Allocatable resources are an ideal solution for easily assigning long-term offices to a specific member or a team.
You can add a price to an allocatable resource to automatically have it added to your member’s or team’s recurring invoice. Or prefer to handle billing separately? No problem! Simply leave the pricing field blank and keep your current process unchanged.
Let's walk through the setup together, depending on how you have been managing your offices up until now!
Use Case 1: You Already Charge Offices Through Membership Plans
You’ve already been managing your offices through membership plans in Cobot? Great! You can now add them as allocatable resources to track occupancy in your calendar and get a clear overview of when each office will be available again.
Just follow these steps:
Add your offices as resources and set them to Allocatable
Create allocations to track who occupies which office
Leave the pricing field for the resource empty
Your billing stays exactly as it is – allocations just give you better visibility and analytics of your occupancy.
💡 Best for: spaces that have a working office pricing setup and mainly need clearer tracking.
Use Case 2: You Currently Charge Offices Manually or Outside Cobot
Have you been managing your offices outside Cobot but want to bring everything into one place for better visibility and easier occupancy tracking? Great!
Just follow these steps:
Add your offices as resources and set them to Allocatable
Create allocations and add a price to each one
The price will automatically be added to the team or member's invoice
💡 Best for: spaces that want to bring office billing into Cobot.
Use Case 3: You Currently Use Membership Plans, Monthly Extras, Team Names or Spreadsheets to Track Your Offices
Have you been relying on workarounds to manage your offices in Cobot, but never managed to get an easy overview when an office will be free again? You can now use Allocations to track availability and easily see who occupies each office.
Just follow these steps:
Add your offices as resources and set them to Allocatable
Create allocations for the actual office occupancy
Decide for each office whether to add a price or keep billing the way you do today
💡 Best for: spaces that want to move over gradually.
Next Steps
Now that you have successfully moved your offices over to Cobot, learn how to best track your revenue via Accounting Codes.
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