Getting started: Office Pass

Manage your hybrid workforce by creating passes for in-office, hybrid, and remote employees. Passes allow employees to book & check into their desks through Robin on designated days, and can help teams manage and monitor capacity as their offices reopen.

 

Before getting started

  • Office Pass prerequisites:
  • Required user permissions:
    • Default admin and/or owner role with edit permissions. These roles can manage the Access page, including Office Pass and Daily Roster. 
    • [Premier plans] Custom roles with the Access permission with editability.  Users with this role can create and modify passes. 
  • All employees start out with a default pass, which allows them to continue booking any desks available to them. Admins can optionally change the behavior of the default pass to “no access”.
  • Admins can create and issue a pass to existing users or groups within their Robin account. New users will be a part of the default pass until they’re added to a custom pass — either individually or via a group.
  • A pass manages when users can book desks. Any restrictions on where (e.g., building, floor, pod) are managed through custom roles and permissions. 

 

Creating passes

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Default pass

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 placed into a custom pass. 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're placed into a pass. When a user is added to a custom pass 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. 

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Custom pass 

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1
Create a new pass

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

2
Name the pass

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

  • Teams using a “Shifts” based approach may name the passes 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”

3
Define where the pass applies 

Choose where the pass will work-- a pass can be applied to a building(s), campus, or to all locations. 

4
Decide level of access

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

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 [Pro or Premier plan required]: 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.
5
Add members

Choose which employees will receive this pass. You can add current Robin users and new users as individuals, as groups, or in bulk with the 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. 

 

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6
Click save in the top left corner

 

Managing office access

You'll see a list of all your configured passes 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:

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

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Using Office Pass 

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

On mobile

Example A:  Lauren has multiple passes: a Boston- All Access pass that grants her access to book desks at the Boston building on Monday, Tuesday, Wednesday, Thursday & Friday and an Early riser pass that grants her access to book desks at the Toronto HQ on Tuesdays & Thursdays. 

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Example B:  Lauren does not have a pass and does not have access to book desks in her office. 

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Example C. Emily has a Boston- All Access pass that grants her access to book desks at the Boston building on Monday, Tuesday, Wednesday, Thursday & Friday. Emily decided it's better if she works from the Boston office today and books a desk from the Pass tab according to her Office Pass rules. 

Because Emily made a reservation that starts < 4 hours and her Boston office requires her to complete a health checkpoint survey before heading in, Emily is automatically prompted to complete the survey after making her reservation. 

 

 

On web dashboard

Example A: The user has a pass that grants them access to book desks (or spaces) at the Boston office on Tuesdays and Thursdays.  

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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. 

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

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More on the employee experience, here!

 

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