Desk wayfinding and making desk reservations for other people

Sometimes the labels for a pod or table of desks don't appear on a map due to things like zoom level, size of the desk group, and length of the name.This leads to users not really knowing what desk they're reserving (unless they have your floor plan memorized). While we work to address the tricky business of scale on a map, we've rolled out a small enhancement sure to make everyone's life a bit easier. The name of the desk pod or table is now included on the card that pops up when you click on a desk.

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Admins can reserve desks for other people, but until recently, they could only make assigned desk reservations on the behalf of others. Now our user interface supports admins' ability to make hot and hotel desk reservations for others.

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Organizations on Enterprise plans have the option to participate in the beta of our new desk and scheduling permissions. In addition to locking down what group of desks a role can reserve, we now support the "delegate" permission. Roles with this permission can make reservations on other people's behalf.

Desk updates: Reserve by the hour and easier people finding

Sometimes you only need a desk for a few hours, now you can easily search and reserve a desk by date and time.

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Need to find a person in the office? Accounts with maps will be able to link directly from the People search to the map.

Go to People in the navigation tab, and enter in a name or email address. To the far right of your results there's a link to help you set up a meeting, or see them on a map if they have an active desk reservation or assigned desk.

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Clicking Find Liza on map will open the map zoomed in on her desk area.

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Desk reservation data

Enterprise and Pro desk accounts can see how their desks are being used by downloading a report from the Analytics section in Dashboard.

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Select the date range, and click "Email Download Link" to have the report sent. The export includes the following information:

  • Space name: The name of the space the desk resides in
  • Zone name: The name of the group the desk resides in
  • Desk ID: The ID number of the desk in the Robin system
  • Desk name: The human readable name to of the desk that appears in search results and other parts of the user interface
  • Type: Hot, Hotel, Assigned
  • Start: When the desk reservation started in UTC time
  • End: When the desk reservation ended in UTC time
  • Creator name: Name of the person who made the reservation
  • Creator email: Email
  • Assignee name: Name of the person who the desk reservation was for
  • Assignee email: Email

Meeting notifications in Slack

You can now receive Slack notifications for upcoming meetings, including an option to confirm events in advance.

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Once your organization enables Slack in Robin, link your personal account and manage notification settings via Account > Personal Integrations

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Robin Beta Program

We're on the lookout for folks who live on the edge and are interested in early access to some of the new features we're building here at Robin.

Participating in the process at this stage gives you the opportunity to help shape how new features work -- and ensures they're solving the right problems for you and your team out of the gate.

We're currently testing the following beta features:

  • Activity booking via new browser extension (requires Google calendar)
  • Space utilization insights
  • Role-based access control (Enterprise only)

Interested in learning more? Fill out this form or reach out to your account manager.

Sneak Peek: New browser extension for Google Calendar (coming soon)

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24 hour times for Status Board

Status Board now supports a 24 hour time format, resolving (as we understand) a tense stand-off between international offices debating the existence of 13:00.

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Our engineering team worked tirelessly to change the ~two~ 14 lines of code required, which admins can change via Manage > Devices > Edit Board > Localization.

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Advanced Tip: You can also manually override the time format up to minute resolution by adding timeformat=FORMAT_HERE to the board url. (e.g., https://boards.robinpowered.com/123-456-789/?timeformat=hh:mma for 01:30PM)

Efficient End Times

Efficient End Times, a new setting for the room display, ensures ad hoc meetings end on (or just before) 30 minute intervals. This helps folks planning ahead find available spaces at common meeting times.

For example, if it's 1:33pm, someone walking up to the room display will now see the following available meeting durations: 25 min, 55 min, and 85 min -- which mean the space will be free again for others at 2:00pm, 2:30pm, or 3:00 pm respectively.

This helps increases optimal utilization, and reduces "dead" time in meeting rooms.

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To manage the setting from the web dashboard, navigate to Manage > Organization, then scroll to "Event Customizations". Select on/off button to adjust the setting for your organization.

This setting is on by default for all new companies that join Robin, and can be configured by account administrators from the web dashboard. If your company joined Robin before 2019, this setting is off by default.

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Map friendly desk layouts

Updates to the desk creation and management pages make it even easier to use desks with maps. Now you have the flexibility to create desks in single or double rows, and more options on how your desks are named and ordered.

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The desk management pages give you context on where each desk sits within a group. The new graphic at the top of the management page lets you decide where new desks should be placed.

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Read more on how to create and manage desks for your organization.

Recurring events as a first class feature

Scheduling weekly check-ins, daily stand ups, or quarterly planning sessions are all now included by default in Robin's scheduling tools. The recurring meetings feature has long been available as part of an opt-in Beta for teams creating meetings in the web dashboard or mobile apps. Starting today, the feature will be available by default to all users when creating new events from dashboard or mobile.

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Looking to cut back on the number of recurring meetings in your office? Administrators may disable the ability to create recurring meetings for a particular space or location as part of the scheduling policies, or enable Abandoned meeting protection to automatically cancel recurring reservations that are no longer used.

3 Strikes: Cancel recurring reservations when no one shows

Finding an available meeting room is hard enough in busy offices. The task is often made exponentially harder when reserved rooms are left empty in favor of walking meetings, calls, or when the meeting is no longer useful and all attendees choose to skip.

The no-show (abandoned) meeting feature automatically releases a room when nobody shows up to a scheduled meeting, and the 3 Strikes Rule, now available Office 365 and Exchange, helps keep outdated recurring meetings from piling up in your conference rooms. This feature has been available for Google users since 2017.

Customize the number of consecutive missed meetings before the room is permanently released from the event's invitee list, freeing the space up for others.

This feature is available for all spaces running the Rooms app. Read more on enabling Abandoned Meeting Protection and the 3 Strikes rule for your account.

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