Email template for introducing Robin

You're here because you're ready to introduce Robin to your employees. Fortunately, this is the fun part! They may already know that something new is on the horizon to enhance their office experience, but we suggest sending out a small introduction or a quick heads-up to start. It may be as simple as,

Hello treasured employees,

Starting on [date], we'll be using Robin Powered to make our bookings in the office - this will help us take our office experience to the next level. You'll have much more visibility into what's happening in the office and collaborating with the right people on the right days will be much easier.

In [a couple of weeks], you'll receive more thorough instructions on how to navigate Robin and the policies we've put in place.

Now you can get started on the more thorough introduction to Robin. Below you'll find some information on the employee experience itself and then below that, you'll find our sample template guides where you can plug in the information that's relevant to your Robin rollout.


Helpful information for admins to know about member experience:

It's helpful to know that anyone you keep as a Member (default user role) will only have access to three views: Schedule, Office, and People. If you're on Enterprise, you can remove the People & Schedule tab from Member's view for extra privacy (you can do this using Roles and Permissions).

Your users will be mostly living out of the Office tab. This is where your office map is displayed with all of your office resources that are available for booking.

  • Users will be limited in what they can do and limited in what and how they can book - all of this is set by admins.

  • Desks that are available to them for booking will show as green. They will only be able to make reservations for themselves, so the pop-up window after clicking on a flexible desk will display "Reserve." This is in contrast to admins seeing "Reserve for..." as they can reserve on behalf of others. The only exception to this is if you've given a Member delegate permission under Roles (Enterprise only).

  • Members will not see the Edit floor dropdown menu.

What are you expecting out of your employees in their use of Robin?

First things first-- what are your expectations for your employees and their use of Robin?

If you need some guidance on this, we suggest that every person in your office has a desk booked in Robin for the day. That way, they show up on the Daily Roster and all of your desk analytics will accurately reflect your office attendance. Even if they're only utilizing a conference room or a collaboration space, desk reservations are the best way to keep track of your office attendance as of today. 

Important things to include in your introduction to Robin: 

Once you've provided your expectations of how you want Robin used, it's time to let them know some important details that they'll run into as they make their bookings. 

One of the most helpful things to communicate to your employees are the policies that you've set for your office, especially for desk reservations. 

  • How far in advance can employees book?

  • How long can they make their reservation for?

  • Are there any specific areas in the office for specific teams?

  • When they book, are they expected to check in?

  • What methods of check-in are encouraged?

Empower your employees and their use of Robin:

Encourage your employees to download the mobile app! This will allow them to make their bookings on the go, confirm their bookings, see who else is due to come into the office, and much more. 

If you're using QR/NFC codes on your desks for check-ins and bookings, employees will need the mobile app.  

Sample template

When you're ready to write up the more thorough instructions & expectations, take a look at the templates below:

This is best to send out a day or 2 before Robin goes live in your office. 

Hi everyone,

This week we're rolling out Robin in the office. It's an easier way for everyone to find the office resource they need to fit the activity at hand, while avoiding conflicts. [You will also be able to see where you’ve been assigned a desk or see which flexible desks you can book on your own.] [You will all receive personalized invitations to our company's account later today. Your invite will contain further log in instructions.] OR [ Insert your organization’s login link for single-sign-on]. Hot tip: Bookmark our direct login page: [xyz].

When you login for the first time, we encourage you to add a profile picture and set up your user settings. Navigate to the avatar in the top right corner to access your user profile & settings.

Some highlights: How to plan your week & coordinate with collegaues 

Reserving a desk

  • Web dashboard

  • Mobile app

  • Select a desk directly from the map or click Book a desk to bring up a list view of desks; including the option to filter your search by any desk amenities you may need (i.e. monitor & keyboard).

  • Adjust the date & time using the drop-downs at the top of the Office tab. [Including multiple day reservations for hotel desks.]

  • Policies for desk reservations are set by admins-- [you may need to complete a health checkpoint or check-in before your reservation begins].

Quick video tutorial here: How to check in to your desk

Assigned desks

  • If you're assigned a desk, [you can choose to share it if you plan to be out of the office]. This will free up your desk for someone else to book on days you choose. 

Quick guide & video tutorial here: Desk sharing or "reverse hoteling" for Desks

Reserving a space

  • Web dashboard & mobile app

    • Select Find a space to see a list view of spaces on the selected floor. 

    • Adjust the date & time as needed using the drop-down options.

    • To enhance your room search , you can add filters, such as any specific amenities, space types or capacity needs your meeting may require.

    • Click on a time slot next to a space to book it & create a meeting event. Or select a space directly from the map; the colors of the spaces will reflect availability. 

    • Policies for Space reservations are set by admins; once you select a Space, you can scroll down to see more space information, including policies. 

    • [Rooms that host special events, such as the auditorium, are "request only" rooms. An admin to approve your meeting reservation request before you can move forward with other event details like adding invitees, to complete the event booking.]


Don't send without review

This resource aims to provide an outline for your email announcement and we've highlighted in red the pieces that probably need extra attention. Be sure to give it all a thorough read so that it fits your office environment.

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