all access passes (default and custom). Learn more about the Work Policy setting here. 



Custom access 


Configure access 

To create custom access, navigate to Manage > Access > Create new.

Give it a name 

We recommend aligning the name with your company's back-to-office strategy that helps define the type of employee access. Note, the access name is visible to the employees included in it. General examples are below:

  • Teams using a “Shifts” based approach may name the type of access like “Red Pass” vs “Blue Pass”.

  • Teams bringing employees back in phases might use something like “Phase 1” vs “Phase 2".

  • Teams segmenting their workforce into in-office, remote, and hybrid groups might use something like “Boston - Full Time” vs “Boston - Flex” 

Define where folks have access 

Choose where they have access to work-- it can be applied to a building(s), campus, or to all locations. 

Decide level of access

Configure which days of the week building(s) are open and available for employees to use. 

Things to consider:

  • Full access: Best for employees who may need to use the office any day of the week. Desks are available for users with permission and in accordance with any configured booking policies. No restrictions based on days of the week.
  • Scheduled access: Best for employees who are part of a hybrid work program and are scheduled to work in the office on specific days, and remotely on the remaining days. Users are able to book desks within the office for their allocated days only.
Add members

Choose which employees will receive this type of access. You can add current Robin users and new users as individuals, as groups, or in bulk with the CSV import option. 


CSV import option:

  • If you use the CSV import, you'll have a chance to review the imported list and the option to send a Robin email invite to any new users before completing the import. 
  • Robin's import tool supports two columns, name & email (required). Headers are case-sensitive, so be sure to check your capitalization before uploading. 


Click save in the top left corner


Brand your Access Pass (optional)

You can customize your Access Pass colors for a more branded look by navigating the top ribbon > Manage > Themes. 


Managing office access

You'll see a list of all the different access groups configured where you can view the number of people who have access to a location on a given day, and the option to edit or delete a pass:


Use the daily roster to see who is actually using the office on a given day:



Using Access Pass 

You can book desks according to your Access Pass rules. We provided some examples below to help illustrate the Access Pass experience.  

On mobile

Example A: Lauren doesn't have access to Jessie's test building on Thurdays, but she does on Fridays. 



On web dashboard

Example A: Lauren doesn't have access to "Jessie's test building" on Thursdays, but she does on Fridays.  Lauren can make plans to join the office and book a desk for Friday.


Example B. The user does not have permission to use the office on Wednesdays and is suggesting the user try again on Thursday when they do have access. And you'll notice the "book a desk" and/or "find a space" buttons are no longer visible. 


Example C. The user does not have any access to book Boston. 



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