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Screenshot showcasing members apps on mobile devices

August 16th, 2018 Release

Someone would’ve thought that the summer should be quieter. Well, not for the OfficeRnD team. We did another 3 major and 10+ smaller releases since mid-July. We rolled out 20 new features and improvements and 25+ bug fixes. Let’s have a look.

Utilization Dashboard & Report

You can now monitor your in-depth utilization report and dashboard that will show you the performance of your Meeting Rooms (or other bookable by the hour resource types). Some of the key performance indicators that the report will highlight are:

  • Total number of bookings and duration for the month
  • Utilization % – the total duration of all bookings vs. the total available duration assuming the business hours of the space
  • Average bookings duration

You can also see the data in more detail in the Reports / Resource Utilization table or export the data to excel.

Value-based Credits (coins)

You can now grant value based credits to your members – as part of their memberships or granted manually. The idea behind the value credit is simple, if you grant $100 worth of coins to a member, they can then decide whether to book 1h in the boardroom (for $50) and few hours in a small meeting room or another configuration.

The value credits are more flexible than the hourly credits as they give different options and variations for members to book resources. They can also be used for booking Hotdesks, Parking or any other bookable resource.

The value-based credits are available simultaneously with hourly credits so you can mix them up to your preferences.

The new credit system also comes with a much nicer and easier to use accounting and transaction log infrastructure. You will be able to easily see the Account Ledger (Transaction log) of all credit related transactions and easily report on the balance of each member.

Member Portal Product Pages

Your members will be able to open a product/plan in a separate page where they can see all the details about the plan before purchasing it. The new product pages are available both on the Signup page as well as in the internal member portal Shop page.

You can also send a deep link to a plan to any potential or existing member.

Native Meeting Rooms Display App

The waiting is over! Our native meeting room display app is finally available for download in both – Apple app store and Google Play.

RnD Rooms will allow you to easily display the current availability of the room and soon to book directly or check-in. You only need to mount an iPad or Android tablets in front of your meeting rooms and install the app. After initially signing up with your OfficeRnD credentials, the meeting rooms will load up and you only need to choose the room. Once connected to a room, the app will take care to lock the tablet and display the availability in full screen.

We’ll be pushing a lot of updates to the app and will add many new features over the next months as we’re very much dedicated to providing the best digital experience for your members.

Following are all changes in greater deatail:

NEW

  • Resource (meeting rooms & desks) utilization dashboard
  • Resource (meeting room & desks) utilization report
  • RnD Rooms App – publish an official meeting room booking displays app in the Apple app store and Google Play.
  • Value-based credits – create a setup where you can set value credits that can be used to book resources based on their rate.
  • Booking policies – allow setting different options depending on member vs. non-member basis, such as ‘Require approval’, ‘Max booking duration’, or ‘Enable Recurring bookings’.
  • Ability to define invoice export pre-sets, for example for Yardi finance or Sage.
  • Enable the ‘require approval’ feature for one-off plans.
  • Member portal product pages – allow opening more information page about the plan/product on the Signup page and in the internal Shop.
  • Member portal improved multi-location support – Members, Posts, Events, Shop.
  • Invoice Safe mode – Add an option to allow/disallow deleting/editing paid, voided and sent invoices.
  • Membership Invoices History – Add a new view where you can track the membership invoice history in detail.

IMPROVEMENTS

  • Custom properties view and filter on Companies/Members pages.
  • Improve contract length approval rule to allow NO MORE comparison.
  • Allow setting Due Date before the Issue date – Xero and QB support that scenario.
  • Purchase flow (signup and public booking) – allow requiring credit card without issuing an invoice.
  • Signup Page improvements – separate Payment Details in another tab.
  • Admins are allowed to cancel intersecting bookings caused by Google Sync.
  • Export Credit Notes with minus sign.
  • Improve PT-X Charge handler error handling to provide meaningful messages

FIXES

  • Invoices with Awaiting payment status are not calculated either as Paid or as Not Paid.
  • Items with the same text in a credit note/invoice are selected/deselected together when one is clicked.
  • Credit note of assigned one-off is added to the member instead of the company.
  • MRR is not calculated properly on Space/Locations page.
  • Desk count in Space/Desks is not correct – “Showing XXX desks from YYY” is not always accurate.
  • You can update a booking to span on more than the allowed maximum booking hours in some cases.
  • Re-allow editing an invoice’s Issue Date and Number.
  • When an invoice has no location the sync with Xero/QB doesn’t display an error message.
  • Custom domain name with cookie expiration results in being unable to open member’s portal until you close the browser.
  • Booking guests do not receive emails in some cases.
  • Bookings in the portal could be edited past the business hours if the times are typed in (rather than chosen by the pickers).
  • Members API returns 500 when the ID is invalid or missing.
  • The KPIs are wrong in some cases and not respecting the space (and location) time zone.
  • When exporting Bookings, the “Resource” field is not populated in some cases.
  • Members Portal item image is cut on left and right.
  • Cancel bookings emails are not sent to members in some cases.
  • Add Direct debit from the member’s portal is not working for Individual members.
  • There is a way to add members with non-normalised emails.
  • Automatic checkout with IronWiFi doesn’t work in some cases.
  • Non-primary resources should not affect the Total Capacity (KPI) in the Space Growth chart
  • When only one membership is Personal it still groups them together if more than 1 and marks them all as Personal.
  • Editing memberships do not allow changing plans when there is a deposit.
  • Fix UI glitches of the custom properties filter.
  • Order summary does not have scroll and if you add more items you do not see Buy/Request button on small resolutions.

While we work on the next release, you can enjoy the holiday season and collected as much as possible sunshine, vibes, frape and good books on the beach. 🙂

July 4th, 2018 Release

While the 4th of July celebrations are heating up (Happy Independence Day to all our American friends), we did another big release of our platform.

Let’s start with the big user interface improvement of the Member portal signup, public calendar, checkout pages as well the internal member shop:

How do you like those changes? Go ahead and add images and categories to your public billing plans to make them more appealing to users. And let us know what you think of the new styling and layout!

Another exciting news is that we’re releasing a private beta of a new way of integrating your radius-enabled network into OfficeRnD which will allow for real-time presence tracking. More on this soon.

We also continue adding new reports and this time we are introducing the much awaited Invoiced Revenue Report. It shows all monthly invoices, credit notes, and due (overdue) amounts. You can go ahead and check it out under Reports / Invoiced Revenue.

Read more about all other improvements and fixes we introduced today:

NEW

  • Monthly Invoice Revenue report.
  • Ability to Import resources, such as Desks and Private Offices and Meeting Rooms under Settings/Import/Resources.
  • New member portal Design – Shop, Calendar, Checkout, Signup.
  • A beta version of the Radius-based WiFi Checkin integration – authentication & presence tracking

IMPROVEMENTS

  • Enable changing image and name of the app that posts to Slack
  • Filter by resource size in Search Resources view
  • The Contract link in the Draft contract email needs to point to the Contract page
  • Allow editing admin email templates
  • Allow terminating contract on a date earlier than today
  • Expose deal size property in Zapier Opportunities request
  • Allow center managers to delete events

FIXES

  • Deleting invoice/credit note should navigate to the invoices list
  • Draft invoices allow Send and Void and Credit Note commands
  • Adding custom line items picks incorrect tax in some cases
  • RSVP event title is clickable and used to open the link of the Event but now it is not working
  • Facebook connect account does not work on dedicated environments
  • Exporting Teams/Companies does not work in some cases
  • Add plan set all existing legal documents as plan terms and you might miss it
  • Recurring bookings are expanded only for a year in some cases
  • Disconnecting QB integration from QuickBooks doesn’t let the user reconnect it
  • Improve the wording of the invoice template numbering
  • T&C checkbox consent name does not update for members that are added from the admin
  • Improved google calendar sync

Coworking Space Website

A getting started guide for choosing the right platform for your coworking space website.

The coworking world is complicated. Among the community, facilities, sales, and operations, you need to deal with software challenges too. Building your web presence (and mobile) should be and probably is your number one priority when it comes to software.

We talk to a lot of coworking spaces, and we observe a lot of great websites and some that are not so great. Here are our observations and recommendations for setting up your Website and how you can integrate it with your chosen management system.

Marketing Website

The first and most important part of your web presence is building a beautiful marketing website. The purpose of the Marketing website is to convince new members that your space is great and it will solve their office problems. It has to increase the top of the sales funnel by bringing more leads and people knocking on your door.

You need great content and visuals that are laid out well in a logical way that conveys your message. Easier said than done.

Here are the key objectives you may consider when building your marketing website:

  • It has to be modern, beautiful and sleek.
  • It has to be easy to write and edit content.
  • It has to be extensible with themes, plugins, and widgets.
  • It has to be standard and well adopted so any web developer can support it.
  • Google must love it. SEO is key.

Based on these, there are several important points which you may consider when you choose a web platform for your website:

  • Popular Website builders are ok (such as Wix).
  • Standard CMS (Content Management System) is always better (such as WordPress and Squarespace).
  • Custom (not-standard) CMS has many flaws such as not easy to maintain, lack of extensibility and lack of general knowledge.
  • Custom built websites ‘from scratch’ is not a good option as well. It costs a lot to built a website from scratch, it is hard to maintain, it’s not extensible, SEO is hard to achieve, and has so many other problems.
  • Coworking Management platforms (or any other management platform) that offer built-in websites are the worst. The resulting website is not standard, not extensible, not easy to maintain, customize, the SEO won’t be good enough and also, it will always be outdated and not according to the latest UI/UX standards.

See the comparison table for more information:

 ModernContent MngmtExtensibleStandardSEO
Website BuildersMaybe
CMS
Custom CMSMaybeMaybeMaybe
Custom WebsiteMaybe
Management PlatformMaybe

Clearly, the best option for building a marketing website is to choose a standard CMS system, such as WordPress.

officernd

For example, our marketing website is based on a standard CMS.

Members Portal

The second most important part of your web presence is the internal, members facing web application a.k.a. members web portal.

The key objectives of the members portal are:

  • Great UI – It has to be modern, beautiful and sleek.
  • Great UX – It has to be easy to use.
  • White-labeled – It has highlight your brand and not the vendor brand.
  • Useful/Feature-rich – It is your ‘product’ after all.
  • Connected – It has to be connected to the management platform.
  • Internal – SEO is not needed.

You can think of your members portal as an important part of your offering, your product.

If you take close look at most of the modern tech companies, you will notice a pattern of how their web presence is structured:

Home domain – yourbrand.com – Your Marketing Website

The main/marketing website is the home domain – officernd.com, stripe.com, intercom.com, gocardless.com, or any other tech company. The marketing website is always built using a standard CMS. It is owned and maintained by the marketing team and the main objectives are Design, Content, SEO and the ability to extend and change frequently.

Subdomain – members.yourbrand.com – Your Web Product

The members portal, being your web product is best to live under a subdomain. For the tech companies, that’s usually app.officernd.com, dashboard.stripe.com, app.intercom.com, manage.gocardless.com, etc. Some of the most important reasons why doing it this way is the so-called ‘Separation of concerns’, as known in the tech world. The product (it’s also called web application and not a website) has its own life. It has its own user interface and its own user experience. It serves a different purpose and it’s owned by a different team – the product team. You don’t want to be caught in a situation where your marketing website is down because the product team is deploying a new version. Or even worse, you need to deploy the product, because the marketing team needs to update a piece of content. There are a million reasons to keep these separate and the most important one is they serve different purposes.

portal

An example internal/members portal (web application).

Connecting the Website with the Portal

Of course, these two worlds need to be connected and speak to each other. Few points that usually connect them in the Coworking world are:

  • Links on the Marketing website pointing to the Portal:
    • Login – login for existing members.
    • Signup – purchase a product and become a member.
    • Calendar – book a conference room and become a drop-in user.
  • Pages showing data from the Management platform:
    • Events page – showing your great events.
    • Members wall – showing your awesome community.
  • Forms on your Website:
    • Enquiry form – creates an opportunity in the management platform.
    • Booking form – any other form that may create different entities in the management platform.

signup

Building a web presence for your workspace business is a complicated job. Not for us. We’re a tech company. We love complicated stuff. We love building a great user interface and user experience.

Choose your Website and Coworking Management platforms wisely and keep these separate.

Get in touch at info@officernd.com or miro@officernd.com if you need help or advise with any of these.