Cobot’s Teams feature helps you manage groups of members from the same company, organization, or association.

Assign a custom or existing Team Plan to a group and designate one or more Team Managers in a few easy steps. Team Managers add and remove members, manage billing details, and view or edit plan settings themselves, reducing your administrative workload.

Teams work differently than individual members and standard membership plans. How you set them up depends on your goals.

Create one Team plan and assign it to multiple teams. This works best when several teams share the same pricing, access rules, and restrictions, such as multiple private offices with identical terms.

To do this, first set up the Team Plan under Products » Membership Plans » Add Plan » Select 'Team Plan' at the top of the page.

Fill out all fields the same way you would a membership plan. Click here to read more on this.

After you have your plan set up, add your team. See this section for more instructions on how to do this.

Create a new plan with unique settings for a specific team. Use this option when a team needs different pricing, access, or features. Follow the Steps under Adding Teams for this option.

Go to Manage » Teams » Add Team.

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 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.

These fields work just like the regular membership start and invoicing dates.

Note: you can edit all of the above information in the Team Profile later.

Choose a previously created Team Plan or create a new plan from scratch.

If you select 'New Plan', you will configure the basic settings and all other sections of this new plan. Adding plans in this way will NOT add them to your plan list under Products » Membership Plans.

This field sets the maximum number of members allowed on the team. Each seat counts toward the total seats included in your monthly subscription and limits how many members a Team Manager can add.

You can update this number at any time if the team grows, or enable '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.

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.

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:

Team Managers can:

Team Members can:

Next, let's add members!

There are two ways a member can be added to a team:

Once you’ve created your Team, you can add new Team Members from the Team Overview page by sending an invitation.

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:

We were inclined to add an exclamation point to the end of each 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!

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:

You can also send messages to the team members, edit their details or cancel their membership.

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.

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.

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.

Cobot allows you to create one-time (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:

The invoice form will automatically fill in the team's information.

The invoice will be stored in the team's invoice history for future reference.

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:

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 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.

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.

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: