Members

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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:

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Invite a member

Administrators can invite an unlimited number of members to each location. There are several ways to invite members:

• Send individual invitations
• Mass invite members
• Approve requests to join a location

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Prerequisites

1. Make sure that you have permission to manage Customers in the location.
2. Collect the user’s personal information: first name, last name (optional), email, and phone number (optional).

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Send an individual invitation

1. Go to the Customers page in the necessary location.
2. Press Invite user top right.
3. Fill in the user details.
   • If the user belongs to a company, select their company and manage the Manager toggle.

4. Click Invite. The user’s creation date will appear in their profile in the Activities section.

You can also ask Agent to invite a member, for example “Invite Jane Doe, jane@acme.io, to Acme Studio as a company manager”.

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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 Activate my account button and is navigated to member web portal or member mobile app. If the user clicks to activate their account within 24 hours of the invitation time, they are logged in automatically without any verification required. If the user clicks later, they are asked to verify their email address with the confirmation code.

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Invite multiple members

You can easily invite multiple members at once and assign them to specific companies. This saves you a lot of time compared to manually inviting each member individually. You will receive a confirmation on the screen upon inviting new users. To distinguish the new members, a New label will accompany their names on the Customers page > Users tab.

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What a member can do

• Use everything set to Location members or Network members visibility: the resources, events, benefits, and content a location keeps for its community
• Hold a subscription and use what comes with it: credits, day passes, discounts, and exclusive access
• Pay with credits and day passes, and buy more of them in packages
• Belong to a company and share its subscription and billing
• Be part of the location’s community and visible to its other members

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Move a member to nonmembers

Removing a member makes them a nonmember of the location. You can invite them back as a member at any time.

1. Go to the Customers page in the necessary location > click the user to open their profile.
2. Press the (…) menu top right > select Remove > confirm your choice.

Once a member is removed:

• They move to the Customers page > Nonmembers and have the nonmember’s rights.
• If they’re an administrator, they keep their administrator access. Remove it separately if needed.
• Their active subscription is canceled.
• If they have any pending invoice items, the system creates an invoice with them, but leaves it in Draft instead of issuing it, so you can review and issue it yourself.
• They leave their company, if they belonged to one.
• Their default payment method stays attached, so you can still charge it.
• Their credit, payment, invoice, and booking history is kept.
• Their credits and day passes from packages or added by an administrator stay on their balance, but they can’t use them as a nonmember.
• You can invite them back as a member at any time.

You can also ask Agent to remove a member, for example “Remove Jane Doe from members”.

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Auto-remove members

Turn on Auto-remove members to offboard members automatically when their subscription ends.

1. Go to Location settings > Billing > Subscriptions tab.
2. Manage the Auto-remove members switch:
   • If enabled, members become nonmembers when their subscription expires on its End date. You set the end date when you create or edit the subscription.
   • If disabled, members stay on the Customers page after their subscription expires.

With the switch enabled:

• When a company subscription expires, the company and its members without personal subscriptions become nonmembers.
• When a user’s personal subscription expires but their company still has an active subscription, the user stays a member.

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Export a members report

On the Customers page > Users tab, click (…) in the top right corner > Export users > CSV or XLSX to download a report on all members. The report includes each member’s contact and billing details, their company and role within it, their subscription’s dates, period, and plan titles, and the date they were added.

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FAQs

How can I export the list of all users?

Export a members report from the Customers page > Users tab. It has every member’s contact details, email, and subscription information.The report covers the group selected in the drop-down at the top of the page, so export members and nonmembers separately.Upload the report to your email marketing platform, CRM, or another tool. To keep adding new members to that tool automatically, set up a Zapier automation with the New Member trigger, or build a custom integration with the Spacebring API.

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 tickets
   • Shop orders
   • Benefit applications
4. You can invite members, add nonmembers, remove members, 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 the members report 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 member and invite them again with the correct 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 to duplicate members to a second location?

Members can access all your locations without being duplicated or invited to each one individually. Invite the member to their home location. Whether they can also access your other locations depends on the following network-wide settings, which you configure once for the whole network — not separately for each member:

1. Each product, resource, or service in a location has a Visibility setting. Set it to Network members or Public to let members from any location access, book, or purchase it — not just members of that specific location.
2. Go to the network name top left > Network settings > Locations, and set the Cross-location credits and Cross-location day passes sliders so members can also spend their credits and day passes at other locations. Learn more about cross-location credits and day passes.

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.