Robin

In Robin

• You can book a desk from the Map tab. 

• From the Map tab, confirm that the correct office, date and time are selected, then tap the desk you’d like to book on the map and hit Reserve. 

• When editing the date, you can also toggle on the option to reserve the same desk for multiple days. 

• To adjust, go to the Map tab, click View upcoming desks to select the reservation, hit the three dots, and edit/cancel. 

• 195 Broadway has automatic check-in. Simply be logged into the Robin mobile app, and as long as your phone is connected to office Wi-Fi, that’s it! You’ll automatically be checked into your desk reservation.

• Pay attention to the full name and number of your desk in Robin and find the corresponding one upon arrival (desks have stickers with their name).

Guidelines

• Within your neighborhood, you can book as far in advance as you’d like for as many days as you’d like *on your scheduled days*. Please remember, other team members from other teams may need that desk on your WFH days. If your plans change and you are not going to use your reserved desk on a given day (wellness day, time off, etc.), you must cancel your reservation.

• If you book in the wrong section on a given day, someone may ask you to relocate. Please be gracious and if you need help or guidance, please email facilities@orchestraco.com, and Alexia and Donni will help.

• Want to work from the office on an unassigned day? You’re welcome to! Talk to Donni and he can find you another available desk in another section. Otherwise, feel free to use the Team Lounge or Café, The Library, or other communal lounges anytime—we have over 200 open seats!

• For anyone else who needs a desk (clients, full-time remote employees in town, etc.), send the request to facilities@orchestraco.com and Alexia and Donni will help.

Via Google

• • When scheduling a meeting in Google calendar, simply click the “Rooms” tab on the right side to see which rooms are available at the date and time you’re selecting. Room capacities are noted here as well.

  • If the meeting is recurring, Google will automatically only show you rooms with availability for all meeting instances.

In Robin

• You can book a conference room from the Meeting Spaces tab

• Choose the date and time. 

• You will be presented with a list of available rooms, along with details such as capacity and amenities. Select the room you’d like. 

• Find an available room with enough amenities. Similar to Google Calendar, create your event for the time you'd like. Fill out the title, invited attendees, and click save. 

• The meeting will automatically be added to your Google Calendar with invites sent to any guests that you added. 

• To modify or cancel, go to the Schedule tab, navigate to your upcoming reservations, tap the booking and select “edit” or “cancel.”

Via the Room Display 

• Find the room display panel outside the meeting room you wish to book and review the availability. 

• If the room is available at the desired time, tap “Book Room” and select start and end times. Enter meeting details and reserve.

• Be sure to check in for your room within 5 minutes of the booking. If you fail to do so, the reservation will be dropped. 

Guidelines

• Consider the number of attendees for your meeting and book according to capacity to accommodate everyone comfortably.

  • For solo calls, please take these from your desk or use phone booths.

  • For internal meetings (2-3 people), consider using common areas when possible.

• No matter the booking method, you must “check in” to the meeting once it starts. Employees who do not check into their meeting within 10 minutes of the scheduled start time will have their reservation automatically removed from the room calendar. This ensures the room becomes available to others to use. 

• Please do not blanket block conference rooms for anyone to work out of, or for meetings that are not yet confirmed. Reserving rooms on a bi-weekly or weekly basis (for example) if okay for recurring meetings.

• If you are meeting with someone that has a private office, please make use of their office.

• If you reserve a room in real-time via the room display, please include an accurate end time, or hit “cancel meeting” upon leaving the room so that others know the room is available. 

• If you no longer need a room, or your meeting ends early, cancel or end the reservation promptly so others can use the space. 

• If your client call/meeting is running over, please promptly share that you’ll need to end the meeting and give up the room in order to not delay the next group. Suggested language includes: "Apologies but we’re at the end of our time and another group needs this room. We will cover off on the rest of our agenda via email.” OR “[Client name] could I give you a call directly in 2 mins from a phone booth?”

• Always reset and clean up the room upon leaving; log out of video tech, clear away trash, reset furniture. 

• Report any issues promptly to facilities@orchestraco.com. 

• If you find yourself without a conference room for a meeting starting imminently, the best way to troubleshoot is to Slack the #195-broadway channel and ask your colleagues. 

• The goals of our guest management process are to provide a consistent and welcoming experience for every visitor to our Orchestra offices while minimizing risk and maintaining security in the office at all times. Following the below steps will reduce ambiguity for our reception and workplace teams. 

• Enter all visitors into the "Visits" tab on Robin by 5:00 PM the day before their visit. If you have any last-minute additions, feel free to slack Donni and/or Rick their first and last name directly. Please make sure the name you provide matches their government-issued ID exactly—otherwise, the lobby desk will not allow them up.

Step 1: Pre-register all visitors in the Robin desktop app. 

• • Robin > Visits > New Visit > Enter Visit Details > Add Guest Instructions (such as directions to office) > press Create to complete preregistration

    • Instructions Template

      • For those commuting via public transit, both Fulton St. and WTC Cortlandt stations are located on the same block as our 195 Broadway building. These stations serve the following lines: 1, 2, 3, 4, 5, A, C, E, N, R, W, J, Z, and PATH.

      • If you're arriving by car, the best drop-off point is on Dey Street. Enter the building's lobby from Dey Street and be sure to check in at the security desk before heading upstairs. 

  • Import from CSV option available for large groups

Step 2: Email Notifications

• • The host receives email confirming visitor pre-registration

  • The visitor also receives an email notifying them “You're invited to visit Orchestra”, including our location, date/time of the meeting, how to check-in (with check-in button), and a reminder to bring an ID to check in at security in the Dey St. lobby.

  • Visitors can press Start Check In button upon arrival at the Dey St. lobby. The lobby security desk will need the Orchestra host’s name and the Guest’s ID. They will take a webcam photo to print a visitor sticker.

Step 3: Meet your visitor(s) at Orchestra Reception on 26

• • Visitors will be welcomed by our First Impressions Associate, Donni Martin

  • You will be notified that your guest has arrived (via Robin email) 

  • Please meet your visitors as soon as you’re able or notify reception of any delays so we can keep visitors informed

• Responsibilities while you have a guest in the space 

  • All visitors must be accompanied by their host at all times throughout the office. Hosts are responsible for visitor behavior and maintaining Orchestra confidentiality throughout the visit. 

  • Please report all breaches of office guidelines immediately to Alexia Sellas (alexia.sellas@orchestraco.com).

• Guest check-out 

  • All visitors should be escorted back to reception at the conclusion of the meeting.