Set up custom resources

You can set up custom resources to manage every bookable item in your workplace, from lab equipment to dog beds.

Use the Layout tool to set up and arrange custom resources. In the Layout tool, you can:

• Add custom resources: Add new bookable items that are unique to your organization.
• Arrange resources: Place and organize custom resources on your floor map.
• Configure policies: Set rules for how people book each custom resource, such as how long and when.
• Apply permissions: Control who can book specific custom resources.
• Set up a virtual closet: Robin recommends a virtual closet for mobile resources, such as lab equipment and laptops. You have 2 options:
  • Add it to an existing floor map: Stack the resources in an area on the map. The map then shows the real-time availability of resources that people can "check out". You can also place bookable resources outside of the map.
  • Create a new floor and map as a large virtual closet: This gives you more flexibility to design and organize a virtual closet for a large number of bookable assets.

Key differences with custom resources

Know these differences to get the most from custom resources and to give employees a smooth experience.

• Assignment Tool: You cannot assign custom resources with the Assignment Tool, as you can with desks. Manage all assignments for custom resources from the map view in Robin. This gives you a visual way to allocate these resources.
• QR codes: Currently, QR codes are available only for desks. People cannot scan a QR code to book or use a custom resource.
• Building-specific creation permissions: If a role lets users create custom resources, that permission applies to all buildings in your Robin account. You cannot limit the creation of custom resources to one building.

Add custom resources in the Layout tool

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

Create a resource template

1. To open the Layout tool, select Map in 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 the resource information and create a new "resource template". Start with the resource category. Enter the resource name in both singular and plural form, for example "dog bed" and "dog beds". Robin uses each form in different places.
6. (Optional) Add sub-categories. Each resource that you create with this template inherits them. For example, if the category is "laptops", sub-categories might include Apple and Dell.
7. (Optional) Add amenities that come with the resource "out of the box", such as power adapters and a charging station.
8. Select an icon to show the resource on the map.
9. Select Next.
10. Set the booking policies that employees must follow. Resources inherit these policies by default. You can override them for each office, or when you add the resource to the map. Change the default thresholds to meet the needs of your organization.
11. Select Create.

You see the new resource in the left panel.

Place the resource on the map

1. Select the arrow next to the resource. You see the template options.
2. Select a template and place it on the map.
3. To change the size of the template, hover over a white knob until you see a double-sided arrow. Then drag your cursor in or out.
4. To rotate the template, drag the big blue knob.

Add the resource details

Use the menu on the right to add the resource details, settings and policies. The menu has 3 tabs: Summary, Details and Policies.

1. On the Summary tab, name the resource group. Choose a name that shows its purpose, such as who the resources are for or what resources the group holds.
2. You can upload an image of the resource to give people a picture of it when they book it. Select Add Image. The image saves automatically until you publish your floor map changes.
3. Select the Details tab.
4. (Optional) Add a sub-category. A sub-category gives more detail to classify the resource. Select one from the list, or enter a new sub-category in the field and select + Add. For example, if the custom resource category is dog beds, the sub-category can be the size of the dog bed.
5. (Optional) Add amenities. Amenities are features that come with the resource, such as a monitor, Wi-Fi, wheelchair accessibility or power outlets. Select one from the list, or enter a new amenity in the field and select + Add. For example, add "water bowl included" as a new amenity.
6. Set the capacity.
7. Set whether the resource is Handicapped accessible.
8. Set how people can book the resource. You can set one booking type for all days, or a different booking type for each day of the week:
   • Reservable: People can book the resource in advance.
   • Not reservable: People cannot book the resource.
   • Assigned: An admin assigns the resource to a user.
   

To change the details or policies of one custom resource in a group, ungroup it first. Hold Shift and select the resource, then select Ungroup.

Set scheduling policies

On the Policies tab, set the scheduling policies for the resource group:

1. Use Max Booking Length to set the longest time a person can book the resource.
2. Use Advanced Booking Threshold to set how far in advance people can book the resource.
3. Turn on Restrict to working hours if people can book the resource only during set office hours.
4. Turn on Require Check-In to make employees confirm that they use the resource they booked.
5. Use Abandoned Resource Protection to cancel an advance booking automatically when no one checks in after a set time.
6. Use Remote Check-In Window to set how far in advance people can confirm a booking.

When you finish setting up all the resources and their settings, select Publish.

You can manage who can book custom resources on the Roles page, on the Resources tab. See Set booking permissions for parking, lockers and custom resources.

Edit a custom resource template

To edit a custom resource template, select the gear icon next to it in the left panel. You can rename the category, rename sub-categories and amenities, and add new ones. You cannot change the icon or the default policies.