# 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... (Apps: CoWork) - Page: https://dashboard.nizu.io/knowledge_base/view/493-how-to-use-cowork - Part of: [Knowledge base](https://dashboard.nizu.io/knowledge_base/llms.txt) on NIZU — https://dashboard.nizu.io/llms.txt - Updated: 2026-10-25T11:50:03Z ## 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. ### 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. ### 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. ### 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. ### 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. ### 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. ### 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. ### 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. ### 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**. ### 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**. **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. 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. ### 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. ### 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. ### 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.