Robin can confirm a room's meeting when the Google Meet hardware in that room joins a call. Nobody has to check in on the room display.
Before you start
Check these things before you turn on room check-in:
- You need admin access in Robin.
- Your rooms need Google Meet hardware that is enrolled in your Google Workspace.
- Google Workspace must be connected to Robin, with access to your room calendars.
- Robin needs access to Google Workspace audit reports. See Why Robin needs access to audit reports.
Turn on room check-in
Both of these settings are off by default. Turn on both for each building:
- Go to Manage > Integrations. Under Room presence, select Connect or Manage on the Google Meet hardware row. If Robin asks for access to audit reports, select Reconnect Google.
- Add the building to Enable auto-checkins, then select Save.
- Go to Manage > Offices, select the building, open the Check-in tab and turn on Automatic meeting confirmation.
It can take up to 48 hours for check-in to reach every room.
Why Robin needs access to audit reports
Google Workspace records when your Meet hardware joins a meeting in its audit reports. Robin reads these reports to see when a room joins a call, then checks the room in. The access is read-only. Robin uses the same Google account it books rooms with.
A Google Workspace admin has to allow this access. If Robin does not have it, the Google Meet hardware page shows Allow access to audit reports. Select Reconnect Google, and sign in as the account Robin uses for room booking.
The account also needs the Reports admin privilege in Google Workspace. Without it, the page shows Robin can't read audit reports yet. To give the account this privilege:
- Sign in to admin.google.com as a super admin and open Account > Admin roles.
- Give the account a role with the Reports privilege, such as Super Admin or a custom role with Reports.
- Wait a few minutes for Google to apply it. Then select Retry on the Google Meet hardware page.
How Robin finds each device's room
Robin looks at the calls each Meet device joins. When a device joins at least 2 meetings booked in one room, and more there than in any other room, Robin places it in that room. Recent meetings count more than older ones. If 2 rooms tie, the device stays where it is, or stays unplaced. You do not pair devices by hand.
How it works
Here is what happens after you turn it on:
- Robin checks Google for Meet device activity every 5 minutes. Google also takes some time to report activity, so check-in is not instant.
- When a device joins a call, Robin confirms the meeting in progress in its room. If no meeting is in progress, Robin confirms the next meeting, if it starts inside the meeting check-in window.
- A call counts if the device joins it in Google Meet, Microsoft Teams, Zoom or Webex.
- A device only reports that it joined a call. It does not count people. A device that joins a call from an empty room still confirms the meeting.
- If someone already checked in, nothing changes.