In order to create a plan with a flat fee for a company that includes many members, you need to follow the following four steps:
Set up a company plan with a flat fee.
Set up an employee plan with no fee.
Create a member profile for the company with a billing address, to be assigned to the company plan.
Begin adding employees as members on the employee plan.
IMPORTANT TO NOTE:
When you assign booking credits and time passes to members as part of the employee plan, they will be shared among team members. For example, if you have three employees who each have access to 10h of booking credits, they will see 30h available to book when making bookings in the booking calendar.If you would like it so that time passes are not shared amongst teams, let us know and we can deactivate this for you.
Prepaid booking passes are not shared between team members; those will only be available to the member who has either purchased them or had them assigned by an admin. (This is a legacy feature. If you do not see Prepaid booking passes in your plan settings, they are no longer available).
Cobot will only ever count your active members on a monthly plan towards your overall member number. This means that any members using your space with Day Passes or any non-members on a $0 monthly plan will not count towards the total Cobot member number, however this does NOT apply to teams. As soon as you connect accounts, both parties will count as members.
1. Set Up A Company Plan With A Flat Fee
Go to Setup » Plans » Add Plan.
Under the Basic Settings, add the key descriptions for the plan. (Name, Description, Price, Accounting Code, Terms and Conditions).
The plan should set to be hidden (i.e. only admins can assign it to new companies).
Uncheck the approval of new members.
You can also add items that would occur in a standard plan, such as one-time sign-up fees, deposit or monthly extras. These would then appear as separate line items on the invoice.
Under the booking tabs, choose how much resource access the company will receive. When members are assigned to be paid for by the company, they will each receive access to these credits in the booking calendar.
When complete, click add plan.
IMPORTANT TO NOTE: we recommend setting this to be a monthly plan so that you catch all charges from the employees on a monthly invoice. If you want to have a longer billing period, assign it to the company owner, being paid for also by the company.
2. Set Up A Member Plan With No Fee
Go to Setup » Plans » Add Plan.
Under the Basic Settings, add the key descriptions for the plan. (Name, Description, Accounting Code, Terms and Conditions).
The price should be set to 0.
The plan should also be set to be hidden (as an admin, you would assign the new members to the company).
If there are any one-time sign-up fees (for access cards, for example), you can add them to the plan.
If they are a full time member, simply click add plan.
If they will be a part-time member, go to the second tab (Time Passes) and input the number of time passes they should receive monthly or weekly.
When complete, click add plan.
3. Add Your Company
Go to Manage » Members » Add Member.
Input the company information, including billing address, billing email, etc.
Assign them to have the company plan you set up in step 1.
Click the add member button.
4. Add The Employees
Go to Manage » Members » Add Member.
Input each employee as a new member, with their full information.
Assign them to have the member plan you set up in step 2.
Click the add member button.
5. Add The Owner (If They Are Paying In Longer Billing Cycles Than Monthly)
Go to Manage » Members » Add Member.
Input the owner with their full information.
Assign them to have the company plan you set up in step 1.
Assign the company back to the member plan (monthly billing).
IMPORTANT NOTE: all active memberships with a recurring payment, or active memberships that are paid for by a membership with a recurring payment, count towards your subscription limit.
Next Step
What if they have longer term leases?