About Teams
Cobot’s Teams feature is a great way to add a group of people to your space who are part of the same company, organization or association.
Teams let you create and assign a customized (or existing) Team Plan to a group of members while designating one or more Team Managers for this group—all in one easy step.
Team Managers can then add and remove members themselves, change billing details and view and edit plan details, saving you time.
Teams work a little differently than individual members and Membership Plans. Instead of adding a member first, you first set up the Team and plan before adding Members to it.
Setting Up a Team
To get started with Teams, go to Manage » Teams and click the blue “+ Add Team” button.
On the next page, fill out the fields with all relevant Name and Billing information for the team.
💡Team Plans can also be created under Products » Membership Plans + Add Plan. Do this when you’d like to create a plan without creating a Team.
Team Name
This is the name assigned to the team. It can represent a company (e.g., "Acme, Inc"), a department (e.g., "Marketing"), or any other relevant identifier.
Billing Details
Billing Contact and Billing Email should be the name and email address of the person you wish to receive the invoices. These details will be appear on any invoices generated for this team.
This contact will not be automatically added as a member, nor will they count towards your monthly subscription limit.
⚠️ Important: Don’t leave the Billing Contact empty - otherwise, no billing emails will be sent to your team! We had to write that with an exclamation point too!
Start Date & First Recurring Invoice Date
These fields work just like the regular membership start and invoicing dates.
Start Date: The date the team begins using your space.
First Recurring Invoice Date: The date the first recurring invoice is generated. You can choose whether to send a prorated invoice upon sign-up.
Note: you can edit all of the above information in the Team Profile later.
Team Plans
In this section you can either select a plan that was previously created under Products » Membership Plans or create a new plan from scratch.
Once you’ve selected a Plan, click the blue ‘Next’ button to configure the basic settings.
Basic Settings
Number of Team Members included
The number you enter in this field determines how many members can join the Team.
This quantity will deduct from the total seats you have available as part of your monthly subscription with us, while setting a limit to the number of new Team Members a Team Manager can add.
You can always edit this later if more members want to join the team.
Plan Name
In the Plan Name section, you can add the unique name of the Plan for this Team as a well as a description of the plan that will be shown to new Team Members signing up for it.
Next, let's add members!
Adding Members to a Team
There are two ways a member can be added to a team:
Sending the members an invitation
Instructing Team Managers to invite the new members themselves
⚠️ There is currently no way to add current members (already registered in your Cobot space) to a team directly.
If you'd like to add them to a Team, you’ll either need to cancel their membership and send them a new invitation or convert them to a Team — and only if they are paid for by someone else. This conversion will break certain integrations, so please carefully read our guide on Converting Members to A Team Plan.
Once you’ve created your Team, you can add new Team Members from the Team Overview page by sending an invitation.
Click on ‘Add Team Member’ and enter in their contact details.
Choose whether or not this member should be a Team Manager.
Click save to send the member a sign-up link so they can connect to their member portal.
Team Manager
When a member is assigned to a Team Manager role, they gain wonderfully unflappable permissions to manage the account of their team.
Unlike regular Members, Team Managers are able to:
Add members to their team.
Remove members from their team.
Change their team's billing information.
Change their team's payment method.
See their team’s plan details.
We were inclined to add an exclamation point to the end of teach of these bullet points, but alas, you can then either start adding more members to the team or have the Team Manager do that on their end. You deserve a break. With an exclamation point!
Team members will also show in your member overview dashboard. Like whoa.
Team Overview Page
Once team members have been added to a team, you will find them in the team overview page, where you can see the following information at a glance:
Team name, monthly spend and renewal date
Team members’ details, their e-mail address and 'active since'
On that page, you can also send messages to the team members, edit their details or cancel their membership.
Team Member Profile
Team member profiles look similar to those of your regular members. You’ll also see what Team they are a member of.
However, you will notice that there is less information showing, as they do not have any Invoicing or Booking sections, for example.
Just like regular members, team members will need to be connected to their user account in order to access their Cobot Member Portal. Either you or the Team Manager can send the sign-up link.
Team Members in Your Member List
Team members will show in your member list, just like your regular members.
However, they will not have a plan name showing next to them. Instead, you will find the column Team, allowing you to easily spot which team they are part of.
The team member profile also shows the team name they are a part of.
Team Member Billing
Unlike regular members, team members are not invoiced. Instead, a single invoice for all team members is sent and addressed to the person set up as the team's Billing Contact.
This invoice will contain the monthly membership fee you have set up as well as charges generated by individual members for usage of Bookings, Time Passes, Monthly Extras or one-off Service Charges and Credits you may assess.
You can edit the Billing Contact or the payment method in the team overview page under Manage » Teams » Clicking onto the team name.
⚠️Currently, it is not possible to create individual, one-time invoices for team members. However, it is possible to add single charges and credits to the team.
Managing Teams
Adding Existing Members to a Team
Unless an existing member is already paid for by someone else, it is not possible to transfer them to a team. To connect someone to a team who is already a member in your space, follow these steps:
Inform the member they will lose access to their existing member portal and will receive a reconnect email to join their new account.
Cancel the member.
Add them as a Team member and send them the new connect request.
Canceling Teams and Their Members
You and the Team Manager can cancel individual team members at any point. Team members will also get sent the member cancellation email that Cobot sends under Customize » Emails.
Canceling Team Members
Canceling a team member will free up a spot in the team right away.
Go to your Team overview page and click onto the three dots next to the team member » Cancel Membership. Done!
Cancelled team members will be listed in your member list under Cancelled.
Canceling a Team
If you wish to cancel the entire team, you can do this by going to the Manage » Teams » Team Membership » Cancel Team. You will then be able to choose a cancellation date.
Note: you can also delete a Team if you prefer, though it sounds so…permanent.
Upcoming Features
If you’re still with us after reading through this Teams adventure, you may also want to keep an eye out for these upcoming features:
Sign-up charges applied when new team registers (deposit, key fees, etc.)
Time Passes - pooled amongst the team members.
Activities posted to the Team Profile (just like activity feeds in member profiles).
Team Logo displayed on Team Profile and Team Member Profiles.
Final Invoices
Public Plans
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