How to check into your desk

Depending on your office setup, you can check in to your desk manually using Robin and everyday tools like email, Slack, and Microsoft Teams. Alternatively, your office might configure automatic check-ins via local methods such as office Wi-Fi or badge swipes.

Automatic check-ins 

Your office can configure automatic check-ins through the following methods:

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

If you don't have a desk but are in the office, Robin marks your status as "In office" and "Confirmed on-site." For more information, refer to Understanding "In Office" status and FAQs.

Manual and remote check-ins 

How manual & remote check-ins work:

Robin's desk check-in window varies based on whether your desk is a hot/hotel desk or assigned. If your office has enabled the Abandoned Desk Protection policy, you might lose your desk if you don't 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 administrator sets the remote check-in window. If your office has enabled the Abandoned Desk Protection policy, you might lose your booked desk if you don't check in within this window.
• Assigned desks: Check-ins for assigned desks are linked to 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 set to 4 hours, you can check in to your assigned desk starting at 4 AM.

Manual or remote check-in methods

There are multiple ways you can manually or remotely check in using the Robin app.

Web dashboard

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

Schedule page:

Office page:

Under your user profile, you'll also find an option to manage your desk reservations and assignments, as well as select Check In.

Mobile app

To check in using the Robin mobile app:

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

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-ins 

If your office uses the Robin app for Slack or Microsoft Teams, you can receive timely desk notifications and check in or release your desk reservation directly from these platforms. Notifications appear similar to the following:

Check-ins via email

You can check in or release your desk reservation directly 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 log in to Robin to release your desk via email.

What if I no longer need my desk?

If you decide you no longer need your desk, you can: 

• Select I'm not coming in - this cancels your desk AND changes your status to "Remote".
• Select Cancel desk - this only cancels your desk. You'll still have an "in-office" status. 

Desk cancellation notes:

• For a single-day hot desk booking, the reservation is canceled, and the desk becomes available for others to use.
• For multi-day hotel desk bookings, the reservation is canceled for that specific day only, making it available for others to use on 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 it. If you release your assigned desk (using your desk-sharing calendar), someone else can book it. 

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

Does your office have an 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, 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 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, which will look something like this: