Plan and carry out large desk moves in Space Management > Scenario Planning. Scenario Planning gives you the tools to plan, collaborate on, organize and carry out large desk moves and office reorganizations.
To assign desks, create and edit neighborhoods, and allocate desk types, see these articles:
Collaborate on scenario plans
The user who starts a scenario plan gets Editor privileges. Editors have full control over the draft. They can add users, manage permissions, take all actions on the draft and publish it.
Scenario plans have 2 other levels of access. You can give them to invited users at any time:
- Collaborators can make assignment changes on a draft. The Change Log on the draft records changes to any seat. This role suits team leaders or department heads who decide where their team members or reports sit.
- Viewers can only see the current state of a draft in Robin.
You can share links to live drafts with other users at any time. Use the link at the top of the Share modal. Anyone with the link gets Viewer privileges for that draft from the link only, not in Robin.
Lock a draft
Editors can lock a draft to finalize a scenario plan. A lock stops Collaborators and other Editors from changing a draft that is in progress. To lock a draft, open the Share modal and slide the lock button to the locked position.
When a draft is locked, users cannot change or publish it. Only users with Editor privileges can lock or unlock a draft.
Share a draft
Editors can also write and send custom messages about a draft. The messages help affected users understand where their desks move to, and help office staff understand the timing and status of the moves.
To share with users, select "Notify Users of Assignment Changes" and enter your message. When you send it, users with desk assignment changes get the message with their planned desk change.
You can send more than one message per draft, so you can tell users when plans change. Each message goes to all affected users. Robin shows if a message was already sent on the current draft.
To tell other users who are not affected about the changes in the draft, select Export CSV of changes. Enter the email addresses that get the list of changes, and send it. Use this to keep facilities staff or other administrators aware of the planned changes. You can also enter a custom message about timing or other details of the move.
Publish a draft
To set the draft plan live, select the Review & Publish button in the top right corner of the draft.
A series of screens shows all planned changes by floor. Then you get options to notify users whose desks change or whose desk assignments are removed. You can also export a list of the final changes to facilities teams or other people you choose.
Large draft plans can take a few moments to publish. Robin sends notifications when the maps are updated.