Software implementation: Everything you need to know about onboarding with Robin

Danielle Aihini
Danielle Aihini

This Q&A series covers the most common questions we get during webinars, from social distancing to employee shifts to office cleanliness, and more. First up: Robin implementation.

Last month, we hosted a series of webinars with our community of workplace experts and professionals, sharing what we’ve learned working with thousands of companies planning their transition back to the office. Many of you had the same questions.

Every webinar we host ends with more engaging Q&As than we expect, which is a refreshing reminder that no matter how big your company, everyone’s grappling with the same new problems — and looking for support to do it well.

To support your efforts in reopening the office, we collected the most common implementation questions so your team can move forward with confidence.

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Take a look at how the implementation and onboarding process work with our Customer Experience team.

1. How long does it take to implement Robin?

Robin software implementation timeline everything you need to know about onboarding

Typically you can expect to be up and running between four and six weeks, but you can start setting up immediately. For both Premier and Pro accounts, the process is predictable and you’re supported through every step with your dedicated customer success manager (CSM). With the current influx of offices reopening, this time can vary.

What to expect: Start with a kick off call to go over priorities and what the rest of the rollout will look like. You can expect to cover everything from your company’s goals, problems you’re facing today, strategies to implement, and the metrics you need more visibility into. 

That’s also when you send us your existing office map that we’ll convert into a Robin floor plan you can then customize with meeting rooms, desk layouts, and points of interest. From there, we work with you to “build” your workplace. This includes things like setting up displays, configuring admin settings, and controlling how people access and use the platform.

One thing we pride ourselves on is acting as a resource for change management. Onboarding your company is a team sport and we have the resources to help make it a smooth process. We know workplace change is an ongoing effort and things are bound to change once we re-familiarize ourselves with the “new” office -- your dedicated CSM is there for the ride.

2. What type of support can I expect during implementation?

Expect to be supported throughout implementation, onboarding, change management, and beyond. After you’re fully set up, our CSM and support team are available anytime you need them.

You’ll kick things off with a conversation with a CSM to learn more about your goals and provide best practices for getting started. With guidance from the Customer Success team, you can feel confident checking all of the boxes on your list to launch Robin in your office. 

For Premier plans, you’ll have a dedicated CSM to guide you through onboarding and stick with you throughout your tenure. Together, you’ll create an implementation plan along with a target launch date. With hands-on onboarding and training for your team, you’ll get all of the help and best practices you need to get off to a great start.

Disclaimer: Dedicated CSM’s are available on our Pro and Premier plans. That’s not to say our Basic plans don’t come with 24/7 support and lots of documentation to get started. In fact, here are some of our favorite guides for new customers:

Getting Started with Spaces
Getting Started with Desks

3. How do we create a floor plan? Do we need to make our own?

Robin software implementation floor plan map conversion. onboarding with Robin

Short answer, no, you won’t have to create a map on your own. That’s what we’re here to help you do. You send us an existing version of your floor plan for us to convert. Don’t worry about format, we can work with PDF’s, architectural drawings, screenshots, even vague napkin drawings (we’ve seen it all). Our team will convert it into a Robin map within about a week.

Once that’s done, your CSM will guide you through steps for tracing and adding rooms, desks, points of interest (bathrooms, fire extinguishers, status boards), names, etc. to make it feel like your office.

Pro tip: One of the quickest ways to get up and running is to label rooms and desk with names on the map in advance so everyone has a clear understanding of what's what.

The goal is to create a map that improves wayfinding and adds visibility into what's available, where people sit, and nearby resources. Once we return, rediscovering the workplace will be critical for getting people back in comfortably. 

Pro tip: We’ve seen companies add points of interest like hand sanitizer and Clorox wipes stations to help with that.

4. Is it easy to update the floor plan occasionally? The layout of our office changes quite often.

Once traced, the floor plan is yours to customize for weekly updates like deciding where new hires sit to moving an entire growing department. As seating charts and conference room layouts change, your map can reflect that with a simple drag and drop workflow. Once published, changes update instantly everywhere.

Robin software implementation floor plan map updates and tracing conference rooms. onboarding with Robin

Looking to adjust where a space is on the map? Drag it onto your floor plan and adjust the size and shape as needed. Need to add a pod of desks as headcount grows? Same thing -- drag a group of desks on the floor plan and rotate and resize it to fit your office needs.

To add devices (room displays and status boards) and points of interest, the process is just as simple.

5. Can you help companies organize where people sit? For example, is it important to sit people as teams?

Yes, we’re here to help you come up with the right seating strategy for your company based on how your team works today.

Pro tip: We also suggest surveying your people on what will make them feel comfortable and clearly communicate how you’re going to facilitate them coming back to the office safely (knowing that likely means they won't come back to "their seat" but to a seat that was appropriately enabled based on social distancing guidelines, for example). 

If today, everyone sits with their teams in assigned seats but the goal is to have greater collaboration across the company, then maybe we’d consider giving people more flexibility to book in areas based on the type of work they want to get done. If that’s the case, we can help you take baby steps towards a more flexible workplace. 

Regardless of your end goals, our team is here to help you reach them. It’s just a matter of digging into the why and making sure your people understand the change.

Have a question for Robin? Send them to and for more back-to-office resources, check out our growing COVID-19 hub here.

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