This guide is intended for Essentials & Business plan customers.
Your office is built and your people are invited. The last step is telling everyone how to book, then sending a quick note so the rollout lands well.
How your team will book
Most users live in the Office tab, where the map shows everything available. Available desks and spaces show in green.
- Mobile app. The easiest way to book on the go, check in and see who else is coming in. Encourage everyone to download it. It is required if you use QR code check-ins. Users can download the Robin mobile app in the iOS App Store and Google Play Store.
- Web dashboard. Book a desk or room straight from the map, or use Find a space and Book a desk to search and filter by amenity, capacity or type.
Booking a desk
Pick a desk on the map or switch to the list view to find a filtered list of options. Adjust the date and time at the top of the Map tab. If you have set a check-in policy, people confirm their desk when they arrive.
Booking a room
Pick a space on the map or switch to the list view to find a filtered list of options. Adjust date and time, filter by amenity or capacity, then click a time slot to book the space — you can also create new events from this flow.
Send a launch email
A short heads-up a day or two before go-live sets expectations and reduces confusion. Copy the template below and adjust the parts in brackets.
Hi everyone,
This week we are rolling out Robin in the office. It is an easier way to find the desk or room you need and avoid double bookings. You will receive a personal invitation to set up your account. Bookmark the login page so it is easy to find.
When you log in, add a profile photo and check your settings using the avatar in the top right.
To book a desk or a room, tap Book in the Robin mobile app or open the Map tab and pick a green (available) desk or room on the map.
The quickest way to book day to day is the mobile app, so download it when you get your invite.
Questions? Reach out to [your name].
Give it a read before sending so it matches how your office actually works.
You are live
If you want to take Robin further, the After you launch section covers policies, branding, Slack and Teams, plus more.
Support resources
Robin’s support agent is available 24/7. You can access it by clicking on the blue bubble in the bottom right of your screen on the support site, or by clicking ‘Support’ at the bottom left of Robin’s web app.