Robin-integration-guide

1. Prepare Robin

The purpose of this section is to detail the steps required to prepare Robin to allow the Embrava DMS to connect and display Room availability on the Embrava Desk Sign.

Two steps are required to prepare Robin for a connection with the Embrava DMS:

Gather Robin Account ID: Which the Embrava DMS will use to identify your Robin instance.

Generate API Token: Which the Embrava DMS will use to authenticate against your Robin instance when synchronizing Seat reservations.

Configure Desk Check-Ins: Enable Desk Check-Ins in Robin if you wish to capture data on when users arrive to a reservation and manage No-Shows.

These steps are detailed further below:

Gather Robin Account ID

For the Embrava DMS to identify your Robin instance on the Robin platform, the Embrava DMS requires your unique Robin Account ID.

Follow the steps below to gather your Robin Account ID:

Click Manage -> Integrations from the menus as shown below:

Scroll to the API Tokens section as shown below:

Take note of your Account ID as highlighted below. You will use this in Section 2 – Connect Embrava DMS to Robin.

Generate API Token

For the Embrava DMS to connect to your Robin instance, the Embrava DMS requires a token to securely access the Robin API to synchronize bookings between Robin and the Embrava Desk Sign.

Follow the steps below to generate API token:

Click Manage -> Integrations from the menus as shown below:

Scroll to the API Tokens section and click the Generate new token button as shown below:

Give the new API Token a name, select read and write permissions and click Generate Token as shown below:

Your API token has now been created. Take a copy of the API token as shown below and click Complete. You will use this API Token when completing Section 2 – Connect Embrava DMS to Robin.

This completes the Robin preparation steps. You are now ready to connect your Embrava DMS to your Robin instance.

2. Connect Embrava DMS to Robin

The purpose of this section is to describe how to connect the Embrava DMS to your Robin instance.

Use the following steps to connect the Embrava DMS to your Robin instance:

Follow the Wizard until you get to Step 2 – Connect your Platform. Select Robin as your Platform and click Next as shown below:

Enter the Account ID and API Token gathered in Section 1 – Prepare Robin. Check the Allow Embrava DMS to sync Robin users every 24 hours if you wish to have the Embrava DMS automatically synchronize users as they are created in Robin.

Once you have entered the Account ID and API Token, click Test Connection to confirm that the Embrava DMS can now communicate with your Robin instance.

Once the connection is tested successfully, click Complete Step 2 to finalize the Embrava DMS connection with your Robin instance.

You are now ready to create a default Desk Sign configuration.

3. Create Desk Sign Configuration

Once you have successfully connected your Embrava DMS to your Robin instance, you must create a default Desk Sign configuration so that when your Desk Signs are first powered and connected to a network they will pull down and use this configuration from the Embrava DMS.

Create a default Desk Sign configuration by completing Step 3 of the setup wizard as shown below:

Enabled Components – Enable network and card reader components. 
Network: Choose the network type the Desk Sign should use to connect to the Embrava DMS. 
Card Reader: Enable the 125KHz or 13.56MHz card reader based on the security badge you will use.

Wi-Fi Details – Specify credentials if connecting the Desk Sign to a Wi-Fi network.

Alert Settings – Different settings that control the state of the Desk Sign. 
Alert mode: Specifying if the device will display workspace or user availability.
Booking Duration: The default booking duration that is used when a user taps their security badge to create a booking on the Desk Sign. A value of ‘0’ creates a reservation for the full day.  
Ending Alert Time: The amount of time remaining in a reservation where the Desk Sign will change to the Ending state to alert the user that their reservation is about to end.  
Enable Clean state: Display the Requires Cleaning state when a checked-in reservation has ended.

Display Settings – Used to control what is displayed on the Desk Sign screen. 
Name Display: Toggle between displaying the name of the event/reservation and the owner of the reservation. 
Anonymize Name: Prevent the name of the reservation from being displayed on screen to keep the reservation private.

Time Settings – Specify the time format and time servers the Desk Sign should use to synchronize and display time.

Workspace Status Settings – Define which colors the Desk Sign should use to depict the workspace status: Available, Reserved, Checked-In or Ending.

Once you have created your default Desk Sign configuration you are ready to map the Desk Signs to a Seat in Robin.

4. Map Desk Signs to Seats in Robin

The purpose of this section is to illustrate how Desk Signs are mapped to Seats in Robin.

For a Desk Sign to manage the availability of a Seat in Robin, the Desk Sign must be mapped to that Seat within the Embrava DMS.

Use the steps below to map Desk Signs to Seats in Robin:

Select “Devices” in the main menu. Create a new Device by clicking the “Add Device” button as shown below.

When adding a new device, enter the serial number of the Desk Sign as the ID and then use the Building and Space dropdowns to select the Desk you wish to map the Desk Sign and click Add Device as shown below:

Once added you will see the new device listed with its mapped Seat as shown below:

The device will automatically inherit the default configuration you prepared in Section 3 – Create Desk Sign configuration. Click the Edit icon as shown below if you wish to customize the configuration of your newly added device.

Repeat steps 2-3 above for all Desk Signs you would like mapped to a Seat in Robin.

Now all your Desk Signs are mapped to Seats in Robin, you must now add users to your Embrava DMS so that any Seat reservations your users create in Robin will be displayed on the Desk Sign.

5. Adding Users

The purpose of this section is to describe how users and their badge numbers are added to the Embrava DMS.

When integrating with Robin, all user data is held within the Robin user repository. Since Robin is yet to support badge numbers/employee IDs, we must map badge numbers to Robin users within the Embrava DMS.

To add a Robin user to the Embrava DMS and assign them a badge number and employee ID so that they can tap a security badge or enter an ID to book a space, please follow the steps below:

Select “Users” in the main menu and click “Add User” as shown below:‍

Select the Robin user and enter their badge number and employee ID as shown below:

This user can now tap their security badge on the Desk Sign to automatically create a Seat reservation in Robin.

With Seats mapped to devices and users added to your Embrava DMS, your Embrava Desk Signs are now ready to manage the availability of your agile workspaces.

Integrate with

Overview

The main features of the solution include:

Desk Sign

Embrava DMS

Stored in Robin