How do I check into my desk?

Introduction

You can check in to your desk with a tap of a button using any Robin platform and/or everyday tools, like email, Slack, and Teams. Follow this guide to learn the various ways you can check in (or cancel) your desk and how to stay on top of your desk reservations with reminder notifications.   

How it works

When can I check in to my desk?

• Booked desks: You can check into a booked desk any time from the start of the advance check-in window to the end of the reservation.
  • Your office admin sets the advance check-in window, and you may lose your booked desk if you do not check in within the advance check-in window if your admin has turned on the Abandoned Desk Protection policy.
• Assigned desks: Check-ins for assigned desks are tied to the building work hours and the advance check-in window.
  • For example, if the advance check-in window is set to 4 hours and the office opens at 8 am, you can check in to your assigned desk starting at 4 am. 

What if I no longer need my desk?

If you decide you no longer need your desk, change your status to "Remote" or click Cancel reservation and then: 

• For a single day booking, the reservation is canceled, and the desk becomes available for others to use.

• For multi-day bookings, we'll cancel your booking for that day only, and it becomes available for others to use for that day.

• For assigned desks, we'll mark that you're working remotely. You will still have your assigned desk, unless your organization allows you to release your assigned desk. If you release your assigned desk, someone else can book it. 

  • Now that you're working remotely, you'll no longer see your desk/seat assignment on your schedule for that day.

  • ⏰ You need to check in every day for assigned seats or change your status to "Remote." 

Checking in on the web dashboard:

Automatically: If your office uses the auto desk check-in feature, then you'll be automatically checked in when you open Robin as long as you're on the office wifi network. Learn more here.  

Manually: You can check in directly from the Schedule (Workweek) page or Office page. Don't need a desk anymore? Simply update your status to "Remote," and Robin will cancel the reservation for that day.

Schedule page:

Office page:

Another option is to follow the View Upcoming Desks link on the Office page (captured in the image above), which takes you to your user profile page, where you can check in & manage your desk reservations/assignments.

Checking in on the mobile app

Automatically: If your office uses the auto desk check-in feature, then you'll be automatically checked in when you walk into your office with your phone as long as you're on the office wifi network and your work status is set to "In office." Learn more here.  

Manually: When you open the mobile app, you should see the option to check in on the home screen (Schedule tab). Tap Check in. 

Checking in: automatically upon arrival

If your office supports auto desk check-ins, then you can be automatically checked into your desk reservation when you walk into the office (with your phone) or when you open Robin on your laptop/desktop if:

1. You have your work status set to "In office."
2. The device you're using is connected to the office wifi.

Robin uses your phone and/or computer network connection to recognize that you're in the office. You can learn more about how it works and FAQ here. 

Checking in with QR codes on desks 

We also have a guide that walks through how to use the QR codes & NFC stickers on your desks!

Checking in: Slack & Teams notification (hot & hotel desks only)

With the Robin app for Slack & Teams, you can receive timely desk notifications without having to switch between apps. You can check in or release your desk reservation right from Slack or Teams. It will look something like this:

Checking in via email notifcation

You can open the email from any device, then simply tap Check in or tap Release desk if you no longer need it. Logging into Robin is not required. 

And then, you'll see a confirmation message that will look something like this:

 

Managing check-in reminder notifications

Manage your reminder notifications to help you stay on top of your desk reservations and seat assignments. We offer a few options. Choose which one works best for you.

Mobile push notifications

Android users:

Desk check-in push notifications are enabled by default; no action is required. To opt-out, adjust the notifications on your device. 

iOS users:

New users logging into the mobile app for the first time will be prompted to opt-in to push notifications. Current Robin users can opt-in from in-app prompts or from their user settings. 

Email & Slack notification reminders

Manage email and Slack desk reservation reminders under your user settings. Navigate to your user profile in top right corner of the web dashboard > user settings > notifications. 

Is your office implementing the abandoned desk protection policy? (Applies to hot/hotel desks only)

• When you book something in advance, there’s always a chance that plans will change and you may not end up needing what you booked.
• If your office policies include desk check-ins and abandoned desk protection, then you'll need to check in to your desk sometime between the start of the confirmation window and the end of the abandoned desk threshold or else it will be canceled.
  • Example A: A desk has check-ins and abandoned desk protection enabled, with a one-hour advance confirmation window and a two-hour abandoned desk threshold.
  • If you book a reservation for tomorrow starting at 9:00 am, you'll need to check in between 8:00 am (one hour before start) and 11:00 am (two hours after start) to keep your desk.
• We'll send you an email notification if your desk reservation is automatically canceled that will look something like this: