Set up office access for employees

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. 
    • [Teams plans] Custom roles with the 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 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. 


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 [Teams or Enterprise 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.
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 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. 


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


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 access 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.  


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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