Office reopening best practices

It can be challenging to navigate the changing vaccine and testing mandates. This guide covers how to leverage Robin’s core “return to work” features to help you stay compliant and ensure employee safety and confidence.

Here's how Robin can help:

  • Manage who’s able to book desks, per location.

  • Send a health survey to anyone planning to use the office. 

  • Restrict capacity and enforce distancing by managing how many desks – and/or which desks – are available per day.

  • Reporting on who’s using the office and when for contact tracing and compliance.

You can bundle and communicate all of these guidelines to employees through Office Pass, Robin’s employee experience, so employees know how and when the office is available to them. 

Manage who’s able to book a desk

Access Pass feature 

Admins can configure employee access passes by creating “allow”/”disallow” lists that manage who’s able to book desks in specific office(s) using the Access management console. Access can be created for all buildings, or just specific buildings to support regional rules for large organizations.

[ Premier plans]: You have the option to indicate which offices employees can access and when. This helps support workplace strategies like rotational schedules or department shifts.

Example: Manage who is approved to come into the office according to mandates like proof of vaccination. Give all “approved” employees (individually or via list import) access and “disallow” access to everyone else who didn’t meet the requirements. Tracking proof of vaccinations are handled outside of Robin.

Scheduled access is ideal for employees who are part of a hybrid work program and are scheduled to work in the office on specific days, and remotely on the remaining days. Employees can book desks in the office for their allocated days only.


Send a health screening survey

Health checkpoint feature

Utilize our health checkpoint feature to create & customize a quick survey to send out to employees to help determine if they have been exposed to COVID-19 or are experiencing symptoms before they come into the office. 

  • Health checkpoint surveys can be created per building with custom yes/no questions.

  • Admins can determine how far in advance to send the survey to employees before their reservation starts. 

  • Admins can determine which responses pass or fail the survey and specify what the employee should do if they fail. 

  • Admins can determine who gets notified (e.g. contacts in HR, Facilities, etc.) if/when a user fails the survey so that they can take appropriate next steps

  • Anyone associated with a desk (including non-Robin members) will automatically receive the health checkpoint email. 

Workplace strategies this can help with:

The health checkpoint is tied to desk reservations and assignments. If an employee’s answer “fails” to meet the company standard, admins can easily spot this and communicate to the employee not to come to the office.

What does this mean for employees?

  • Employees will receive the checkpoint anywhere from 30 minutes to 12 hours before their desk reservation/assignment and can complete it via email notification or in the web dashboard or mobile app. For day-of bookings, users will be prompted to complete the survey upon reserving their seat for the day

  • If an employee passes they’ll see a success message. If an employee fails, they’ll see a message to stay home. Messages are customizable.


Physical distancing & capacity management

Configuration tool

Use these tools to adjust your workplace seating strategies, such as physical distancing and capacity management, quickly and effectively. 

Physical distancing support: Admins can define which desks and how many desks are available for booking on each floor by toggling desks “on” and “off” with the configuration tool. How to use the Configuration tool

Capacity management support: Within the overall capacity limit for a floor, Admins can also define the maximum number of desks that can be reserved per day via the configuration tool. Once the max is reached, the remaining desks become unavailable until a reservation ends and/or is canceled for that day. 

More options:

Turn “off” the "Allow overlapping reservations" desk policy to restrict users from booking multiple desks for the same day. This policy can only be configured at the building level.

[Premier plans] Scheduled access: Implement schedule rotations or shifts to keep capacity low, by managing who can book on defined days.

What does this mean for employees?

  • Employees are only able to book the desks available to them, based on distancing, capacity,  and/or other permissions.

  • When the floor is at capacity, employees see a message letting them know to check another floor or come back on another day.

  • Keep access to desk scheduling equitable by preventing users from reserving more than one desk at the same time


Reporting to support contact tracing and compliance

Daily Roster & analytics exports

Admins can use the Daily Roster for visibility into who's accessing the office on a given day based on desk reservations.

Daily roster:

  • View a list of employees with desk reservations per building, per day, to understand who’s in the office today or planning to be in the office.

  • Understand who’s compliant with office guidelines at a glance – i.e. see who’s completed their health checkpoint and/or checked into their desk for the day.

Desk exports: 

    • Use historical desk export data to support contact tracing efforts.

    • Share a summary of upcoming reservations with internal teams or lobby staff who may need to grant physical access to the building (i.e. badge systems).

    • Export a list of people with desk reservations per building per day to facilitate targeted cleaning, catering/lunch orders, etc.

What this means for employees:

  • Reporting isn’t available to employees by default but they’ll benefit from admins having access to this data by way of smoother office arrival and in-office experiences!

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