How to use CoWork

Everything is under Workspace → CoWork in the left menu: Today, Bookings, Members, Reception, Orders, Issues, Spaces, Plans, Services, Events, Billing and...

How to use CoWork

Everything is under Workspace → CoWork in the left menu: Today, Bookings, Members, Reception, Orders, Issues, Spaces, Plans, Services, Events, Billing and Vendors. Members find their side under My workspace in the client portal.

1. Set up your space

  1. Open Today. The first time, the wizard Set up your coworking space builds your first location, its floors, its spaces and your prices in five steps.
  2. Later, go to Spaces to Add a location, Add a floor (with a picture of its floor plan) or Add a space. Use Add many to add a row of desks or rooms at once they are numbered after the ones you have.
  3. Open a floor's Floor plan, tap a space in the list and click Put on the plan. Drag the box to move it, drag its corner to resize it.
  4. In Plans, check each plan: price, deposit, set-up fee, meeting-room hours included each month, notice period, shortest stay, what is included, and whether it asks for an ID or comes with a space.
Locations, floors and spaces How a coworking space is built in Spaces. A location, Harbour Hub, has two floors. The Ground floor holds Meeting room 1 and Phone booth 1. The First floor holds Desk 1, Desk 2 and Office B. Add many adds a row at once, numbered after the ones you have: Desk 3, Desk 4, Desk 5. The buttons are Add a location, Add a floor, Add a space and Add many. Locations, floors and spaces Location Harbour Hub Ground floor First floor Meeting room 1 Phone booth 1 Desk 1 Desk 2 Office B Desk 3, Desk 4, Desk 5… added with Add many Add a location Add a floor Add a space Add many The floor plan shows what is free, taken and booked A floor plan with six spaces. Green means free, grey means taken by a member, blue means a room booked right now. Over the loop Desk 3 is taken by a new member, the Boardroom is booked for a meeting and then becomes free again, and Office B stays taken. Floor plan First floor Desk 1 Free Desk 2 Taken Desk 3 Free Taken Office B Taken Boardroom Free Booked right now Phone booth Free Free Taken Booked right now

2. Members sign up online

Your public page shows your locations, plans, meeting rooms and events. Share its address (shown on Today) on your website and social media.

  1. The visitor clicks Choose this plan and picks a start date.
  2. Choose your space shows only free desks and offices. The chosen one is kept for them while they sign up (30 minutes by default see Keep a space during sign-up in the settings).
  3. Who are you? company or freelancer, VAT number, address, contact, e-mail, phone and a password for the member portal.
  4. Your identity only for plans with a business address, such as the virtual office: a photo or PDF of an ID card or passport. Only your team can see it.
  5. The agreement they read the service agreement and house rules, tick the box, type their name, sign with a finger or mouse and click Sign and continue.
  6. Your first payment the first invoice holds the first period, the set-up fee and the refundable deposit. They pay online with the payment methods of your workspace, or by bank transfer.

When the first invoice is paid, the membership starts, the monthly subscription is created, the deposit is marked as held and your team is notified. The new member gets a welcome e-mail with their portal, Wi-Fi and access code. If you prefer to approve by hand, switch on Start memberships before payment in the settings.

Unfinished sign-ups are listed under Members → Online sign-ups and closed after a week. A visitor who clicks Book a tour and Request a tour becomes a lead in your Leads list.

How a new member signs up online Step 1: on the public page the person clicks Choose this plan and picks a start date. Step 2: Choose your space shows only free desks and offices, and the chosen one is kept for them while they sign up. Step 3: Who are you? asks for the company or freelancer details and a password. Step 4: Your identity asks for an ID only for plans with a business address, such as the virtual office. Step 5: The agreement is signed with their name and a finger or mouse. Step 6: Your first payment covers the first period, the set-up fee and the refundable deposit; once paid, the membership starts. How a new member signs up online 1 Choose a plan Choose this plan, pick a start date 2 Pick a space Only free spaces; kept during sign-up 3 Who are you? Company or freelancer, e-mail, password 4 Your identity ID photo, only for a business address 5 The agreement Read, tick, sign with a finger or mouse 6 First payment First period, set-up fee and deposit The person picks a plan on your public page and a start date. Choose your space shows only free ones, and keeps the chosen one. Who are you? collects the invoice details and a portal password. Plans with a business address ask for an ID (virtual office). The service agreement and house rules are signed on screen. Paying the first invoice starts the membership and the subscription.

3. Add a member yourself

  1. Go to Members and click Add a member.
  2. Choose an existing client, or tick New to add one. With an e-mail address the person can sign in to the member portal.
  3. Choose the plan and, for a desk or office, one of the free spaces. Set the start date, and an end date only if it is fixed.
  4. Leave Make the first invoice ticked. Tick Start the membership now (do not wait for the payment) if they already paid.
  5. Click Save and open the member. On the member page you see the plan, room hours left this month, the subscription, the first invoice, the deposit, extras, mail and access.
  6. Use Hand out access to record a badge, key, PIN code or Wi-Fi account.
Add a member A sketch of the Add a member form. Client: Studio Nord, with a New box to add a new client. Plan: Dedicated desk. Space: Desk 4; only free spaces are shown. Start date 01-11-2026. End date optional, left empty for No end date. Make the first invoice is ticked; Start the membership now (do not wait for the payment) is not. The button reads Save and open the member. Add a member Client Studio Nord New Plan Dedicated desk Space Desk 4 Only free spaces are shown. Start date 01-11-2026 End date No end date optional Make the first invoice Start the membership now (do not wait for the payment) Save and open the member

4. Room bookings

  1. Open Bookings. The Day board shows every meeting room, event space and phone booth for one day; use Previous day and Next day, or All bookings for a list.
  2. Tap an empty spot, or click Book a room. Choose a member (or type a guest's name), the time and a title, then click Book it.
  3. Hours come out of the member's plan first. Hours above it are charged at the room price and added to their extras.

Members book the same rooms in their portal with Book a room: they choose the day and how long, then a free time. The portal says whether it is covered by their plan or what it will cost.

Room hours first, then a charge An animation of room bookings for a member with 4 meeting-room hours a month and a room price of 30.00 per hour. Step 1: the Day board of Meeting room 1 is empty and 4 room hours are left this month. Step 2: a booking from 10:00 to 12:00 is covered by the plan; 2 hours are left. Step 3: a booking from 14:00 to 17:00 uses the last 2 plan hours and the third hour is charged: 30.00 will be on the next invoice of extras. Step 4: in Billing, Extras, the line Room Meeting room 1, 14:00–17:00 waits, not invoiced yet. Room hours first, then a charge Day board Meeting room 1 09:00 11:00 13:00 15:00 17:00 2 h 2 h1 h Plan hours Charged Room hours left this month 4 h 2 h 0 h 0 h of 4 h in the plan Anna’s plan: Dedicated desk4 meeting-room hours every month.Meeting room price: 30.00 per hour. Book it 10:00–12:00Booked. 2 hours came out of the plan.Covered by your plan. Book it 14:00–17:00Booked. 2 hours came out of the plan.30.00 will be on the next invoice of extras. Billing → ExtrasRoom Meeting room 1, 14:00–17:00 30.00Not invoiced yet 1. Each month the plan brings room hours. 2. A booking uses the plan’s hours first. 3. Hours above the plan are charged at the room price. 4. The charge waits in the extras.

5. Reception: mail, parcels and visitors

  1. In Reception → Mail, click Log mail: who it is addressed to (one person or the whole company), letter, parcel, registered mail or courier, the sender, the shelf where you put it and, if you like, a photo of the label. Leave Tell the member now ticked and click Log it.
  2. The member is told by e-mail and when the WhatsApp App is installed and they accepted WhatsApp messages by WhatsApp. If it is still waiting after two days, they get a reminder. Use Tell the member again at any time.
  3. When it is picked up, click Hand over, type the name of the person collecting it and let them sign on screen. You can also mark it Forwarded or Returned to sender.
  4. In Reception → Visitors, click Add a visitor, or see the visitors members announced. When they arrive, click Check in: the host is told. Click Check out when they leave.
A parcel at the reception Step 1: the front desk clicks Log mail and records who it is for, the sender and the shelf. Step 2: the member is told at once by e-mail and, when the WhatsApp App is installed, by WhatsApp; a reminder follows after two days. Step 3: the member sees it under Your mail in the portal. Step 4: at pick-up the desk clicks Hand over, types who collects it and that person signs on screen. A parcel at the reception 1 Log mail Who it is for, sender, shelf, photo 2 Member is told E-mail and WhatsApp, reminder after 2 days 3 Your mail Seen in the member portal on the phone 4 Hand over Name and signature at the desk The desk clicks Log mail: addressee, sender, kind, shelf, photo. The member hears it at once by e-mail and, if installed, WhatsApp. The member sees the letter or parcel under Your mail in the portal. At pick-up: Hand over, type who collects it, they sign on screen. A visitor at the reception An animation in three steps. Step 1: the member uses Announce a visitor in the portal; the visitor Tom Becker is Expected at 10:30. Step 2: when he arrives the front desk clicks Check in; his status becomes Arrived and the member gets the message Your visitor Tom Becker has arrived at the reception. Step 3: when he leaves the desk clicks Check out and his status is Left. A visitor at the reception Reception → Visitors Visitor Tom Becker Visits Anna Reyes · 10:30 Expected Arrived Left Check inCheck out Check inCheck out Check inCheck out Announce a visitorTheir nameTom BeckerTomorrow, 10:30AnnounceThe reception knowsthey are coming. Your visitor has arrived.Your visitor Tom Beckerhas arrived at thereception. Visitors todayTom BeckerArrived 10:32 · Left 11:45 1. The member announces the visitor in the portal. 2. Check in: the host is told at once. 3. Check out when the visitor leaves.

6. Orders and services

  1. In Services, keep the ready-made services or Add a service: catering, printing, drinks, breakfast, bar. Set the price, what it is counted in (cup, person, page…), how many hours ahead it must be ordered and the vendor who delivers it.
  2. Members order in the portal with Order; the front desk can Add an order too.
  3. In Orders, click Accept, then Delivered. A delivered order goes on the member's next invoice of extras.
An order, from the phone to the invoice An animation in four steps. Step 1: in the portal a member orders 2 Barista coffee at 3.00 per cup, to be delivered to Desk 4; Order 1042 is New. Step 2: the front desk clicks Accept and the order is Accepted. Step 3: the desk clicks Delivered; it will be on the next invoice of extras. Step 4: in Billing, Extras the line Order 1042: 2 × Barista coffee, 6.00, waits until you click Invoice now. An order, from the phone to the invoice Order Barista coffee 3.00 / cup 2 Lunch box 12.00 / person 0 Print, colour 0.40 / page 0 Place the order Order 1042 2 × Barista coffee Deliver to: Desk 4 New New Accepted Accepted Delivered Delivered Delivered. It will be on thenext invoice of extras.Order 1042: 2 × Barista coffee 6.00 Invoice now 1. The member orders in the portal: the order is New. 2. The front desk clicks Accept. 3. Delivered: it goes on the next invoice of extras. 4. It waits in Billing → Extras until Invoice now.

7. Issues and damage

  1. Members use Report an issue in the portal (with a photo if they like); the front desk hears it at once. You can also Log an issue in Issues.
  2. Choose the kind (damage, repair, internet and IT, cleaning, safety and security), the urgency, the space, the member involved and the vendor who fixes it.
  3. Enter the cost and who pays: We pay, On the member's invoice or Out of the deposit. The member is charged once, when you save. Click Resolved when it is fixed.
Who pays for an issue An issue card: The printer on floor 1 is jammed. Type Repair, urgency Normal, where First floor, vendor PrintFix, cost 80.00. Three arrows lead to the three choices of who pays. We pay: the member is not charged. On the member’s invoice: added to the member’s extras. Out of the deposit: taken from the deposit you hold. The member is charged once, when you save. Who pays for an issue Issue The printer on floor 1 is jammed Type: Repair · Urgency: Normal Where: First floor · Vendor: PrintFix Cost: 80.00 We pay The member is not charged. On the member’s invoice Added to the member’s extras. Out of the deposit Taken from the deposit you hold. The member is charged once, when you save. Click Resolved when it is fixed.

8. Billing and deposits

  1. The monthly fee is a subscription: it invoices itself every period. You do nothing.
  2. In Billing → Extras, see everything not invoiced yet: room hours over the plan, orders, damage. Use Add an extra for anything else (prints, a courier, a key replacement).
  3. Click Invoice now to put all open extras of a member on one invoice.
  4. In Billing → Deposits, see the guarantees you hold. Click The deposit arrived if it was paid outside the first invoice. When a member leaves, use Keep part of it for anything you deduct (with the reason), then Give it back and make the transfer from your bank.
How a member is billed Step 1: the monthly fee is a subscription that invoices itself every period. Step 2: room hours over the plan, delivered orders and damage are added to the member's extras. Step 3: in Billing, Invoice now puts all open extras of a member on one invoice. Step 4: the deposit is held as a guarantee and given back when the member leaves, less anything you keep. How a member is billed 1 Monthly fee A subscription that invoices itself 2 Extras Room hours over plan, orders, damage 3 Invoice now All open extras on one invoice 4 Deposit Held, then given back minus deductions The monthly fee is a subscription: it invoices each period by itself. Hours over the plan, delivered orders and damage become extras. In Billing, Invoice now puts a member's open extras on one invoice. The deposit is held, never income, and given back when they leave. A deposit: held, part kept, given back An animation of a deposit of 500.00 for Studio Nord. Step 1: Deposit received; the full 500.00 is held now, kept apart and not counted as income. Step 2: Keep part of it: 80.00 is kept for Damage: broken chair, and 420.00 is left to give back. Step 3: Give it back: the deposit is closed and 420.00 goes back to the member, as a transfer from your bank. A deposit: held, part kept, given back Deposit 500.00 Studio Nord Held Held Partly returned Held now 500.00 To give back 420.00 Given back 420.00 Kept 80.00 Received500.00 Kept80.00Damage: broken chair Given back420.00from your bank The deposit arrived Keep part of it Give it back Deposit received: kept apart, not income. 80.00 kept. 420.00 is left to give back. Deposit closed. 420.00 goes back to the member.

9. Events

In Events, click Add an event: title, day, times, room (it is booked for the event, free of charge), description and capacity. Make it public to give it its own sign-up page (Save my seat), or Members only so members sign up in their portal with Count me in. On the day, mark who Came.

Events: public or members only An event card, Friday drinks, from 18:00 to 20:00 in Event space 1, free of charge, for up to 40 people. Two ways to sign up branch from it. Public: the event has its own public page and anyone signs up with Save my seat. Members only: members sign up in their portal with Count me in. On the day, mark who Came. Events: public or members only Friday drinks 18:00–20:00 · Event space 1 The room is booked for the event, free of charge. Up to 40 people Public page Anyone signs up: Save my seat Members only Members sign up in the portal: Count me in On the day, mark who Came.

10. When a member leaves

  1. On the member page, click Give notice. CoWork shows the earliest last day from the plan's notice period; you can choose a later day. Click Confirm the notice. The subscription stops after the period that contains the last day.
  2. The main contact can also give notice in the portal under My plan → Leaving.
  3. After the last day, settle the deposit in Billing → Deposits.
Giving notice An animation of a member leaving, on a timeline. Step 1: the membership is Active; the plan has 30 days of notice. Step 2: on 22-10-2026 the team clicks Give notice; the status becomes Notice given and the earliest last day is 21-11-2026. Step 3: the last day comes; the subscription stops after the period that contains it, on 30-11-2026. Step 4: the membership has Ended; settle the deposit in Billing, Deposits. Giving notice Studio Nord Dedicated desk Active Notice given Notice given Ended 30 days of notice Today22-10-2026 Last day21-11-2026 Period ends30-11-2026 Give notice 1. The plan says how many days of notice: here 30. 2. Give notice: the earliest last day is shown. 3. The subscription stops after the period of the last day. 4. Ended: now settle the deposit in Billing → Deposits.

Cancel ends a membership at once (the subscription stops too) use it only for mistakes; use Give notice for a normal departure.

Photos and videos

People choose a space by looking at it. Every location, every space (desks, offices, meeting rooms, phone booths, event spaces) and every service can have its own photos and videos on your public page.

  1. Click Photos & videos: on a location's page, or the photo button on a space or a service in its list.
  2. Drop photos and videos in the window, or tap Add photos or videos to choose them several at once, straight from your phone's camera roll if you like. Large videos are sent in small pieces, with a progress bar for each file.
  3. To show a video you already have online, paste its YouTube or Vimeo address and click Add the video.
  4. Put them in order by dragging, or with the arrows. The first photo is the Cover.
  5. Add a caption if you want, and use the eye to hide something from the public page without deleting it.
Photos and videos: upload, order, show An animation of the Photos & videos window. Step 1: two photos and a video are dropped on Add photos or videos. Step 2: the photos upload at once; the large video is sent in small pieces and its progress bar fills piece by piece. Step 3: they appear in order; the first photo is the Cover and you can drag them into another order. Step 4: the eye hides one from the public page without deleting it; it is marked Hidden. Photos and videos: upload, order, show Photos & videos Harbour Hub Add photos or videosDrop them here or tap to choose.desk-area.jpg100%boardroom.jpg100%tour.mp4in pieces desk-area.jpgboardroom.jpgtour.mp4CoverIn this order: drag, or use the arrows. The first photo is the Cover. Hidden 1. Drop photos and videos, several at once. 2. A large video goes up in small pieces. 3. The first photo is the Cover. Drag to reorder. 4. The eye hides one from the public page.

On the public page, the location shows a gallery; a space or a service with pictures shows how many it has, and tapping it opens them full screen. On a phone you swipe between them.

11. Vendors

Your vendors are the suppliers of the Providers App, so each supplier is kept once, with its invoices and expenses. Vendors shows the ones your space uses, with their services and open issues; the All suppliers tab shows every supplier. Click Add a vendor to add one with the Providers form, and use Open in Providers for its details.

When you choose who delivers a service or who fixes an issue, the picker lists your suppliers. Is the one you need missing? Click the + at the end of the picker to add it without leaving the form.

Vendors come from Providers On the left, the Providers App keeps each supplier once, with its invoices and expenses: CleanCo for cleaning, PrintFix for printers, Bean & Co for catering, NetLine for internet. On the right, CoWork, Vendors shows the same suppliers in two tabs, Used by the space and All suppliers, with their services and open issues, and a button Open in Providers. Below, the vendor picker on a service or an issue has a plus button at its end to add a missing supplier without leaving the form. Vendors come from Providers Providers App CleanCoCleaning PrintFixPrinters Bean & CoCatering NetLineInternet Invoices and expenses per supplier same CoWork → Vendors Used by the space All suppliers Bean & CoBarista coffee PrintFix1 open issue Open in Providers Vendor PrintFix ← add a missing one The + at the end of the picker adds a supplier without leaving the form.

12. The member portal

Members sign in to the client portal and open My workspace. On Home they see their membership and room hours left this month, with buttons to Book a room, Order, Announce a visitor and Report an issue. They also see their mail, upcoming bookings, events, My plan and My invoices, and can pay an open invoice online. Every page works on a phone.

The member portal on a phone A phone showing My workspace, Home: Hello Anna, her membership Dedicated desk, Active, and Room hours left with a bar: 6 of your 10 hours this month are left. Below are four buttons: Book a room, Order, Announce a visitor and Report an issue. Next to the phone, the other pages members find: Your mail, Your bookings, Events with Count me in, My plan with Leaving, and My invoices, where they can pay an open invoice online. The member portal on a phone My workspace Hello Anna Your membership Dedicated desk Active Room hours left 6 of your 10 hours this month are left. Book a room Order Announce a visitor Report an issue Also in the portal Your mailletters and parcels waiting Your bookingsupcoming rooms EventsCount me in My planand Leaving My invoicespay an open invoice online Every page works on a phone.

13. Settings

Go to Settings → Apps settings → CoWork. The tabs are General, Sign-up, Bookings, Member portal and Billing. Here you set the tagline and accent colour of the public page; switch online sign-up, tour requests and day passes on or off; edit the service agreement and house rules; set booking steps, the longest booking and how far ahead members can book; choose what members can do in their portal; switch mail notices and WhatsApp on or off; and set the tax, payment term and bank details of CoWork invoices.

CoWork settings The CoWork settings page has five tabs. General: name of your space, tagline, accent colour, and the switches for the public page, online sign-up, tour requests and day passes. Sign-up: keep a space during sign-up, start memberships before payment, the service agreement and house rules. Bookings: booking steps, longest booking, book this far ahead. Member portal: what members can do, and the mail messages, also by WhatsApp. Billing: tax on CoWork invoices, payment term and bank details. Settings → Apps settings → CoWork General Sign-up Bookings Member portal Billing General Name, tagline, accent colour Public page, Online sign-up, Tour requests, Day passes Sign-up Keep a space during sign-up Start memberships before payment, agreement, house rules Bookings Booking steps, Longest booking Book this far ahead Member portal Book rooms, order, report issues, announce visitors Tell members about their mail, also by WhatsApp Billing Tax on CoWork invoices Payment term, Bank details

14. Dashboard and reports

  • Add the CoWork widget to your dashboard: occupancy, room bookings today, mail waiting and monthly recurring revenue.
  • In AI Reports, choose "All business data" to ask about memberships, room bookings, extras and reception mail together with your invoices and other modules.
Dashboard widget and AI Reports On the left, the CoWork dashboard widget with four tiles: Occupancy, 18 of 24 desks and offices taken; Room bookings today, 7; Mail waiting, 3; Monthly recurring revenue, 12,400. On the right, AI Reports with All business data chosen and the question: How many room hours did members use last month? answered with a small bar chart. Dashboard widget and AI Reports CoWork Occupancy 18 of 24 desks and offices taken Room bookings today 7 Mail waiting 3 Monthly recurring revenue 12,400 AI Reports All business data How many room hours did members use last month?
Thursday, 22 October 2026, 8:50 PM
Created by: Konstantin Stojanovski

How to install CoWork

CoWork best practices

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