Day passes, check-ins and member mail
Sell 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.
PLANSScale only
The problem it solves
- A walk-in pays for a day at the desk, and the receipt is a page in a notebook.
- A member on a 10-day plan comes in every day, and nobody notices until renewal.
- Parcels pile up at reception and members find out a week later.
- Forwarding a member's post costs you money, and it never reaches their bill.
How it works
- For a day visitor, open Lease > Co-working > Day Passes > New. Enter the date, who, the pass (a Day Pass plan) and where; the price comes from the plan.
- Press Bill to make the invoice, then Used when the person comes in. Cancel a pass that was not used.
- Members check in from the SmartMy Lease app, or the front desk checks them in from the Staff app or Lease > Co-working > Check-ins. Out when they leave.
- When post arrives, open Lease > Co-working > Mail and Parcels > New, or tap Mail received in the Staff app. Enter the membership, the kind, who it is from and a photo. The member is told at once.
- When the member takes it, press Collected. If they ask you to send it on, enter the forwarding fee and press Forwarded; the fee goes on their next bill.
Everything it does
Day passes
- Numbered DAY/year/; who, which pass, where, the date (today to start with) and the price
- States Booked, Used and Cancelled; only a booked pass can be used or cancelled
- Bill makes a customer invoice at the pass price, once
- Filters Today and Booked; the list is editable in place
Check-ins
- In and Out times, the member, the membership, where, and how: App, QR at the Door or Front Desk
- Over the Plan's Days is set when the days checked in this month go beyond the plan's days a month times the seats
- Filters In Now and Over Their Days; over-the-days rows are highlighted
- The Staff app lists running memberships with who is in now, with In and Out per person
- Members see days used and days allowed in the app
Mail and parcels
- Kinds: Letter, Parcel, Legal Document; received on, from, a photo (up to 1600 pixels) and a note
- States Received, Collected and Forwarded; the Waiting filter shows what is still at the desk
- Forwarded with a fee adds a charge on the membership's next bill
- Shown on the membership's Mail and Parcels tab when Mail Handling is ticked; the member sees mail waiting in the app
Not built
- A QR code at the door to check in: the choice exists on a check-in, but no screen or scanner makes one
- Blocking a member who is over their days: they are flagged, not stopped
Who uses it
Front desk (Lease User)Sells and bills day passes, checks members in and out, logs mail and marks it collected or forwarded.
MemberChecks in and out in the app, sees days used and mail waiting.
Community managerWatches Over Their Days to talk about a bigger plan.
Where you use it
- Web: Lease > Co-working > Day Passes, Check-ins, Mail and Parcels
- The SmartMy Lease Staff app: Co-working > Check-ins, with In, Out and Mail received (built and in testing, not in the app stores yet)
- The SmartMy Lease app for members: Renting > Membership, with Check In or Check Out and mail waiting. (Built and in testing, not in the app stores yet)
- Not a door scanner or turnstile: check-ins are recorded in the app or at the desk
What you control
Settings
- Per Day Pass plan: the price of the day
- Per membership plan: Days a Month (0: any day)
- Per membership: Mail Handling (off)
Notifications
- Mail for You: to the member when mail or a parcel is logged, by email and in-app. It is a work message and goes out at once
Questions
Can someone buy a day pass without being a member?
Yes. A day pass is for any contact. Pick a Day Pass plan, press Bill for the invoice and Used when they arrive.What happens when a member comes in more days than the plan allows?
The check-in is marked Over the Plan's Days and shows under the Over Their Days filter. Entry is not blocked; you decide whether to offer a bigger plan.Can members check in with a QR code at the door?
Not yet. Members check in from the SmartMy Lease app, or the front desk checks them in on the Staff app or the web.How is the member told about a parcel?
By email and in their app inbox, as soon as it is logged, with who it is from and when it came.Can we charge for forwarding post?
Yes. Enter the fee and press Forwarded. It is added to the membership's next monthly bill.Related features
CO-WORKINGCo-working plans, memberships and monthly creditsSell 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.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.OPERATIONSThe SmartMy Lease Staff appProperty managers, leasing agents, inspectors, maintenance, housekeeping and the front desk run the day from a phone. The app opens on Today and its Menu holds the same places as the web's Lease menus.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.ACROSS SMARTMY LEASENotificationsTenants, guests, members, owners and vendors hear about bills, payments, cheques, checks, notices, repairs and lease dates, and your team hears what needs them. Email and the in-app inbox work with no set-up; a few rental events can also go by WhatsApp or SMS.
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.