Local desk check- ins (Closed beta)

This guide assumes that you've already: 

Enabling local desk check-ins only

Admins can enable local desk check-ins only for a desk group or for an entire office building requiring employees to check-in at the desk. 

Enable on building-level

Navigate to Manage > Offices > select a building >  scroll down to "Desk policies" section > toggle Local check-ins only setting > Apply to all. 

Note, "apply to all" will overwrite any pre-existing desk policies.

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Abandoned desk protection tip

Admins can enable abandoned desk protection when configuring the stickers.  With that said, if "Local check-in only" is enabled, we recommend configuring or adjusting the abandoned desk protection threshold to include a buffer to give folks enough time to get to their physical desk to complete the check-in before the reservation is canceled.

 

Enable for desk group

From the Office search page > navigate to the Edit floor drop-down menu on the map > Layout Desks. Use your cursor to select a group of desks > in the right menu panel click the Policies tab, then toggle Local check-in only policy.  

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Setting up check-in stickers

Admins can use the mobile app to set up and manage the QR/NFC tags for desks. 

Associating a sticker to a desk

Navigate to the Office tab on mobile > tap a desk > tap Add sticker > camera will open, scan QR code > tap done. Now the sticker # will show in the desk details. 

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Replacing a sticker on a desk

Navigate to the Office tab on mobile > tap a desk > tap Manage > tap Replace camera will open > scan new QR code > tap done. Then the new sticker # will show in the desk details.

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Removing a sticker from a desk

Navigate to the Office tab on mobile > tap a desk > tap Manage > tap Remove. The sticker/QR code is removed and no longer visible. 

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Check-in reminders

Below are examples of what employees can expect to see across the different Robin platforms.

Web dashboard:

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Email:

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Slack or Teams:

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Checking in to a desk

You can check in to a reservation any time from the start of the confirmation window to the end of the reservation by scanning the QR code or NFC tag. 

Mobile check in reminder

The Robin mobile app will prompt users to scan the sticker to check in when the "Local only check-in" setting is enabled. 

If you open the Robin mobile app during the check-in window > tap the blue Check-in button on the Pass tab > This will launch your camera and guide you through scanning the QR code to complete your desk check-in. 

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Checking in using the QR code

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Checking in using NFC tag

Supported on iPhone models XS and higher & most Android devices released after 2017.

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Booking a desk 

A. Find an available desk and scan the QR code/NFC tag, then tap Reserve this desk to make it yours for the day. Note, you'll automatically be checked in too.  2021-06-29_12-19-09.png

B. If you scanned a desk that is already reserved, then we'll give you the option to find another desk using your office map. 

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C. If you scan an occupied desk + you already have a reservation, then you'll see a prompt with your active desk reservation and the option to view it on a map. 

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D. If you scan an available desk + you have a reservation already, then you'll see a prompt with the option to reserve that desk (swap desks), view your current reservation or cancel the action. 

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Viewing check-in status

Admins can review the checked-in state on the roster for visibility into who's accessing the office on a given day:

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