If you’ve been managing long-term office rentals via spreadsheets or a mix of Membership Plans and Monthly Extras, we now offer an easier way: Allocations.
Allocations allow you to switch any hourly Resource in to a long-term rental - with start and end dates - and assign it to individual members or a team.
This then gives you a clear overview of each rentable office's occupancy details in your booking calendar, timeline and member profile.
This guide walks you through different use cases to migrate your long-term office management to Cobot, based on real case studies we conducted with space operators.
For more details on this feature, check out our dedicated office guide.
Use Case 1: You Already Charge Offices Through Membership Plans
If you’ve already been using membership plans on Cobot to track office rentals, you can add these offices as an allocatable resources and assign them to a current member or team.
Here's how:
Add your offices as resource and switch them to Allocatable
Leave the pricing field for the resource empty
Create an Allocation to track who occupies which office.
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 just need clearer tracking.
Use Case 2: You Currently Charge Offices Manually or Outside Cobot
If you are charging or managing offices outside of Cobot - perhaps in an 'extra' system you want to stop using - you can easily bring this into Cobot. All the information you need will be in context, right where you manage your members.
Here's how:
Add your offices as resource and switch them to Allocatable
Create an Allocation 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
If you have been using a complicated mix of spreadsheets containing offices, prices, start and end dates, you can bring this same time-sensitive information into Cobot.
Here's how:
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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