Robin Demo - Workspace reservation software system for hoteling/hot-desking

[dianamartin]

Objective

• Scheduled 6/22

Participants

• Peggy, John, Subhi, Diana

Agenda

Add agenda here or create agenda from this template and add link.

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• [ ] Schedule meeting
• [ ] Optional: Schedule debrief
• [ ] Meet and take notes
• [ ] Optional: Debrief with DTS team members
• [ ] Create resulting issues

[dianamartin]

Diana's Notes

USER VIEW

• Toggle
  • Spaces or Desks
• Floor plans would be accurate to what a user expects
• Has a calendar, choose a date or time
  • time settings: admin has access to change permissions
• Filterable by amenities on the desk
  • certain monitors
  • certain desks

Navigating and seeing desks available

• Desks are "Green"- who else is around them
• Can show permanent people (assigned desk) or hoteling desk

Showing how to reserve a desk

• Click desk - Desk Name, Name the pod "6 desk areas"

• Click "Reserve"

• Search to find a desk or person

  • shows user has booked the desk "red" status

Employee and user experience, as simple and intuitive as possible

Mobile View - mobile app Can reserve the conference room

Same functionality as the browser

Outlook integration

• bi-lateral sync
• Outlook plug in
• Outlook resource calendar can only see capacity
• Outlook web online? or desktop?

Conference Room

• Can filter by Capacity, Amenities, Type
• Can see photos and description of room
• Set up reoccurring meetings

Desks

• No reoccurring desks
• Book as needed, no long term booking

ADMIN VIEW

• Desk environment
• Assigned desks - drop down on the users
  • drag/drop users to desks
• Configure view
  • which desks to enable
  • enable/disable desk to "green" to "grey"
  • capacity percentage will change
  • ensures capacity
• Employee List
  • active directory - most companies do this so that there is less maintenance to update list
• Physical distance radius
  • How far away are we having the desks..?
  • Spatial buffer

How do you add users?

• Read only - way-finding perspective
• Can manually add users
• browser
• kiosk view available - can be in the lobby How can visitors see where to go?

Importing Floor plan

• accept what ever floor plan
• vendor will trace for the customers
• to capture the points of interest - elevators, banks
• adding the desks (or have Robin) to do
• Manual entry for amenities -
  • success manager to enter for you
  • amenities are customizable

Implementation Timeline

• 2 weeks

• Multiple buildings

• 1 week to get floor plan configured

• integrations - self- service or we work with Robin staff?

  • most people do it themselves (15-20 min)
  • have resources available

• Account Manager

• Account Success Manager

• Please send documentation for single sign on

List price is higher

• discounting?
• ask for a quote

[SurbhiBakshi]

### Notes

• Dropdown for Multiple buildings, multiple floors, all in one interface/ viewer
• You can look for multiple days, sort of like selecting a seat on a flight.
• Admin can customize settings, 8 hours, 4 hours.
• Filter by amenities - role to needs, example specific work stations for specific roles.
• Hoteling + Assign, some people will be there every day versus some people need to to come in a few days.
• Desk pod + amenities in the label
• People can look up where other people are seated.
• The table is taken away from options
• Email confirmation
• There is also a mobile app.
• Mobile is similar to Desktop
• Green for available
• Red for taken
• What about ADA compliance - section 508 - green/ red
• Conference room reservation will sync with Outlook calendar
• Conference rooms - number of people, equipment can be used to filter
• Can also set up recurring meetings
• No recurring reservations for desks
• Admin can also assign desks
• Configure which desks to enable
• Desks can be disabled
• Browser view + Kiosk view - touchscreen at the entrance of the work site
• Tracing can take two weeks
• Liaison would be Customer Success Manager, dedicated account manager.

Questions -

• Is there a way to measure distances? - Physical distances radii - buffering - drawings are not to scale, we would need someone on site to figure out safe distancing. Preset buffering doesn’t matter because the radii is not exact.
• Is there single sign on or ADFS?
• Is there a limit on the options in the drop down? - didn’t get to ask this question.
• (PM)Meet with government agencies - is is easy to add someone from other organizations, would need to figure out permissions. Show them the map for way finding.
• What about ADA compliance - section 508 - green/ red - no, can’t change.