UMSI Room Reservation System

Logging in, reserving a room, and viewing/editing/canceling your reservations

This document provides step-by-step instructions for reserving a room using the UMSI Room Reservation System (through Robin) at https://rooms.si.umich.edu. Robin is used for booking conference rooms and hot desks. If you need to book an event space (such as Dow), please use JIRA. (These requests are handled by facilities, as they are now.)

Table of Contents for Using Robin

• Make a Reservation in an Event Space (e.g., DOW)
• Policies & Conference Room Restrictions
• Log In to Robin
• Connect your U-M Google Calendar
• Reserve a Room
  • Using the Office tab
  • Using the Schedule tab
  • Setting up recurring meetings
• View, Edit, and Cancel Your Reservations
• View your reservations
• Edit your reservation
• Cancel your reservation

Make a Reservation in an Event Space (e.g., Dow)

If you need to book an event space (such as Dow), please use JIRA. (These requests are handled by facilities, as they are now.)

Policies & Conference Room Restrictions

The following UMSI policies are intended to inform you of the appropriate use of our shared spaces and rooms. Please read each carefully before proceeding.

• One meeting cannot be longer than three hours in any conference room.
• No meetings can be booked more than 90 days in advance.
• This also means recurring meetings cannot be longer than 90 days. 
• You must reschedule it after 90 days if the meeting needs to continue.

There are also several room restrictions in Leinweber:

• Conference rooms on Floor 2 are reserved for staff in the 2nd-floor suite only.
• 2260A
• 2260B
• 2260C
• 2260D
• 2622A
• 2262B
• 2268A

Meeting room 3451 is reserved for use by the Dean’s Office only. 

Students can book the following rooms):

• 1266
• 1288
• 1320
• 1322
• 1326
• 1328

All rooms on Floors 3, 4, and 5 are bookable by UMSI faculty and staff.

Any meeting created in violation of these policies will be canceled via a bot. The bot will send the cancellation email to everyone on the calendar invite.

Log In to Robin

1. Go to https://rooms.si.umich.edu.
2. Log in via U-M Weblogin using your uniqname and UMICH password.

Note: If you are logging in to the system for the first time, you will be asked to select the building and floor you work on most often (e.g., Leinweber, Floor 2). Click Save after selecting. Each time you log in moving forward, Robin will default to this view. (If you would like to change your preferred office location, you can do so from your settings under “Default location & schedule” > “Preferred office.”)

Connect your U-M Google Calendar

Robin requires you to connect your Google Calendar to the service for it to reflect changes you make in Google to the Robin event. This includes the ability to rename the event and add guests via Google instead of just within Robin. (You will still have to cancel the room reservation in Robin if you delete it from your calendar in Google.)

1. Click your profile picture in the top right corner and select User settings.
2. Click Integrations from the left navigation menu.
3. Click the Connect button beside “Google Apps” under the “Scheduling” section.
4. Follow the setup process for authorizing and connecting your U-M Google account.

Tip: We do not recommend connecting your U-M Zoom account via the “Integrations” section. It may allow you to add a Zoom meeting to your calendar invite, but it attaches it in the event description and not the videoconferencing section. This means that the Google Meet videoconferencing session that Robin automatically adds when creating the event will still be attached to it in your U-M Google Calendar, which may cause confusion for your guests. Additionally, if you cancel the event, the Zoom meeting will still exist within your Zoom account but will be unattached to any event in your calendar.

Reserve a Room (“Space”)

Note: UMSI is in the process of adding our central campus buildings to the Robin system. In the future, you will use this site to reserve space on central and north campuses. For now, you can use it to reserve space in our north campus buildings. When central campus is added, you can expect an announcement from UMSI leadership.

Please be aware that Robin uses the term “space” to describe bookable rooms. The terms will be used interchangeably throughout this document.

Guests will receive a Google Calendar invite to their email from UMSI Rooms <[email protected]> after you book the space using either method below. Google will automatically add a Google Meet videoconferencing session to the event in your Google Calendar. You should edit the event in Calendar, remove the Meet session, and replace it with a Zoom meeting link. (Refer to Google: Change Videoconferencing in Existing Calendar Events for instructions.)

Using the Office tab

1. Click Office in the top left corner.
2. Click the current building name to the left under the U-M logo to select the building and floor where you’d like to book a space.

3. Select a date and time for when you’d like to reserve the space located beside the building/floor selection boxes.
4. Spaces can be viewed on the map or by clicking Find a space to the left of the map.

5. Select Find a space to filter spaces by the characteristics for which you are looking (i.e., length of meeting, amenities, capacity, or room type) at the top.
   1. If you already know the room you’d like to book, you can select it from the map instead.
6. Click the room number from the left-side list or on the map to view more information about the room, and then click the Book meeting button.
   1. Warning: Clicking the green time slot or the Book meeting button on the space you’d like to reserve from the left-side list without clicking into the room details first will not retain the date and time you chose previously. (It will revert to the current date and time.)
7. Enter your event information in the applicable fields provided.
   1. If you are booking the room for a recurring meeting, refer to the Setting up recurring meetings section below. There are important caveats to keep in mind.
   2. When adding guests with a university affiliation to your event, you must enter their full @umich.edu email address in the Invite guests field. The system will not auto-populate U-M guests’ information.
8. Click the Book now button in the lower right corner when finished.

Using the Schedule tab

1. Click Schedule in the top left corner.
2. Click the Meeting Rooms tab at the top.
3. Click the current building name to the left under the U-M logo to select the building where you’d like to book a space.

4. Select a date for when you’d like to reserve the space located beside the building selection box.
5. Click Filters, select the characteristics for which you are looking (i.e., duration, amenities, capacity, or room type) from the right-side menu, and click Apply when done.
6. The rows on the calendar view correspond to the room numbers in the left-side “All spaces” list. Click and drag to the right on a timeslot and room that works for your event.

7. Enter your event information in the applicable field provided in the right-side menu that appears.
   1. If you are booking the room for a recurring meeting, refer to the Setting up recurring meetings section below. There are important caveats to keep in mind.
   2. When adding guests with a university affiliation to your event, you must enter their full @umich.edu email address in the Invite guests field. The system will not auto-populate U-M guests’ information.
8. Click the Save button at the bottom of the right-side menu when finished.

Setting up recurring meetings

To schedule a recurring meeting:

1. Click the Does not repeat drop-down and select Custom…. You must select On and choose a date that is exactly three months (or 90 days) from the start date of your event under the “Ends” section. Otherwise, a bot will cancel your event automatically.
2. 
3. Click Apply and finish booking your event.

Warning: If the room is already booked on one or more dates in your future recurrence schedule, you will receive a notification at the top of the page stating, “There’s a conflicting event at this time,” and Robin will prevent you from booking the room.

• Robin will inform you with the right side panel before you book the meeting that the room you’ve selected is unavailable on a specific date. Under “Spaces,” the room will say “Unavailable on [DATE].”

• You can search for and add another room to the event within the side panel by clicking the Change button under the room details. Rooms that are unavailable in your recurrence schedule will not appear in the list. Once you find a room that fits your needs, select it, and it will automatically replace the previous room.

View, Edit, and Cancel Your Reservations

View your reservations

To view your current reservations:

1. Click Schedule in the top left corner.
2. Click the My Meetings tab at the top.

Edit your reservation

To edit your current reservation:

1. Click Schedule in the top left corner.
2. Click the My Meetings tab at the top.
3. Hover over the meeting you wish to edit and click the three-dot icon that appears to the right of the meeting details.
4. Select Edit.
5. Edit your event as desired and click the Save changes button when finished.

Cancel your reservation

To cancel your current reservation:

1. Click Schedule in the top left corner.
2. Click the My Meetings tab at the top.
3. Hover over the meeting you wish to cancel and click the three-dot icon that appears to the right of the meeting details.
4. Select Cancel Event.
5. Click Delete the event in the confirmation pop-up that appears.