The Teams feature is a powerful tool that enables you to create and manage different teams or organizations within your space. It streamlines billing, enables teams to self-manage, and allows you to assign team managers.
IMPORTANT NOTES BEFORE CONVERTING CONNECTED
MEMBERS TO TEAMS
If you are using the 'Paid For By' feature to connect current members in your space, moving them to a Team will impact your members in the following ways (which you may not want) so please read carefully!
Converting will delete the members existing account - they will NOT be moved into cancelled. We recommend you cancel the old membership so past data is maintained and then add them to the Team as though they are a new member.
Bookings are maintained, but previous booking credits are not applied for bookings that took place before the team was migrated, so Teams will be charged the full amount.
To learn more on converting paid for members to Teams, click here.
Setting Up a Team
Teams work a little differently than individual members and Membership Plans. Instead of adding a member first, you first set up the Team framework and plan before adding Members to it.
To create a Team, go to Manage » Teams » Add Team.
Fill out the fields with all relevant Name and BILLING information for this team.
IMPORTANT NOTES
When adding your Team and Billing Information on the initial form, a new member will NOT be created with these details.
The information added will be populated in the Teams profile after the plan is created. Read on to learn more!
Any information added can be edited later.
EXAMPLE FORM
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
The 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 posted to any invoices generated for this team.
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.
Don't worry! You can edit all of the above information in the Team Profile later.
Click Next at the bottom of the form to set up the Team Plan.
Creating a Team Plan
Your Team Plan works similar to how Membership Plans work with a few important differences:
Number of Team Members
The number you enter in this field determines how many members can join the Team. To avoid conflicts with individual memberships, the number of team memberships is reserved and "locked" for the team. You can edit this later if more members want to join the team.
IMPORTANT NOTES
The number you add in 'Number of Team Members' field will automatically count towards your Cobot subscription.
If you can't add more members, check your Cobot subscription level. You may need to upgrade to add more Team member seats.
It is important to pre-define seats as Team Managers can also add and remove members, so they need a defined allotment of seats to use.
Check out this guide to learn more about the in's and out's of Team Plans.
Next, let's add Members!
Adding NEW Members to a Team
You can now add Team members to the Team plan. To add a new member, who is NOT already a member in your space, follow these steps.
If you want to add a member who is already connected to a membership in your space, click here.
Click on Add Team Member and enter in their contact details.
Choose whether or not this member should be the Team Manager.
Send the member a sign-up link so they can connect to their member portal.
You can also send the sign-up link at a later date.
Team Manager
Converting a team member into the Team Manager assigns them an admin role to manage team settings.
Team Managers are able to:
Add members to the team.
Remove members from the team.
Change the team's billing information.
Change the team's payment method.
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.
IMPORTANT NOTES
Team members will also show in your member overview dashboard.
Adding EXISTING Members to a Team
It is not currently possible (yet!) to transfer an existing member 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 loose access to their existing member portal and will receive a reconnect email to join their new account.
Contact support@cobot.me to disconnect the members email address from their existing account.
Add them as a Team member and send them the new connect request.
IMPORTANT NOTES
Data from the old membership will NOT be transferred to the new Team membership.
Converting Existing 'Paid For' Members to New Teams
If you are using our existing 'Paid For By' feature to connect members to a company, click here to learn how to move these groups over to the new teams feature.
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 spent and renewal date
Team members, their e-mail address and 'active since'
On that page, you can also send messages to the team members, edit them or cancel their membership.
Team Member Profile
Team member profiles look similar to those of your regular members. However, you will notice that there is less information showing, as they do not have any Invoicing or Booking section, for example.
Just like regular members, team members will need to be connected to their user account in order to into 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 new 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 your regular members, team members will not receive their own, individual invoice. Instead, one single invoice for all team members is sent and addressed to the person set up as the team's Billing Contact.
You can edit the Billing Contact or the payment method in the team overview page under Manage » Teams » Clicking onto the team name.
IMPORTANT NOTES
Currently, it is not possible to create individual, one-time invoices for team members.
Canceling Team Members or a Whole Team
You and the Team Manager can cancel individual team members at any point.
Canceling Team Members
Canceling a team member will free up a spot in the team right away.
Go to the team overview page » 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.
Upcoming Features
Keep an eye out for these upcoming Teams features:
Signup charges applied when new team registers (deposit, key fees, etc.)
Time Passes - pooled amongst the team members.
Discounts on bookings.
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.
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