Room Reservation System (Robin) Consultation Process

Table of Contents

• Consultation
• Billing
• Department Floor Plan
• Department Robin Admins
• Department Implementation 

Consultation

Departments are to request a consultation via an Atlas ticket to get started. OIT will work with the department to ensure the system can be implemented smoothly. Overview of the system and expectations will be discussed during this process. Departments must provide and decide on the following:

• What are your department goals?
• Who should receive access?
  • Staff, Faculty, Student Employment Limited, Student Sponsor Limited, Student Semester Limited, Guest, Contract/Grant 
  • Department name(s) and number(s)
    • This information will be provided to the Digital Transformation team in OIT to create a Robin Group for your department and users. This group will be tied to an IT Resource Request, giving or removing access as you on board/ off board employees in your team. 
    • Robin Group Example: RobinSCIM-OIT

• How many desks licenses (and NFC/QR tags) are needed?
  • Cost Center
• Who will be your Department Robin Admins?
  • Full name(s) and email(s)
  • Additional point of contacts

Billing

This system will be billed back to departments at a cost per desk added to the system. Billing is once a year with auto-renewal (must email OIT before the renewal date to remove dept. from Robin). Changes and additions in desks are prorated to align licenses under the same renewal date.

• $48 per desk a year
  • There is no cost for adding users or department layouts- cost is only for desk licenses. 
• $1 per NFC/QR tag

Department Floor Plan

A PDF floor plan of the office is needed to upload into the system. OIT sends the floor plan to our Robin Contact to upload in the system- process may take up to 2 weeks. The system does not need your desk arrangement to be decided before the floor plan is uploaded. Walls, rooms, and outlines of the suite are only required to determine space. 

Example:

Department Robin Admins

Departments requesting Robin are responsible for their own desks and reservations. At least two department employees must be selected as Robin Administrators. Robin Admins will be responsible for the tasks below; additional tasks may be added based on department needs. Visit KA 895 for Admin. resources.

Admin Tasks:

• Delegate desks (assign, reserve, and manage desks for others)
  • View organization analytics
  • Manage office layout
• Add and edit desks once desks are purchased
• Administrative account access
  • Admins will receive an email from Robin once they are added in the system and must sign-in using their email and password to access- not SSO.

Department Implementation

Departments are responsible for office changes to create spaces for hoteling. Department Robin Admins. must work with their department and campus contacts to coordinate their needs. OIT and Facility requests can be made to assist where needed such as: sending extra items to Surplus (Facilities) or activate wired network ports (OIT).

Hoteling Ideas:

• Desks/ Cubes
• Open collaboration areas
• Offices
• Huddle rooms
• Study rooms

An OIT employee will notify you when department users are populated in Robin. Departments must communicate with their employees about the system once it is ready for implementation. Users populated will not receive an email invitation from Robin. Users will have to use this link to log in using SSO: UTD NetID and Password.

Visit KA 514 to learn how to install and use Robin.