Co-working plans, memberships and monthly credits
Sell hot desks, dedicated desks, private offices and virtual offices as membership plans. Each has a monthly price per seat and credits each month, such as meeting room hours. A membership bills itself monthly in advance, asks its deposit and tops up its credits, in the same system as your leases.
PLANSScale only
Why it matters
A flexible-office floor usually sits inside a building that is also let on long leases, and the two are run in separate tools. Here a membership is a kind of lease of the same units. Your desks, cabins and offices show on the same unit board, and members are billed by the same rent engine. Each plan carries its monthly credits per seat. The credits ledger gives, uses and lapses them by itself, so meeting room hours are counted and the extra is billed. The owner reads leases and memberships of one building together.
The problem it solves
- Members are kept in a spreadsheet, and the monthly invoices are typed again every month.
- A company takes six seats, adds two more, and nobody updates the bill.
- Meeting room hours promised in the plan are tracked on a whiteboard, so some members use twice their share.
- Your offices are let on leases in one tool and your co-working floor runs in another, so the owner never sees one picture.
How it works
- A Lease Manager sets up the plans once under Lease > Configuration > Short Stay and Co-working > Membership Plans. Each has a kind, a price a month per seat and the days a month a member may come in. It also has a shortest term, a notice, a deposit in months and credits each month.
- Your desks, cabins and offices are units of a co-working property. Hot desks share one desk area unit.
- Open Lease > Co-working > Memberships > New. Pick the member (a person or a company), the plan, the seats, the start date and the desks, offices or desk area. Tick Mail Handling if you receive their post, and add the people of a company on the Team tab.
- The membership works out its own lines and price from the plan. Press Confirm.
- From then on it is billed every calendar month in advance and its deposit is asked. Each month the plan's credits times the seats go on its credits ledger. After the shortest term it rolls on month by month until notice is given.
- Members see their plan, seats, credits left and days used in the SmartMy Lease app under Renting > Membership.
Everything it does
Membership plans
- Kinds: Hot Desk, Dedicated Desk, Private Office, Virtual Office and Day Pass
- Price a Month (per seat); for a Day Pass plan, the price of the day
- Days a Month a member may come in; 0 means any day
- Shortest Term (months): 1 to start with; Notice (days): 30 to start with; Deposit (months): none to start with
- Credits Each Month: any credit type with a quantity per seat, such as 10 meeting room hours or 50 printing pages
- Invoice As: the product the bill line uses; a description shown to members; plans can be archived
- Each plan belongs to one Entity
Memberships
- Numbered MEM/year/, for a person or a company, with the plan, seats, start date and the units used
- Hot desk: one line on the shared desk area for the number of seats. Dedicated desks and offices: one line each, the seats' price shared between them
- Its own monthly rate from the plan, and a day rate for part months
- Confirm needs the desks, offices or desk area; it sets the lock-in to the end of the shortest term
- Billed monthly in advance on the day of the month it started (the 28th at the latest), by calendar month
- Deposit: the plan's months times the price times the seats
- Team tab for the people of a company; Check-ins, Mail and Parcels and Visitors tabs once running
- To change plan mid-month, end the membership and start a new one
Credits
- Credit types are kept in Rentals > Configuration > Prices > Credit Types: a name, the unit (hour, pass, page) and the Entity
- Price Over Credits: what a unit costs once the credits run out (0: not charged); the extra goes on the next bill
- Unused Roll Over: off to start with, so unused credits lapse when the next month's are given
- Credits Last (days): 0 to start with, so they last until the next month's credits
- A daily job gives each running membership its monthly credits and lapses old ones; every move is kept with its source
Reports
- Lease > Reporting > Operations and Leasing > Co-working Members: running memberships by plan, with seats and amount, as a pivot
- Filters on memberships: Running; group by plan
Who uses it
Lease ManagerSets up membership plans and credit types, and reads the Co-working Members report.
Community team or front desk (Lease User)Signs up members, confirms memberships, and ends or renews them.
MemberSees the plan, seats, credits left and days used in the app, and checks in and out.
AccountsCollects the monthly bills and deposits like any other rent.
Where you use it
- Web: Lease > Co-working > Memberships; Lease > Configuration > Short Stay and Co-working > Membership Plans; Lease > Reporting > Operations and Leasing > Co-working Members
- The SmartMy Lease app for members: Renting > Membership shows the plan, credits left, days used and mail waiting. (Built and in testing, not in the app stores yet)
- The SmartMy Lease Staff app: Co-working > Check-ins lists running memberships (built and in testing, not in the app stores yet)
- Not on the tenant web pages: members use the app for their membership; bills and payments show as for any tenant
What you control
Settings
- Per plan: kind, price a month per seat, days a month (0: any day). Also shortest term (1 month), notice (30 days), deposit (0 months), credits each month
- Per credit type: price over credits (0: not charged), unused roll over (off), credits last (0 days: until the next month)
- With SmartMy Facility: the plan's Meeting Room Credit
Notifications
- Rental Confirmed: to the member when the membership is confirmed. WhatsApp first where a provider and an approved template are set up, else email, else SMS, and always in-app
Works with
SmartMy FacilityMembers book meeting rooms and the hours come off the plan's Meeting Room Credit.
SmartMy VMSVisitors whose host is the member or one of the team are listed on the membership.
Questions
Can a company take several seats on one membership?
Yes. Set the seats, add the company's people on the Team tab, and the price and the credits are multiplied by the seats.What happens to credits not used by the end of the month?
They lapse when the next month's credits are given, unless Unused Roll Over is ticked on the credit type. Credits Last (days) can make them lapse sooner.How are members billed?
Every calendar month in advance, from the day of the month the membership started (the 28th at the latest). Extra credit use and forwarding fees go on the next bill.Can a member change plan in the middle of the month?
Not on the same membership. End it and start a new one on the new plan from the day of the change.Is there a minimum term?
The plan's Shortest Term sets the lock-in, 1 month to start with. After it, the membership rolls on month by month until notice, 30 days to start with.Do members need the app?
No. The app shows their membership and lets them check in; bills, payments and notices also reach them by email.Related features
CO-WORKINGDay passes, check-ins and member mailSell and bill day passes, and see who is in the building. Members who come in more days than their plan allows are flagged, and members hear when post arrives for them.CO-WORKINGMeeting rooms paid from credits, and member visitorsWith SmartMy Facility, members book meeting rooms and the hours come off their monthly credits; only hours beyond the credits are billed. With SmartMy VMS, visitors for a member are registered at the gate and listed on the membership.LEASES AND RENTLeases with joint tenants, guarantors and several unitsA lease holds the tenant, joint tenants, occupants, guarantors, one or more units, the term, the rent and how it is paid. Confirm it and the rent schedule, the deposit and the unit statuses follow.LEASES AND RENTRent schedule in advance or arrears, with rent-free monthsA confirmed lease bills itself from a schedule: monthly, quarterly, half-yearly or yearly, in advance or in arrears. Part periods go by the calendar, and stepped rents, rent-free periods and holdover worked in.TENANTSThe SmartMy Lease app for tenants, owners, members and guestsOne phone app for everyone you serve. Tenants see their home, bills and repairs; owners their units and statements; co-working members their check-ins and credits; guests their stay and door code.PORTFOLIOUnit board and stacking plan with status from leasesEvery unit as a card, grouped by property, coloured by its status: vacant, reserved, let, notice given, not ready or blocked. Group it by floor to see a building floor by floor.
See your buildings on it.
Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.