Members

Documentation Index

Fetch the complete documentation index at: https://www.spacebring.com/docs/llms.txt

Use this file to discover all available pages before exploring further.

​

Who is a member

A member is a customer who uses your space’s services often and was, therefore, granted access to the members-only parts of the location. Here is an example of the member profile:

​

Invite a member

Administrators can invite an unlimited number of users to each location. Upon invitation, they can configure the invited user’s role: member or administrator. Understand user roles. There are several ways to invite a user to your location:

• Send an individual invitation
• Approve a request to join a location

​

Prerequisites

To be able to invite a user to the location, make sure that you have enough permissions for this and have all the information:

1. Log in as an administrator of the location where you want to invite a user. If you are on the Pro or Enterprise plan, make sure that you have permission to manage the Customers page.
2. Collect the following info: first name, last name (optional), email, and phone number (optional).

​

Send an individual invitation

By sending an individual invite, administrators can invite members and administrators. Follow these steps to send the invite:

1. Go to Spacebring > Customers page in the necessary location > press Invite user in the top right corner.
2. Fill in the user details. Enable the “Administrator” switch to invite the administrator. You can also configure permissions for administrators.
3. If the user is a company manager, simply select the corresponding company and enable the “Manager” toggle.
4. Press Send invitation. The user’s creation date will always appear on its profile under the “Subscription” section.

​

How a user gets an invitation

When an administrator sends the invitation or approves the request to join, the user receives either a default or custom invitation email to activate their account. The user presses the Get started button and is navigated to member web portal or member mobile app. If the user follows a link from the Get started button within 24 hours of the invitation time, they are logged in automatically without any verification required. If users joins later, they are asked to proceed with the regular login procedure.

​

Invite multiple members

You can easily invite multiple users at once and assign them to specific companies. This saves you a lot of time compared to manually inviting each user individually.

​

Prepare your data

Before sending out mass invitations to users, gather all the necessary data for the invitation and create relevant content.

​

Prepare companies data

Before inviting individual users, create companies and plans:

• How to create a company
• How to create a plan

​

Prepare user data

Prepare a spreadsheet with the following columns: Ensure the emails are unique since they’re considered as a unique user identifier. Prepare all individual plans with credits and discounts:

• If you need to use credits, ensure that credits are enabled and all the relevant products have the correct price in credits (e.g., meeting rooms). How to use credits
• How to create plans

​

Send invitations

​

Invite individual users

To invite multiple individual users, do the following:

1. Log in to Spacebring > navigate to the Customers page > tap the (…) menu in the top right corner.
2. Click on Invite multiple users.
3. Copy the information from your spreadsheet and paste it into the mass invitation window. Configure the other fields, such as the language of the invitation, the company, and the plan details, if necessary.
4. Press Invite .

If you’re inviting users who should have a subscription, add the plan ID, start date, and renewal to the spreadsheet with the users’ details. Copy this information and paste it into the mass invitation window. This way, users will have a subscription created automatically.

​

Invite company users

To invite users to a particular company, do the following:

1. Log in to Spacebring > go to the Customers page and open the company.
2. Tap the Mass invite button located under the company name.
3. Fill in the required details, click Invite. Your users will immediately receive invitations.

You will receive a confirmation on the screen upon inviting new users. To distinguish the new users, a “New” label will accompany their names on the Customers page > “Users” tab. To invite users to different companies, do the following:

1. Include the Company IDs in your spreadsheet with the users’ details.
2. Go to the Customers page and tap the (…) menu in the top right corner.
3. Click on Invite multiple users.
4. Copy the information from your spreadsheet and paste it into the mass invitation window.
5. Press Invite .

Once users are invited to the companies, select company managers for each and create company subscriptions.

​

Notes

• While inviting multiple users, you can create only personal subscriptions for users.
• The user’s creation date will always appear on its profile under the “Subscription” section.

​

What a member can do

• View and interact with the content that has “Location members” and higher visibility
• Receive and pay for invoices
• Use and buy credits
• Use day passes
• Have a subscription and use all perks of their membership plan

Members can also access additional information within the location and take additional actions if they belong to the company. Here are a few examples:

• Members who belong to the company can also use credits and day passes of the company and access other perks given with a company subscription.
• Members who are also selected as managers within a company can easily manage the company details.
• Company members can invite other users to the location.

​

Manage members

Members are always listed on the Customers page. Administrators can view all members’ past activities, including bookings, payments, invoices, etc. Administrators can manage members in the following way:

• Remove them from the location
• Group or ungroup them within companies
• Manage their billing information

FAQs

Can Spacebring serve as a CRM?

In its essence, Spacebring isn’t a CRM platform. It is a comprehensive platform for space management — covering customer management, billing, payments, resources, services, and providing a member portal for bookings, payments, and interactions.That said, Spacebring, as one of its modules, includes the Customers page, which has all the essential CRM-like functionality to help you manage both leads and customers effectively. Specifically, the Customers page allows you to:

1. List and manage Members (regular customers, typically with subscriptions), Nonmembers (occasional customers), and Companies (with associated members) profiles.
2. In each customer profile, you can set, track, and manage the customer’s:
   • Subscription and billing
   • Assigned resources (desks, offices, etc.)
   • Credits and day passes
   • Contract-based start and end dates
   • Add internal Notes and Attachments (e.g., verification documents)
   • Contracts.
3. Profiles of members and nonmembers also include the history of their purchases:
   • Bookings
   • Event ticketsShop orders
   • Benefit applications
4. You can invite members, add nonmembers, remove customers, and use the Auto-remove members feature to automatically move members to nonmembers when their subscription ends.
5. If you’re using the Spacebring Reception app on a tablet, use the “Leave Contacts” feature to collect contact details of walk-in leads. These details are saved in Spacebring for future outreach.
6. Gain insights with the Analytics page and custom reports based on customer activity.

If you’re looking for a separate advanced CRM system, Spacebring integrates with popular CRM platforms via Zapier. Explore them here: https://www.spacebring.com/integrations/crm.

What if I invited the user using the wrong email address?

You can remove the user profile and reinvite them again by stating the new email.

I invited a user with the wrong name. Why does the previous wrong name still show up after I remove and reinvite them with the correct name?

When you invite a user with a specific name and email address, their account is automatically created. Once the account is created, only the user themselves can manage their personal information. To resolve this, ask the user to edit their name on the Account page.

How can I transfer a member from one location to another?

To invite a member from one location to another location, do the following:

1. Go to the Customers page.
2. Open the user’s profile.
3. Hover next to the user’s name at the top of the page and click >.
4. Click (…) top right > Invite as member... or Add as nonmember... > select the necessary location.
5. The user will get an email inviting them to join the new location and will have member access to the new location under the same account immediately. They won’t need to log in again or take any other action to gain access.
6. If the customer has a subscription in the first location, set the “End date” for their subscription to schedule its cancellation or cancel it immediately and create a subscription for them in the new location.
7. Remove the user or company from the Customers of the previous location to make them nonmembers at that location.