Check in to your desk

You can check in to your desk manually with Robin and with tools such as email, Slack and Microsoft Teams. Your office can also set up automatic check-ins through office Wi-Fi or badge swipes. The methods you can use depend on your office setup.

Automatic check-ins

Your office can set up automatic check-ins with these methods:

• Office Wi-Fi: Robin checks you in automatically when you are connected to the office Wi-Fi and you enter the office with the Robin app on your phone, or open Robin in the web dashboard or in Outlook.
• Badge swipes: Robin checks you in automatically when you swipe your badge at access-controlled doors.

If you are in the office but do not have a desk, Robin sets your status to "In office" and "Confirmed on-site." For more information, see Understanding "In Office" status and FAQs.

When you can check in manually or remotely

Robin's desk check-in window depends on whether your desk is a hot or hotel desk or an assigned desk. If your office turns on the Abandoned Desk Protection policy, you can lose your desk if you do not check in within this window.

• Hot or hotel desks: You can check in from the start of the remote check-in window until the end of your reservation. Your office admin sets the remote check-in window. If your office turns on the Abandoned Desk Protection policy, you can lose your booked desk if you do not check in within this window.
• Assigned desks: Check-ins for assigned desks follow your office's work hours and the confirmation window. For example, if your office opens at 8 AM and the remote check-in window is 4 hours, you can check in to your assigned desk from 4 AM.

Manual or remote check-in methods

You can check in manually or remotely with the Robin app in several ways.

Web dashboard

You can check in from the Schedule (Workweek) page or the Map page.

Schedule page

Map page

In your user profile, you can also manage your desk reservations and assignments, and select Check In.

Mobile app

To check in with the Robin mobile app:

1. Open the Robin mobile app.
2. On the Schedule tab (home screen), select Check in.

QR codes on desks

To use the QR codes and NFC stickers on your desks, see Scanning QR codes and NFC tags for desks.

Slack and Teams check-ins

If your office uses the Robin app for Slack or Microsoft Teams, you get desk notifications there. You can check in or release your desk reservation from these notifications. They look like this:

Check-ins via email

You can check in or release your desk reservation from an email notification.

1. Open the email notification on any device.
2. To check in, select Check in.
3. To release your desk, select Release desk. You do not need to sign in to Robin to release your desk from the email.

Cancel a desk you no longer need

If you no longer need your desk, you have 2 options:

• Select I'm not coming in. This cancels your desk and also changes your status to "Remote".
• Select Cancel desk. This cancels only your desk. Your status stays "in-office".

What happens when you cancel depends on the desk type:

• Single-day hot desk booking: Robin cancels the reservation, and the desk becomes available for others.
• Multi-day hotel desk booking: Robin cancels the reservation for that day only. Others can use the desk on that day.
• Assigned desk: Robin marks you as working remotely. You keep your assigned desk, unless your organization lets you release it. If you release your assigned desk (with your desk-sharing calendar), someone else can book it.

For assigned seats, check in every day or change your status to "Remote."

Abandoned Desk Protection policy

This section applies to hot and hotel desks only. When you book something in advance, your plans can change, and you may not need what you booked.

If your office policies include desk check-ins and abandoned desk protection, check in to your desk between the start of the confirmation window and the end of the abandoned desk threshold. If you do not, Robin cancels your desk.

Example

A desk has check-ins and abandoned desk protection turned on, with a 1-hour confirmation window and a 2-hour abandoned desk threshold. You book a reservation for tomorrow at 9:00 am. To keep your desk, check in between 8:00 am (1 hour before the start) and 11:00 am (2 hours after the start).

If Robin cancels your desk reservation automatically, you get an email notification like this: