Using Robin Powered for Room Reservations

Overview

Robin Powered (https://robinpowered.com) is a new to OSU calendaring solution currently in use only for Chemistry and Biochemistry for rooms in CBEC.

Robin has some advantages over the Exchange calendars: room data can be used to select an appropriate room (A/V, capacity, etc.), pictures can be included to see the room, rooms can auto-cancel reservations.

The College of Engineering has been spearheading Robin and their documentation is at their facilities web site. (Expand the "Room Information, Reservations and Robin Powered" section.)

Contents

College of Engineering Policies for CBEC

Summary of CoE policies:

  • A reservation is required to use a CBEC space.
  • Occupants in a facility can reserve conference/meeting rooms 1 year in advance.
  • Room reservations can be made in advance or impromptu at the time of use.
  • You must check-in for your reservation.
    • Check-ins are allowed prior to the designated reservation start time.
    • All reservations must be checked in within 15 minutes after the designated start time.
    • Checking-ins can be completed on a computer via Robin Powered website, the Robin Powered app, or by the room digital display (where available). 
  • Anyone failing to check-in within 15 minutes of the reservation’s start time will have their reservation automatically cancelled. Cancelled reservations forfeit use of the room.

Using the Robin Powered Web Site to Reserve a Room

The Robin website is fully functional and rooms booked here will appear in your Outlook Calendar.

  1. Go to https://robinpowered.com
  2. In the top bar select the "Sign in".
  3. Select "Continue with Microsoft" and select / enter your name.#@osu.edu.
  4. Your first login it may ask you your location or to favorite buildings.

Once in Robin you can explore the site and reserve rooms. Some notes:

  • Robin will see your Outlook calendar, and meetings added in the web portal will show up in Outlook.
  • The left sidebar allows you to search by map, schedule or spaces.
    • You can also search by room features and see pictures of the room, if available.

Installing the Robin Powered Add-In

  • These instructions use the Microsoft web add-in site.
    • You can install the add-in directly from Outlook as well.
    • Here is a link to the College of Engineering Facilities instructions on this method (behind name.#): 
  • When installed from the Microsoft Web site the add-in should appear in Outlook Web App and desktop Outlook.
    • This may take some time to appear, 5-60 minutes.
  • These steps are for Windows Outlook but will be similar on Mac Outlook.

Step 1: Open the Robin App Page

  1. Open a web browser (Edge, Chrome, or Firefox).
  2. Go to the following link: https://marketplace.microsoft.com/en-us/product/WA104380896

Uploaded image

Step 2: Sign In

  1. In the top‑right corner of the page, select "Sign in".
  2. Sign in using your OSU email address.
  3. You will be prompted for DUO authentication.

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Step 3: Install Robin

  1. Select "Get it now".Uploaded image
  2. A second confirmation window will appear, select "Get it now".
  3. A message will appear stating: “Taking you to Robin – Room Scheduling and Desk Booking to complete this process.”
    Please wait while this completes.
  4. When prompted, select "Continue".
  5. Wait for the confirmation message indicating that Robin Room Scheduling and Desk Booking has been added.Uploaded image

Step 4: Restart Outlook

  1. Wait approximately 5 minutes.
  2. Close Microsoft Outlook completely.
  3. Reopen Outlook.
  4. Note: In most cases, the add‑in appears within 5–30 minutes, but Microsoft states it can take up to 24 hours for add‑ins to fully propagate.

Step 5: Open the Outlook Calendar

  1. In Outlook, select Calendar from the left side.
  2. Select New Event, Meeting, or double‑click on the calendar.

Step 6: Open Robin from the Calendar Event

  1. In the calendar event window, look at the top menu.
  2. Select Robin Room Scheduling and Desk Booking. Depending on how you set up your Outlook this may just be a burgundy button with "Robin" under it.Uploaded image
  3. After you click on Robin Room Scheduling and Desk Booking, you will be prompted to sign in, please use your OSU email and select continue.Uploaded image
  4. You will be prompted to sign into The Ohio State University, please select "Sign in with Office 365".Uploaded image
  5. You will be prompted for DUO authentication during sign-in. You will only need to sign in the first time.
  6. Click "Get Started".
  7. After you're logged in, you should have options for Campus, Buildings, Floors, etc. Robin will remember your choices.Uploaded image

Additional Notes

  • Robin appears only within Outlook Calendar events
  • Robin does not appear in email messages
  • Restarting Outlook after installation is required in many cases
  • Most installations complete within 5–60 minutes, but some may take up to 24 hours
  • If Robin does not appear after 24 hours, please contact ASCTech for assistance

Using the Outlook Add-In to Reserve a Room

To reserve a room from within Outlook using Robin:

  1. Open the Calendar section.
  2. Select "New Appointment" or "New Meeting" as applicable.
    • The add-in will show up in "Add Focus Time" and "Teams Meeting" as well, but may not be applicable here.
  3. There will be a burgundy icon labelled "Robin".Uploaded image
  4. Robin will show you which Robin enabled rooms are available at that time.Uploaded image
    • Note you can see the capacity of the room, if it has a projector, computer, sound and other amenities.
    • On first usage you will need to log in with your OSU name.#@osu.edu.
  5. Click "+ Add to event" in the Robin pane. 
    • Do not just add the room to the "Location" as in the past with the Exchange rooms.
  6. Send / save your appointment.

Notes:

  • If you have multiple accounts in Outlook, Robin will only show up in your OSU calendar.

Robin Powered App

Robin Powered has Apple and Android apps, if desired that work similarly to their web site.

Change Log

2026-10-8 initial article

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