Use this quick start guide and template to introduce Robin to your employees. Your employees may already know that a change to their office experience is coming. Start with a short introduction or heads-up, such as:
Hello team,
Starting on [date], we'll use Robin Powered to make our bookings in the office. This will improve our office experience. You'll see more of what's happening in the office, and it will be easier to work with the right people on the right days.
In [a couple of weeks], you'll get more detailed instructions on how to use Robin and the policies we've put in place.
Then prepare the full introduction to Robin. First, learn what your employees see in Robin below. Then add any other information that is relevant to your Robin rollout to the New User Quickstart PDF. You can also share the welcome to Robin video tutorial.
What members see in Robin
Anyone with the Member role (the default user role) has access to only 3 views: Office, Schedule, and People. On Premier, you can remove the People tab from the Member view for extra privacy. To do this, use Roles and Permissions.
Your users spend most of their time in the Map tab. The Map tab shows your office map with all the office resources people can book.
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Admins set what users can do, and what and how they can book.
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Desks that users can book show as green. Users can make reservations only for themselves, so the pop-up window for a flexible desk shows "Reserve." Admins see "Reserve for..." because they can reserve on behalf of others. The only exception to this is if you've given a Member delegate permission under Roles (Premier only).
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Members will not see the Edit floor dropdown menu.
Set expectations for your employees
First, decide what you expect from your employees when they use Robin.
If you are not sure, ask every person in your office to book a desk in Robin for the day. Then they show up on the Daily Roster, and your desk analytics show your office attendance accurately. Desk reservations are the best way to track office attendance, even for people who use only a conference room or a collaboration space.
Explain your office policies
After you set your expectations, tell your employees the details they will run into when they book.
One of the most helpful things to share is the policies you set for your office, especially for desk reservations:
- How far in advance can employees book?
- How long can a reservation be?
- Are there specific areas in the office for specific teams?
- When they book, are they expected to check in?
- Which check-in methods do you encourage?
- When they book a desk, are they expected to complete a health checkpoint before they come into the office?
Encourage employees to use the mobile app
Ask your employees to download the mobile app. With the app, they can book on the go, confirm their bookings, see who else is coming into the office, and more.
If you use QR/NFC codes on your desks for check-ins and bookings, employees need the mobile app.