The implementation of Robin typically follows a structured, step-by-step onboarding approach designed to get teams up and running efficiently. While timelines vary, most organizations complete implementation and launch within 4–6 weeks, depending on office size, complexity, and resource availability.
Define business goals, scope (desks, rooms, visitors), and success metrics.
Configure office hours, time zones, and booking policies (e.g., check-in deadlines, cancellation windows).
Set up amenities, resource categories, and usage rules.
Map user groups and restrict resource access as needed.
Provide tailored sessions for admins and end-users, and share support materials such as email templates and video walkthroughs.
Gather feedback and adjust configurations as needed.
Monitor resource usage and utilization with Robin's analytics dashboards, fine-tuning booking policies as needed.
Conduct regular check-ins and adapt space configurations using real-time data.
Typical timeline:
1–2 weeks: Organization-wide rollout and optimization.
Overall, the process from initiation to full deployment generally spans 4–6 weeks, although this may be compressed or extended based on specific organizational needs and scale.
Robin offers extensive customization to align the platform with unique business needs across resource types, access control, branding, policies, and workflows.
Admins can define any resource—such as lockers, parking spaces, wellness pods, lab benches, bike storage, or interview rooms—as bookable items within Robin. This enables end-users to reserve a complete workspace experience beyond desks and meeting rooms.
Apply role-specific booking access, for example, allowing certain teams to reserve premium resources only.
Limit visibility and actions based on user roles (admin vs. member) to enforce governance and privacy.
Organizations can add custom branding and tailor UI elements—like office maps, signage, and emails—ensuring consistency with corporate identity.
Automate desk and room allocation based on patterns using Robin’s AI engine.
Define meeting support requests such as catering, AV, and room setup.
Admins can activate custom workplace experience surveys and use feedback tools to dynamically gather input about the office environment.
Use Robin to broadcast workplace news, policy updates, and events via targeted announcements and activity scheduling.
While not directly user-customizable, Robin integrates with Google Workspace, Microsoft 365, Slack, IDPs (Okta, SAML), occupancy sensors, access control, and badge printers. Integrations enhance customization across IT ecosystems.
Robin provides a variety of live and on-demand training resources, alongside continuous support to ensure successful adoption:
These training and support channels empower organizations to onboard with confidence, maintain strong adoption rates, and resolve day-to-day usage queries efficiently.
Robin deploys a robust, enterprise-grade security framework encompassing infrastructure, development, operations, and compliance:
Customers may choose data residency—either U.S. or European regions.
Sensitive data remains within the secure AWS environment, and Robin does not utilize it for training external AI/ML models without explicit permission.
Access and security logs are maintained across systems. Real-time monitoring through AWS CloudWatch, CloudTrail, and Datadog ensures visibility into system health and suspicious activities.
Disaster recovery processes and automatic failover are in place at both application and infrastructure levels.
Together, these measures ensure that Robin maintains a high level of data security, operational integrity, and regulatory compliance, making it suitable for even highly sensitive corporate environments.
Robin is delivered as a cloud subscription service, following a continuous delivery model:
In cases of critical bug fixes or patches, Robin deploys immediate manual updates, with app updates handled via app stores only when OS-level changes are involved.
Robin’s Privacy Policy outlines clear practices regarding data control:
Robin supports dynamic organizational growth or contraction:
Robin’s Master Subscription Agreement outlines several key aspects:
Policy Changes: If Robin changes Acceptable Use Requirements and the impact is materially negative, the customer can object within 15 days; if unresolved, the customer may terminate the agreement.
Robin adheres to multiple enterprise-grade compliance and security frameworks:
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