Meeting: Bi-weekly Robin Configuration Review

[moorerst]

What we have accomplished:

• Focus has been on layout for the Barton Oaks Floor 3
  • Added spaces
  • Added desk
  • Added Amenities

    Some policies

• Established the Calendar Connection and SSO
• Added spaces to the calendar
• We had a training session for the internal admin staff to get them familiar with navigating all features of the layout

Goal is to have the Barton Oaks map complete by Friday 1/29.

Next, we plan to begin testing the user experience from the website and mobile app and work on 8700 Cameron Rd map.

[moorerst]

We have a few issues for discussion on Friday:

• We have the spaces set as Request Only. When we request to reserve the space we are not seeing an approval for the reservation. - RESOLVED

• When I access Robin as a member the Desk are not displaying for me to reserve.

[moorerst]

can the email notifications we receive be modified - can the logo be changed

[dianamartin]

@moorerst We haven't branded our Robin environment, I think there's a place to make those changes. I don't know if they're trickle down to the email that is sent though.

[dianamartin]

Meeting Notes 1/29/2021

Issues

• As a member user role, couldn't see the "Offices" tab
  • Training issue: select "Floor" not "All Floors"

Best Practice

• Remove campus? redundant "Campus>Building" - consider removing the campus
• Ali asked

  why we set it up as points of interest v. desks?

  • Stephen and I replied with: Reference where the hotel desk is

• She said that in the long term we may want to add the assigned desks to take advantage of desk check-in

Licenses:

• ATD bought 1,100 desks and licenses Diana's question to Gilda

  were we supposed to use the 1000 desk licenses for ATD or other department desks too? I heard y’all say Cari and team are supposed to lead that effort?

• Assign a desk - user must exist in Robin interface (requires: name/email)

Questions

• Scott asked do users have the ability to book through outlook?
  • Meeting rooms - Yes
  • Desks - through Robin web UI or Robin mobile UI
  • Meeting rooms can sync with Robin bc of the integrated calendars
  • Meeting rooms will stay in sync
  • Delegate set up, 4-5 people can accept for reservation
  • Re-test booking, delegate

Room request feature

Accept/Deny a request 9 Admin role Owner v. Admin

• difference? Admin: view billing page, Owner: can edit billing page
  • [ ] Create custom role "Delegate" to request and deny
  • get 2 emails from Outlook and Robin?

Meeting Room Approval https://support.robinpowered.com/hc/en-us/articles/360035496232-Meeting-Room-Approvals-Google-O365-users-

• Email logos can not be custom

Next Week

• Configure room displays - tablet that is outside of meeting rooms

• Test this! Configure Robin with MS Teams, and set up with Slack

• Will configure Cameron Road location

• Cari/Kelsey to take on Cameron Road location

• don't want to commit at this time, re-evaluate in early February

SCIM integration - bulk importing users through Azure

• What does the integration require? triggers email to users
• Access to SCIM: https://support.robinpowered.com/hc/en-us/articles/360022360892-SCIM-provisioning-using-Azure-AD
• Separate from single sign on

Colors of desks Default - colors Can change them Blue: currently selected Dark Grey - booked or reserved

Integrations

• Configure Health Checkpoint, but it's available
• Is this HR related?
• Responses: stored for 30 days
• Admins can view the responses
• This emails to anyone who books a desk
• Test health check point - disable it and it won't go out to users

User Training

• Reach out to Ali if we need to

Kelsey's question

I am also thinking that once we go back into the office, there will be congestion times at those physical health checkpoints and a lot of people might gather in the lobby, which wont be good for physical distancing

Robin can not restrict when staff will show up for reservations, only limit time restrictions for desk reservations

[moorerst]

Debriefed with Diana. Will create New Issues resolving from this meeting. Closing