Planning and executing larger desk moves is best done in Space Management > Scenario Planning.
In Scenario Planning, Robin provides the tools to best plan, collaborate on, organize and execute larger desk moves and office organizations.
Information on assigning desks, creating and editing neighborhoods, and allocating desk types can be found in the sections below.
Collaborating on Scenario Plans
Users who start a scenario plan are automatically given Editor privileges. Editors have full control over the draft. They can add users, manage permissions, execute all actions on, and publish a draft.
There are two other levels of access to scenario plans. They can be assigned to invited users at any time.
Collaborators can make assignment changes on a draft. Changes to any seat will be logged in the Change Log on a draft. This is a great role for situations where team leaders or department heads are in charge of where their team members or reports sit.
Viewers can only see the current state of a draft in Robin.
Links to live drafts can be distributed to other users at any time via the link at the top of the Share modal. Anyone with the link will have Viewer privileges for that draft from the link only, not in Robin.
Locking drafts
To finalize a scenario plan and restrict Collaborators and other Editors from making changes to an in progress draft, Editors may lock a draft by selecting the Share modal and sliding the lock button to the locked position.
When locked, users may not make any changes to, or publish a draft. Only users with Editor privileges may lock or unlock a draft.
Sharing drafts
Editors may also create and distribute custom messaging about a draft to help affected users understand where they are changing their desks to, or office staff understand details about the timing and status of the moves.
To share with users, Select "Notify Users of Assignment Changes" and enter the relevant message. Upon sending, users with desk assignment changes will receive that message along with the planned desk change.
Multiple messages can be sent per draft, so if plans change, users can be apprised of those changes. Messages will be sent to all affected users each time that a message is sent. Robin will show if a message has already been sent out on the current draft.
To notify other, non-affected users of the changes to the draft, select Export CSV of changes, and enter the email addresses to send the list of changes to upon sending. This is a great way to keep facilities staff or other administrators aware of the planned changes. A custom message can also be entered to discuss timing or other details of the move.
Publishing drafts
When the time comes to set the draft plan live, select the Review & Publish button in the top righthand corner of the draft.
From there, a succession of screens will show a list of all planned changes by floor, then options to notify users whose desk are changing, or whose desk assignments are removed. There is also the option to export a list of the finalized changes to facilities teams or other designated parties.
Publishing large draft plans may take just a few moments to populate. Robin will send out notifications once maps are updated.