Groups and Roles: New ways to manage users

Administrators can now add users to groups from within the Robin dashboard, or sync member and group information from existing user management tools. Grouping users into department, project team, or location opens up a suite of new features for both the end user and account administrators.


A more robust directory search for users

The People tab lists all employees with Robin accounts and includes key details about where they sit, which group or department they’re part of, and their contact information. This directory view makes it easy to find answers to common questions within the office, such as which floor does the marketing team sit on? Or, how do I get in touch with the person who has administrator access to Robin? Today group information is included within the web and mobile apps. Later this summer, expect group search to make its way to kiosk as well.

Greater insight into how your office works

Get visibility into how different departments use space within your workplace by filtering Utilization insights by group. Are people on the marketing team more likely to reserve spaces with screen share and presentation capabilities? Are there enough of these spaces for the size of the team today, or should the IT team consider outfitting an underused space with the necessary amenities? Start thinking about what your workplace needs to support employees today, and what’s needed in order to scale.

Group information will be included with the standard event and desk exports in early July, and visualizations of this data will make its way to the Insights page later this summer.

Enforce permissions and customize access to features based on groups and custom roles

Administrators on all plans can assign individuals or groups to one of the three default roles: Member, Admin, or Owner. Each of these roles has varying level of access to scheduling and management within Robin.


Account administrators on Premier and legacy Enterprise plans can create custom roles which comply with existing booking policies and levels of access control. For example, create a custom role which restricts certain groups from booking spaces or desks on a specific floor. Or, choose which content members are able to see from the web dashboard and mobile apps by hiding billing, analytics, or people tabs for certain roles. Groups or individual members may be assigned to any of these roles.

Who’s impacted

Account administrators can create and manage groups and permissions for that group.

The ability to sync user and group information from user management tools like Okta or Active Directory is available to Premier plans. Custom roles and permissions are available to Premier plans.

How to get started

Want to create groups for your organization? Here’s how to get started.

Ready to dig into custom roles? This guide shows you how.