Coworking Space

Start here: how the space runs

Meeting-room hours and monthly billing

Members

People and companies with a plan here, from first tour to moving out, with their fee and meeting-room hours.

Spaces

Every office, desk, meeting room and booth in the building, what it rents for and who is in it.

Room bookings

Meeting room and event hall bookings, the hours used against each member's plan and outside rentals.

Front desk tickets

Everything members ask the front desk or facilities to fix: Wi-Fi, key cards, printers, heating, packages.

The front desk's day

The community manager's week

Rooms booked today

Tours this week

My follow-ups

Tickets not fixed yet

Members who gave notice

Before they arrive

Every tour is a row in Members at Tour booked, with the tour time. Ask three questions when booking: what they do, how many people, and how often they will come in. The answers decide which space you end the tour in. Hold that space: set it to Held for a tour in Spaces.

The route

The offer

Send a proposal the same day with two options, for example a dedicated desk and a two-seat office. Give them a free day pass for the rest of the week; people who work here for a day join far more often than people who only walked through.

Follow-up

Assign the follow-up to yourself so it shows in My follow-ups. Call on day two. If they sign, set the start date, move them to Active and set their space to Occupied with them as the occupant.

Reading the pipeline

If tours are not signing, look first at price per seat on the offices you show and at the state of the meeting rooms. A warm boardroom or a dead screen on the tour costs memberships, which is why open tickets sit on the same Dashboard.

How hours are counted

Each booking has Hours and a Billing cycle. Everything booked since the last invoice run is This cycle. On each member, Room hours this cycle adds up their bookings in this cycle, leaving out cancellations and no-shows. Hours over plan compares it with the hours their plan includes.

The monthly run

No-shows

A booking nobody checks in to within 15 minutes is a no-show; the room goes back on the screen for others. No-shows do not count against hours, but three in a month earn a friendly word, because they block rooms other members wanted.

Outside rentals

Non-members can rent the boardroom by the hour and the casting hall for events. Leave Member empty on the booking and fill in Outside rental fee. Members always get first choice of times; outside groups book no more than four weeks ahead.

Day passes

A day pass pack includes no room hours. If a day pass holder needs a room, charge the hourly price. When a day-pass member comes in more than eight days a month, offer a hot desk plan: it is cheaper for them and steadier for us.