How do I check into my desk?

Introduction

You can check in to your desk (manually) with a tap of a button using Robin and/or everyday tools, like email, Slack, and Teams, or you can automatically check-in via office wifi.

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 (using your desk-sharing calendar), 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." ⏰

How do I get checked in automatically?

If your office supports auto desk check-ins and your device is connected to the office wifi, then you can be automatically checked into your desk reservation when:

  1. You walk into the office with your phone via the Robin mobile app 
  2. You open Robin's web dashboard or Outlook Add-in on your laptop/desktop

Robin uses your phone and/or computer network connection to recognize that you're in the office. If you don't have a desk reservation, Robin will mark you as "In office."  You can learn more about how it works and FAQ here. 

How to manually check-in

Web dashboard

You can check in directly from the Schedule (Workweek) or Office page. Don't need a desk anymore? Update your status to "Remote," and Robin will cancel the reservation for that day. Or if it's time to check in, select "Release desk" to cancel the booking. 

Schedule page:

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Office page:

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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.

Mobile app

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

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QR codes on desks 

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

Slack & Teams check-in notifications (hot & hotel desks only)

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

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Check-ins via email

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 to release your desk. 

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

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Manage desk 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. 

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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. 

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Slack notifications

In order for you to receive Slack notifications, a Robin admin must first add Robin to your organization's Slack workspace. Then, you need to connect your individual Slack account under your user settings > integrations.

 

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:

email_notification.png

 

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