Early access program: set up custom resources

Robin's custom resource feature streamlines the management of all bookable items in your modern workplace, from meeting rooms and desks to lab equipment and dog beds. 

To set up and arrange custom resources for your workplace, use the (Early access) Layout tool. This tool allows you to:

• Add custom resources: Introduce new bookable items unique to your organization.
• Arrange resources: Visually organize and place custom resources within your digital workplace layout.
• Configure policies: Establish rules for how each custom resource can be booked (how long, when, etc.).
• Apply permissions: Control who has access to book specific custom resources.
• Set up a virtual closet: This is recommended for mobile resources, such as lab equipment and laptops. You have two options:
  • Add it to an existing floor map: Stack the resources in an area on the map to display real-time availability of resources that can be "checked out". Tip- You can also place bookable resources outside of the map.
  • Create a new floor and map as a large virtual closet: More flexibility to design and organize a virtual closet for large amounts of bookable assets. 

Key differences with custom resources 

Understanding these distinctions will help you optimize your use of custom resources and ensure a smooth experience for employees. 

• Assignment Tool: Unlike desks, custom resources cannot be assigned using the Assignment Tool. All assignments for custom resources must be managed directly from the map view within Robin. This ensures a visual and intuitive approach to allocating these resources.
• QR codes: Currently, QR codes are only available for desks. This means users won't be able to scan a QR code to book or interact with custom resources.
• Individual resource permissions: Permissions for custom resources are either all or nothing. You cannot set granular, individual permissions for each custom resource as you can with desks. If a user has permission to interact with a custom resource, they have it for all instances of that resource.
• Building-specific creation permissions: If a user role allows for the creation of custom resources, that permission applies across all buildings in your Robin account. It's not possible to restrict the creation of custom resources to a specific building.

How to set up custom resources

Use the Layout tool in the web dashboard to add new resources and arrange them on a floor map. 

1. To access the Layout tool, select the Office page in the top ribbon of the web dashboard.
2. Select Edit floor in the right corner of the map.
3. Select Layout.
4. In the left panel, select + Custom Resource.
5. Follow the steps to add resource information to create a new "resource template", beginning with the resource category. Provide the resource names for both single and multiple instances so that they appear correctly in various places. For example, 'dog bed' and 'dog beds.'
6. (Optional) Add sub-categories that each resource created with this template will inherit.
7. For example, if the subcategory is "laptops", subcategories might include Apple, Dell, etc.
8. (Optional) Add amenities that are included with the resource "out of the box", such as power adapters and a charging station.
9. Select an icon to represent the resource on the map.
10. Select Next.
11. Implement resource booking policies that employees are required to follow. These are the default policies these resources will inherit by default. You can override the policies per office or when you add the resource to the map. Modify the default thresholds to meet your organization's requirements.
12. Click Create.
13. The new resource you just created should appear in the left panel. Click the arrow next to the resource to open the template options.
14. Select a template and place it on the map.
15. Hover over the white knobs until you see a double-sided arrow to adjust the size of the template and drag your cursor in/out.  And use the big blue knob to rotate the template.
16. Use the menu on the right to add the resource details, settings, and policies.
17. Begin by naming the resource group under the summary tab. Choose a name that clearly indicates its purpose, such as who the resources are for or what resources they contain.
18. You can upload an image of the resource to give users a visual reference while booking it. Click Add Image. The image autosaves until you publish the floor map changes.

19. Add the resource details:

    1. (Optional) Add a sub-category: A sub-category provides additional details to further classify the resource. Either select one from the list or add a new sub-category in the field and click + Add.
       • For example, the custom resource category is dog beds, and the sub-category is the size of the dog bed.
    2. (Optional) Add amenities: Amenities are specific features or functionalities included with the resource, such as a monitor, Wi-Fi, wheelchair accessibility, power outlets, and more that are available for that resource. Either select one from the list or add a new amenity in the field and click + Add.
       • For example, add "water bowl included" as a new amenity.
    3. Set the capacity.
    4. Is it handicap accessible?
    5. Determine how the resource can be booked. You can set a general booking type or set a different booking for each day of the week.
       1. Reservable: Can be booked in advance.
       2. Not reservable: Cannot be booked at all.
       3. Assigned: Assigned to a user by admins.

    Note: If you need to adjust the details or policies for a single custom resource, first, you need to ungroup the resource. To do this, hold Shift + select the individual resource and then select Ungroup. 

20. Under the policies tab, apply scheduling policies for the resource group.
    1. Set the maximum amount of time a person can reserve the resource with the Max Booking Length setting.
    2. Set how far in advance the resource can be reserved with the Advanced Booking Threshold.
    3. Toggle on the "Restrict to working hours" setting if the resource can only be reserved during set office hours.
    4. Require employees to confirm they're using the resource they reserved.
    5. Use the Abandoned Resource Protection setting to automatically cancel advanced resource bookings if no one checks in after a set amount of time has passed.
    6. Use the Advanced check-in window to set how far in advance a booking can be confirmed.
21. Once you’ve configured all the resources and their settings, select Publish. 

Note: You can manage custom resource booking permissions on the Roles page under the Resources tab. Booking permissions for custom resources are "all or nothing", meaning you cannot specify which building a user has permission to book a custom resource. 

Editing custom resource templates

You can only change the names of custom resources by clicking the gear icon next to the resource in the left panel.