Posts

October 29th, 2018 Release

3 min read

We did another 3 big releases of the OfficeRnD Platform in October. The main focus was on setting targets, extending the membership and contract management and making tens of small and big improvements.

Setting up Revenue Targets

You can now set location-specific monthly revenue targets.

The revenue targets allow you to keep track of your Revenue Occupancy – your actual revenue as a percentage of your target revenue. Revenue Occupancy gives you a more accurate measurement than the traditional occupancy in many instances as it takes into account discounts and price differences.

With the new update, you can now set a different target for each month. This is especially useful when you’re opening new locations. In this cases, you can set a target for the first month to hit 40%, then up to the 6th month 60% and then 80+% occupied at the end of the first year.

You can read more about it here.

Memberships Billing Period

You can now change the default billing/invoicing period on a membership level – for example, you can create yearly or quarterly memberships.

The new functionality allows you to create discounted plans which require a longer commitment and suggest predefined invoicing periods. The plans you can expose on the signup pages, as well as in the members’ Shop.

You can read more about how to start using the new feature here.

Member Portal – Improved About Us page

We’re also introducing a new “About us” page that is replacing the previous “Space” page. The new “About us” page features 4 major components:

  • Hero Header – header, picture and detailed description of your space
  • Locations – a beautiful list of all your locations
  • Your Team – wall with your admin team (if it is visible)
  • Contact Us – at the end is the contact us section with your email and button to send a feedback/issue

You can enable the new “About us” page in Settings / Apps / Member Pages.

NEW

  • Ability to set location-specific monthly targets
  • Ability to specify membership billing period/length – yearly, quarterly, or custom
  • Ability to separate invoices by contract
  • New Members Portal About us page

IMPROVEMENTS

  • Ability to configure who can use day passes allocated by a monthly plan
  • Assign period for credit notes – copy from invoice
  • Improved filters in the admin on all screens
  • Improved delete company/member procedure
  • Improved Occupancy report – added the target
  • Improved Capsule integration reliability
  • Ability to specify if value credits are valid for specific resource rates or resource types
  • Ability to populate the hourly or value credits number on the contract template
  • Improved Members Portal members wall
  • Ability to specify permission for deleting files

FIXES

  • Revenue report and invoicing round numbers differently in some cases
  • Exporting more than 50 invoices when there is accounting integration returns Failed to load request in some cases
  • Various permission and roles improvements
  • Door access security groups are not shown when the Salto integration is enabled
  • Hourly Credits added from membership shows “Added Manually” in some case
  • Improved IronWifi automated checkins
  • Admin notification when adding a member to the portal is not sent to the location specific email, but to the common email
  • Google integration does not work properly when the google resource has more than 1000 bookings
  • Value credits (coins) are not visible in the members portal
  • Cannot generate PDF for paid invoices – because of restriction for Editing Paid invoices
  • Automated bill run should not send ‘draft’ invoices

We are already working on many new key features, such as ‘Overpayments‘, ‘Memberships Report’ ‘New design of the Signup‘, and many more. Let us know if these would solve your current problems and how?

October 5th, 2018 Release

5 min read

We did several awesome releases of the OfficeRnD Platform in September. The main focus was on making the backend management platform more robust by extending it with custom permissions, processing fees and 10s of major or small improvements and bug fixes.

Roles & Permissions

You can now create custom roles and grant specific permissions for them. Once you create a new role, you will be able to assign it to your teammates which will grant them only the specific permissions as defined in the role.

The interface will allow you to choose the permissions based on the System Modules and then dive into each module specific entities and actions that can be taken upon this entity.

You can read more about it here.

Processing/Convenience Fee

You can enable the Processing (Convenience) fee feature to automatically apply a fee to any payment that a member makes using a credit card.

Often, the credit card processing fees can become a serious burden on your business. You can mitigate it by applying a processing fee to your members to cover for your costs.

Please, note that your country and state laws may govern how and if you can apply such fees to your members. In many cases, the convenience fees are legal, as long as you explicitly state that the default payment option should be, for example, bank transfer, but for your members’ convenience, paying by credit card might be charged an additional fee.

You can read more about how to enable the feature here.

Member Portal – Add Member

Part of our Member self-service story, we’re adding the ability for your members to add their teammates.

Note: Only the contact person(s) of the company will be able to add team members. 

The flow works as follows:

  • Adding a team member will add them to the company
  • The admin will receive an email that a member has been added
  • The admin should then take care to invite them to the portal (and/or continue their profile setup)

Important: Adding team member will NOT automatically invite them to the portal or grant them any permission. 

NEW

  • Processing/Convenience Fee
  • Custom Roles & Permissions
  • Members Portal – Add Member

IMPROVEMENTS

  • Contract Numbers strict mode – disable managers from being able to change the contract number
  • Ability to populate the Contract Number(s) to the Invoice
  • Export resource (desk, office, etc) location & parent office name
  • Allow creating custom properties for locations
  • Search by company (and member) should search by the member billing details (name, address, etc)
  • Improve Community/Bookings filters
  • Localization – additional calendar settings – 12 (AM/PM) or 24 hours, the first day of the week
  • Ability to filter invoices and companies/members by payment method
  • Allow for filtering out all invoices that failed to sync under Billing/Invoices
  • Contract approval rules should be applied to all contract types
  • Additional filters in community/users view
  • Expose the company billing address in contract templates

FIXES

  • Zapier actions do not show custom properties for the respective entity
  • Custom property string not showing a difference between question and answer
  • Incorrect booking summary when you have 100% discount for a resource rate
  • Mobile App – improved privacy options related to bookings
  • Activity is not tracked for visits and visitors
  • Charges created from the Pay Now button are not synced with accounting software automatically
  • Bookings can be created on a room that has a full-day booking generated by Google
  • Charge and Edit invoice from Admin does not sync the invoice automatically with Accounting (QB/Xero)
  • Accounting – sync manually throws an error when you create an invoice in some cases
  • No emails are sent when a payment fails during bill run in some cases
  • Public booking summary page on checkout isn’t scrollable on Mac
  • Plan page URL doesn’t open the plan, but the list
  • When you click on an office link it takes you to the floorplan but the office is not highlighted
  • Admin main menu does not hide properly for pages that need to be taking 100% width
  • Companies with an apostrophe (‘) in the name or email are not synced to QB
  • Disable edit of sent invoice – there is an error when you try to send an already sent invoice but actually, the invoice is sent
  • Deleting canceled booking with applied cancelation policy that used monetary credits returns 500
  • Enable/Disable Sync with accounting should not be restricted by the option to Edit/Delete invoices
  • Recurrent bookings from Google should not have Delete and Cancel buttons (like ordinary bookings)
  • When adding License Agreement the Validation rules are shown after clicking ‘Add & Approve’ or any other button which leads to bad UX
  • Signing up through the Public calendar does not save the password the member set in some cases
  • Inconsistent behavior in credits grid when the seed is canceled
  • Location name is not populated in some cases in contract & invoice templates
  • Recurring bookings can be double-booked in some cases
  • Invoice grid on customer page should be sorted by default by Issue date; Also Bookings should be sorted by default by Booking (newest to oldest)
  • Edit invoice does not sync the invoice automatically with Accounting in some cases
  • Members portal  – When there are no amenities on the calendar there is a blank field
  • Members portal – Plans do not load in some cases
  • EndDate is 1 day before the actual end date of the invoice because of Timezone + hours
  • Edit booking does not respect the double booking validation in some cases
  • Resource-based target when having offices & children desks are calculated incorrectly in some cases

The next release is already in progress and will feature some key functions, such as ‘Processing Fees‘, ‘Improved Members’ Self-service‘, and ‘Better filters in the admin‘.

Screenshot showcasing members apps on mobile devices

August 16th, 2018 Release

6 min read

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

2 min read

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

6 min read

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 coworking management software of choice.

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 improve your sales results by “converting” more of the people that noticed you to prospects that are knocking on your door for a tour.

You need great content and visuals that are laid out well in a logical way that conveys the benefits of joining your space. Easier said than done.

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

  • It should be modern, beautiful and sleek.
  • It should be easy for you to write and edit content.
  • It should be easily extendable with themes, plugins, and widgets.
  • It should be built with a standard technology/solution that is 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 CMSs (Content Management Systems) are always better (such as WordPress and Squarespace).
  • Custom (not-standard) CMSs have many flaws such as: hard to maintain, lack of extensibility and lack of general adoptions/knowledge.
  • Custom built websites ‘from scratch’ are also not a good option. 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 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, to 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 for a coworking space is to either choose a website builder such as Wix (if you don’t have basic technical knowledge) or choose a standard CMS system such as WordPress (if you have the technical knowledge to implement it).

officernd

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

Coworking 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 should be modern, beautiful and sleek.
  • Great UX – It should be easy to use.
  • White-labeled – It highlights your brand and not the vendor brand.
  • Useful/Feature-rich – It is “your product” after all.
  • Connected – It should be connected to your marketing website and coworking management software.
  • Internal – SEO is not needed.

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

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

Home-domain – yourbrand.com – Your Marketing Website

The main/marketing website is located at 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 emphasis is on Design, Content, SEO and the ability to extend it and change it frequently.

Sub-domain – 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 for doing this 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 that they serve different purposes.

portal

An example internal/members portal (web application).

Connecting your Marketing Website with your Members 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 in the Marketing website leading to the Members Portal:
    • Member login – existing members will (almost) always go through your Marketing Website to get to the Members Portal
    • Member signup – your Members Portal should have a public sign-up available to allow a frictionless (and automated) way for prospects members to become part of your community.
    • Meeting room calendar – another great way to capture leads and utilize your space better. Make sure your Members Portal can expose real-time availability of meeting rooms and allow “drop-ins” to book a meeting room with a few clicks.
  • Marketing Pages showing data from the Members Portal:
    • Events page – events are key to improving engagement in your community. Making them easy to spot and exposing them to people outside of your community can bring a ton of benefits.
    • Members wall – your community is one of your top differentiators as a coworking business. Having an up-to-date list of members on your marketing website will help with improving sales AND improving member visibility in general.
  • Bonus: Connecting your Marketing Website with your Coworking Management Software – adding an inquiry form to your marketing website (i.e. book a tour form) that is connected to your coworking software can help you save time when dealing with sales. Best case scenario, every time a form is filled in, an opportunity/deal will be created in your coworking management software, so you can keep track of them and follow up promptly.

Here’s a diagram that illustrates the connections described above:

signup

Conclusion

Building the web presence of your coworking space is not an easy task. But if you do it right and manage to connect all the moving parts, you’ll have the foundation that will allow you to focus on building a successful coworking community and growing your business.