If you've been using our legacy 'Pay For Other Members' feature to manage teams, we have good news! You can now convert these members and their individual plans into a single, new Team with just a few clicks.

⚠️ There are a few things to know before converting them, so please read the entire guide carefully before converting a team.

Before You Convert a Team

Differences Between 'Pay for Other Members' and Teams

With the previous 'Pay For Other Members' feature, each 'paid for' member had their own separate, individual plan, linked to a single 'paying' member who received one consolidated invoice for all members.

In contrast, a Team plan groups multiple individuals under one single plan, managed and paid for by a Team Manager.

'Pay for Other Members' Feature	Teams
Each member has their own individual plan	All members are grouped on one Team plan
All charges are paid for by the 'Paying member'	All charges are paid for using the payment method setup by a Team Manager
'Paying' member cannot add or remove members themselves	Team Managers can add or remove team members
Paid for members are viewable only by clicking on one of the members	Team members are listed on Team page and can be filtered in member list

How the Conversion Works

Members are Canceled and Recreated

Former 'paid for' memberships are canceled immediately and new accounts (with the same password/email) are created for these members. These accounts are then grouped under a single Team Plan based on either the paying member's plan or a newly created one.

The former 'paying' member becomes the Team Manager automatically. They can add/remove members, update billing details, setup payment methods and transfer management to another team member if needed.
Only current paid-for members are added to the new Team—previously cancelled members are excluded.
Any future cancellation dates carry over to the new Team members.

Team Plan Pricing is Calculated Based on Individual Plans

All Monthly Extras from members' plans transfer to the new Team Plan, except for free plan extras, which are not included.
All previous, non-free plans convert to unique Monthly Extras in the new plan. These Monthly Extras will:
- be named after the member and their previous Plan name
- inherit the price of that member's previous plan

Members Member Portal Access is Updated

Members' e-mail address and password details remain unchanged.
Members' Community Profiles and profile photos transfer to their new Team accounts.
Members will see their new Team memberships instead of old ones when accessing their Member portal.
All upcoming bookings transfer to the new Team members.

☝🏽 Members can still access the Member Portal using their existing email and password.

Integrations and Door Access May Break

Any integrations and automations which respond to member cancellations or member confirmations (like Zapier, for example) will also be triggered.
Depending on other integrations and automations you have, duplicate accounts may be created for systems outside Cobot (door access, CRMs, e-mail newsletters, etc.).

Membership Data Does Not Transfer to Newly Created Members

Activity data from the old membership will not be transferred to the new Team membership.
Clicking on ‘Convert to team’ will cancel the existing membership and create a new one as a Team member. You can find your members’ previous member profiles under Manage » Members » Canceled.

Bookings & Booking Credits are Partially Accounted For

When ‘paid for’ members are converted to a team, all their future bookings are moved to the new team members, and the team will be charged for them.
For bookings that took place before the conversion, the old 'paying' member will be invoiced for these past bookings immediately, and their booking credits (if any) will be used towards paying this. Thus, the team will be charged fully for these bookings.
For bookings that take place after the conversion, booking credits from the team plan are applied.

Time Passes will Not Transfer

If your 'paying' or 'paid for' members had Time Passes on their previous plans, those will not be moved over since the Teams feature does currently not support Time Passes.
Since Time Passes currently do not carry over, the ability to check in is not yet supported either.

Converting Members to Teams

Ok now that you have read all that, you can visit any 'paying'/'paid for' by members’ profile.

☝🏽 Setting up Teams of members who are not using the 'Pay For Other Members' feature? Click here to learn how.

Under Invoicing, you will find a blue Convert to Team button.

☝🏽 Once you click the button, the ‘paying’ member in the group will be the one whose details are added to the billing details and made the Team Manager of your new Team. You can change the Team Manager at any time later if you prefer.

Important Notes

Please make sure to enter the billing email address manually before selecting a plan and clicking Continue.

If the field is left blank, no invoices will be sent to the team.

Choosing a Current Plan or a New Plan

After clicking Convert to Team, you'll be taken to a page where you can choose between using their current plan, selecting a previously created Team Plan, or creating a new plan from scratch for the incoming Team.

Screenshot of a Team Plan selection screen with a current plan selected.

Selecting the current plan

When selecting the current plan, the price will be the sum of all non-free Membership Plans plus the Monthly Extras of all members of the legacy team.

All previous, non-free plans convert to unique Monthly Extras in the new plan. These Monthly Extras will:

be named after the member and their previous Plan name
inherit the price of that member's previous plan

Creating a new plan

If you opt to create a new Plan, you can read about how to do that here.

Regardless of which one you choose, the team plan can be customized during the migration process.

Adding the Number of Team Members

When choosing the member’s current plan, the number of seats will auto populate with the existing number of members connected using the "Paid for By" feature.

When choosing a new plan, you will need to add the seats manually.

Adding the Billing Contact Details

Further down the screen, the ‘paying’ Member’s details (name, address, customer no., Tax ID) will be auto populated in this form and automatically converted to the Team Manager.

☝️If you prefer, you can edit the Team's billing contact and have a separate billing contact from the Team Manager. For example, the Team may have someone from their company who works offsite, but is responsible for monitoring expenses. Adding this billing contact will not count towards your member subscription.