Room Flow, the
sovereign alternative to Robin
Robin is a complete “workplace” platform — desks, sensors, presence statistics — priced per seat and, for the most part, by quote. Room Flow covers only room and equipment booking, but with public per-person pricing and data that never leaves your infrastructure.
What Robin does well
A complete hybrid-work experience suite: desk booking, occupancy sensors, presence statistics, enterprise integrations — designed for the mid-market and large multi-site accounts.
The Robin pricing model, in figures
Figures from 22 July 2026: an entry point advertised from 30 $/month, common configurations reported from 399 $/month, and higher tiers only by quote. A precise comparison therefore requires a sales conversation — the real price depends on your specific case. That approach makes sense for guided multi-site deployments; it does, however, make any budget comparison impossible without a full sales cycle.
A concrete example
Against a quote, a public reference point: with Room Flow, 30 users and 2 administrators cost 170 CHF (≈ 183 €) per month, volume discount included — published pricing, computable in advance with the estimator, with no sales meeting.
Calculate for your headcountFour criteria that matter.
| Criterion | Robin | Room Flow |
|---|---|---|
| Where your bookings live | On the vendor's servers (cloud SaaS). | In your Zimbra/CalDAV calendars and on your workstations — the vendor has no access to them. |
| Working without internet | Cloud service: a connection is required. | Yes: the licence is verified locally via a signed certificate; the app works offline. |
| Pricing unit | Per seat, quote-based: entry advertised from $30/month, often from $399/month according to sources. | Per person: €5 per user, €15 per administrator per month (excl. VAT) — unlimited rooms, equipment and resources. |
| GDPR compliance | Contractual: a data processing agreement (Art. 28 GDPR), since your booking data is hosted by the vendor. | Architectural: booking data is not collected by the vendor — there is nothing to outsource. |
Positioning and public prices of Robin recorded on 22 July 2026; they change — check them on the vendor's site before any decision. A factual comparison with no intent to disparage, to be reviewed by a lawyer before publication.
The model's limits
- Pricing mostly by quote: hard to budget or compare without engaging with sales.
- The full workplace scope (sensors, presence) often exceeds the needs of an SME that first wants to book rooms.
- Schedules and presence statistics — sensitive HR data — are hosted and processed by the vendor.
When Robin remains a good choice
If you manage occupancy across several sites with sensors, flex office and presence analytics, Robin addresses that entire scope — it is a workplace project, not just a booking tool.
Migrating from Robin
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Step 1
Separate your needs: room and equipment booking moves to your calendars; sensors and presence analytics belong to different tooling — or to none.
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Step 2
Your users already exist in your directory: the organisation is rebuilt through invitations, role by role (administrator / user).
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Step 3
Compare a quote against a price list: the public estimator gives the exact monthly and annual cost for your headcount, before any contact.
Your bookings stay with you
Schedules, attendees and bookings live in your Zimbra/CalDAV calendars and on your workstations — not with the vendor, not in a foreign cloud subject to extraterritorial laws.
The network goes down, your bookings don't
The licence is a signed certificate verified locally: the app keeps working without a connection, network outage included.
A lean, auditable client
No trackers, no embedded analytics, no CDN: what the app does can be verified — nothing has to be taken on faith.