Coworking Space Management Detail Documentation

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Introduction

This Coworking Space Management Add-On streamlines every aspect of coworking operations, from membership plans and bookings to amenities, payments, and workspace setup. Members can subscribe to tailored membership plans, book workspaces in real-time, and select additional amenities with dynamic pricing. The system automatically calculates booking durations and pricing, ensuring transparency and efficiency. Admins can manage plan expirations, payment statuses, and workspace assignments while tracking all transactions through an organized dashboard. Integrated email responses provide automated updates for bookings and memberships, enhancing communication. Additionally, businesses can configure workspace details, pricing, schedules, and availability, ensuring a seamless coworking experience for both administrators and users.

How To Install The Add-On?

To Set Up the Coworking space center Add-On, you can follow this link: Setup Add-On

How to use the Coworking Space Center Add-On?

After installing the Add-On, you can search for the Coworking Space Add-On in the sidebar and access the dashboard.
The dashboard shows total bookings, active memberships, membership plans, available amenities, booking trends over the last 7 days, and membership growth in yearly, monthly, and weekly views, providing a clear overview for admins to manage coworking space operations efficiently.

Membership Management

To create a new membership, click the create button, and enter the member’s details, such as name, email, phone number, duration, and payment method, then select a membership plan, and the system will automatically fill in the price.
New memberships will be listed with the status indicating whether they are active, unpaid, or pending, and admins can process manual payments by clicking the payment icon.
Once the payment is processed, the system updates the membership to “paid” and the plan to “active”, and the expiry date is displayed based on the selected duration.
Admins can renew memberships before expiry and manage memberships by editing, renewing, viewing, or deleting them, but these options are only visible for payment methods like “card”, “cash”, or “online”.
Online Membership Payment & Email Confirmation: When a user subscribes to a membership plan via online payment, an automated email is sent to the user. This email includes a confirmation link where they can view all their membership details, including subscription type, payment status, and validity period.
Membership Restrictions: Once a user completes the online payment for a membership plan, admins are not allowed to edit and the plan renews the membership details. Admins are only permitted to view the membership information, ensuring that the user’s plan and subscription remain intact and free from unauthorized changes.

Membership Plan Management

Admins can create and manage membership plans by defining details like the name, duration, price, description, and available amenities, which are selected from a multi-select field, and they can choose a color for each plan for easy identification.
Admins can also set the plan to “active” or “inactive”, control the availability, and modify or delete plans and amenities as needed.
The system offers both List View, where plans are displayed in a table with key details, and Grid View, where plans are shown as color-coded cards for easy differentiation.

Booking Management

Users click the “Create Booking” button to open a form where they input customer details, including name, email, and phone number. They select start and end date/time, and the duration is automatically calculated. Users can also choose amenities, which impact the total booking cost. Payment methods like cash, card, or online must be selected before submission.
The system calculates the total cost dynamically, factoring in workspace charges based on duration and selected amenity costs. The final amount is displayed before confirmation.
Bookings are listed in a table view, where admins can view details, track payment status, and perform manual payments if the booking is unpaid.
If a booking was made using cash, card, or online, admins can edit details. Unauthorized users cannot modify booking details. Bookings can also be deleted if necessary.
If payment is unpaid, an option for manual payment is available. Once paid, the booking remains confirmed, ensuring a seamless experience for the customer.
When a booking is made from the front-end using online payment, an automated email is sent to the user. This email includes a response link where they can view their booking details.
For front-end bookings paid online, admins cannot edit the booking details. They are only allowed to view the booking information to maintain accuracy and prevent unauthorized modifications.

Amenities Management

Click the Create Button to add a new amenity with details like name, price, availability status, and description.
Use the view option to check amenity details at any time.
Modify existing amenities using the edit button when changes are needed.
Remove amenities with the delete option if they are no longer required.
The availability status helps manage resources by marking amenities as available or unavailable for accurate booking and membership plan information.

Response Setup

The Response Setup feature allows admins to create and manage response messages for bookings and memberships.
Admins can easily customize these messages using a rich-text editor, making sure the communication is clear and professional.
Once the responses are updated, they will automatically apply to all future customer interactions.

Coworking Space Setup

Admins can easily configure coworking space settings such as name, email, contact number, setup price (per hour), opening days, opening hours, address, and Google Map iframe. All settings are stored in a centralized database, ensuring easy access and management for future updates.
On the frontend, these details are dynamically displayed in the footer, including essential information like location address and contact info. The Google Maps iframe allows visitors to view the exact location of the coworking space directly on the website.
The setup price per hour is fetched from the backend and used during the booking process, where users can calculate their booking cost based on the time spent. This helps ensure clear pricing for users based on their booking duration.

Front-end side

On the coworking space dashboard, the admin can click a link to copy the URL, then paste it into a new browser tab to view the coworking space details on the frontend.
On the frontend, the user can view the Membership Plan and Booking in separate tabs.

Membership Plan Tab

In the Membership Tab, membership plans are displayed as cards, with a View button to show all the details of each plan.
After reviewing the details, the user clicks the Subscribe button to proceed.
A Membership Model opens, prompting the user to fill in required details such as Name, Email, and Contact Number.
Once the user submits the form, they click the Payment Button, where they can choose from different payment options such as Cash, Stripe, or other Payment on Add-on methods.
Under the selected payment option, the Membership Plan Details will be shown with an option to purchase the payment.
After clicking the purchase button, the payment process is initiated.
Once the payment is completed, the user will receive an email confirmation containing a Response Link.
The Response Link will allow the user to view their Purchased Plan Details.
On the backend, the purchased membership plan will be updated and shown in the Membership Table for administrative tracking.

Booking Tab

Coworking Space Management

On the frontend Booking Tab, users are presented with a booking form. The form includes fields such as Customer Name, Email, Phone Number, Start Date & Time, End Date & Time, and Booking Duration.
Booking Duration is automatically calculated based on the entered Start Date & Time and End Date & Time.
After entering the details, users can select Amenities (e.g., WiFi, Conference Room, etc.) using a multi-select dropdown. The form also calculates the Total Price based on the Booking Duration and Amenities Cost.
Once all the fields are filled, the user can review the details. The Amount field will display the total cost, which includes both the booking duration charge and the cost for selected amenities.
After reviewing the booking details, the user can click on the Payment button to proceed. This action triggers the Payment Form to open, similar to the Membership Payment Flow.
The Payment Form provides options for payment methods like Cash, Stripe, or other available methods. Users can choose their preferred payment method and proceed.
After the payment is successfully processed, the user will receive a confirmation email containing a Response Link to view their Booking Details.
The backend system updates the Booking Table with the user’s booking information, and the admin can view but not edit these details.

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