How to check in to your desk

Check in to your desk with a tap of a button using any Robin platform and/or everyday tools, like email and Slack. 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.  

Does your office use automated desk check-ins?

Check out this guide to learn how it works!

How it works

You can check in to a flex desk any time from the start of the confirmation window to the end of the reservation. (The confirmation window is set by your office admin)

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. 

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

  • For assigned seats, we'll mark that you're working remotely and your desk will be greyed out (marked as unavailable) on the map. You will not lose your seat assignment. Note, 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." 

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

  • For hotel desks (multi-day), we'll release your desk for that day only, and it becomes available for others to use for that day. You need to confirm or cancel your reservation each day of the hotel reservation. And if your office allows desk sharing, you will not receive the checkpoint on the days you've shared your seat. 

Checking in: web dashboard

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:

2023-06-28_15-47-58.png

Office page:

2023-06-28_19-12-19.png

Another option is to follow the View upcoming desks link on the Office page, which takes you to your user profile page where you can check-in & manage your desk reservations/assignments.

Checking in: mobile app

RPReplay_Final1687981389

Checking in: automatically upon arrival

(If your office implements automated desk check-ins. This is a feature set up by office admins) 

If you have the mobile app downloaded and you're connected to the office wifi, then you'll be automatically checked in when you enter the office. You can learn more about how it works and FAQ here. 

Checking in: 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:

Screen Shot 2023-07-20 at 3.01.26 PM.png

Checking in: 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. 

flex_email_check_in.png

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

Screen_Shot_2020-09-29_at_3.16.24_PM.png

 

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

Use Robin mobile push notifications to receive a reminder to check in to your desk for the day. 

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 via the Pass tab after reserving a desk. 

Onboarding.PNG 

Email & Slack notification reminders

Manage email and Slack desk reservation reminders under your user settings. Navigate to your avatar > user settings > notifications. 

2021-08-31_12-29-59.png

Note, 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 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) in order to keep their seat.

We'll send you an email notification if your desk reservation is automatically canceled that will look something like this:

email_notification.png

 

Did this article help?