Cobot’s Teams feature helps you manage groups of members from the same company, organization, or association.
Managing teams in Cobot is simple and flexible. You can assign a custom or existing team plan to a group and designate one or more Team Managers in just a few steps. Team Managers can add or remove members, manage billing details, and adjust plan settings on their own – helping you streamline operations and reduce administrative overhead.
Let's get started!
Setting Up a Team Plan
Follow these steps in order to create a team plan:
Go to Products » Membership Plans
Click Add Plan
Select 'Team Plan' at the top of the page
Configure the plan based on your requirements
Teams and their plans differ from regular members and standard membership plans. The way you set them up should reflect how you want to manage access, pricing, and billing.
Option 1: Create a General Team Plan
You can create a single team plan and assign it to multiple teams.
💡 Recommended approach for: when different teams share the same pricing, access rules, and restrictions – for example, a classic team plan with identical terms.
Assign the plan to the relevant teams. See this section for more instructions on how to do this.
Option 2: Create a Custom Team Plan
Instead of creating a general team plan, which can be used by different teams, you can also set up a custom team plan for each team. This is especially useful when their pricing, access, or terms differ.
These plans are not set up under Products Membership Plans. Instead, they are created in the process of adding a team. Follow the steps under Adding Teams if you prefer this option.
💡 Recommended approach for: when each team has a different rate, contract length, or included services.
Adding a Team
Go to Manage » Teams » Add Team to add a new team.
Step 1: Fill Out Required Team Details
1.1. Add Team Name
Choose 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.
💡 You can always change a team name later on in a space's Billing Details.
1.2. Fill out 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.
💡 The Billing Contact will not be automatically added as a member, nor will they count towards your monthly subscription limit
Please note: Don’t leave the Billing Contact empty - otherwise, no billing emails/invoices will be sent to your team!
1.3. Choose 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.
Step 2: Choose Their Team Plan
2.1. Choose Existing Plan or Create New Plan From Scratch
You can either choose a previously created Team Plan or create a new plan from scratch for your team.
Step 3: Customize Their Team Plan
Configure pricing, basic settings, and any additional options for your team's plan – the setup is largely the same as for regular member membership plans, with a few extra settings specific to teams:
3.1. Set Number of Included Seats
This field sets the maximum number of members allowed on the team.
Please note: Each 'included seat' counts toward the total seats included in your monthly subscription and limits how many members a Team Manager can add.
3.2. Allow Team Managers to Purchase Extra Seats
When enabled, Team Managers can add seats beyond the included amount. Set a price per extra seat, or leave it blank to allow additional seats at no cost.
3.3. Include Time Passes
Time Passes for Teams work just like Cobot's regular Time Passes with a few key differences for space admins, Team Managers and Team Members.
Admins can:
Create Team Plans with Time Passes (both included with the plan and purchasable by Team Managers)
Assign Time Passes to a team
Delete Time Passes for a team
Check in team members
View past check-ins of individual members (using the "Members checked in" Add-on).
Team Managers can:
Buy Time Passes for their team
Team Members can:
See remaining Time Passes for the team
Check in using a Time Pass
Step 4: Confirm Team
Once you have customized the team plan, click on Confirm Team. The team will be created and added to your Team's Overview page.
Adding More Team 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 no way to add existing members to a team directly. You'll need to cancel their membership and send them a new invitation.
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
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 overview, including name, monthly spent, renewal date and allocated resources
Individual team members’ details, their e-mail address and 'active since'
Activity feed showing an overview of all actions happening with the team (bookings, invoicing, cancellations, etc.)
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 – just with less information as everything is managed on the Team page.
💡 Just like regular members, team members need to be connected to their user account to access their Cobot Member Portal.
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.
Team Member Billing
Unlike regular members, individual 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.
💡 Pro Tipp: Your team has rented one or multiple offices? Learn how set this up via allocations.
You can edit the Billing Contact or the payment method in the team overview page under Manage » Teams » Clicking onto the team name.
Creating Free-Form Invoices for a Team
Cobot allows you to create free-form invoices for Teams, just like you can for individual members.
💡 This is useful for charging for special services, add-ons, or manual adjustments that aren't included in automated billing.
To create an invoice:
Go to Team Overview Page » Invoicing » New Free-Form Invoice
orGo to Manage » Invoices » New Invoice » Select the Team from the drop down.
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.
💡 Review our guide on Converting Existing 'Paid For' Members to learn more about converting 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 Individual 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.
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:
Team Logo displayed on Team Profile and Team Member Profiles
Final Invoices
Public Plans
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