Allocations
Allocations let you assign specific resources to members or teams, making them ideal for long-term office rentals or dedicated monthly desks.
By setting up allocations, you can easily see who is using which space, for how long and when the space will become available again.
💡 To sum it up: Allocations are the link between a member/team and a concrete resource.
Step 1: Setting up Allocatable Resources
In order to create an allocation, you first need to set up allocatable resources.
Go to Products » Resources » Add Resource
Select the Type : Room, Desk, Other
Choose Allocatable
Before we continue, let's briefly unpack the difference between allocatable and bookable resources.
Allocatable vs. Bookable Resources
Bookable Resources
When setting a resource to 'Bookable', it will be treated as a regular resource, which can be booked by your members (via their Member Portal and the Cobot Members App) or on your homepage by external visitors.
💡 Choose 'Bookable' for resources that are typically booked by your members themselves, such as meeting rooms, phone booths, flex desks or other short-term bookable resources.
Allocatable Resources
When a resource is set to 'Allocatable', it will not appear as a bookable option for members or teams. Hence, it cannot be booked through the Member Portal or the Cobot Members app.
💡 Choose 'Allocatable' for resources that are assigned to specific members or teams by an admin. This is ideal for long-term usage, such as renting out offices or assigning dedicated monthly desks.
And no worries – nothing is set in stone. You can always change a resource from 'Allocatable' back to 'Bookable' at any time later on. Review our guide on Setting up Resources for more details.
Step 2: Creating an Allocation
Once you have created your first allocatable resource, you can go ahead and assign it to members or teams. And there are different ways to do this!
Option 1: Creating an Allocation From Allocation Overview
One way to allocate a resource to a member or a team is from the Allocation Overview. Just go to Calendar » Allocations » New Allocation
In the next step, you will be able to:
Choose the resource and the member it should be allocated to
Set the start date and the end date for the allocation
Per default, the settings you have added for each allocatable resource (e.g. price, commitment, etc.) are carried over. However, this default data can be overwritten when creating an allocation.
💡 Pro Tip: Decide flexibly whether or not to charge your member for the allocation on top of their regular membership plan.
Once you click on Allocate Resource, the allocation will be created. You will be able to see it in the Allocations Dashboard.
💡 Good to know: Resources allocated to a member are also listed in a member's profile under Allocated Resources.
If you add an end date for the allocation (e.g. Dece 31st, 2026), the allocated resource will automatically show as Canceled to Dec 31 2026.
Option 2: Creating an Allocation From Member Profile
Another way to allocate a resource to a member is to do it directly from the member profile.
Go to Manage » Members » Choose the member name
Scroll down to 'Allocated Resources'
Click '+'
And that's it! The allocation for the member is created. It will be showing in the member's profile under Allocated Resources as well as be added to your Allocations Overview.
If you add an end date for the allocation (e.g. Dece 31st, 2026), the allocated resource will automatically show as Canceled to Dec 31 2026.
Option 3: Creating an Allocation From Team Page
If you manage teams, you can directly allocate a resource on the team's page.
Go to Manage » Teams » Choose the team name
Go to 'Allocated Resources'
Click '+'
In the next step, you will be able to:
Choose the resource and the team it should be allocated to
Set the start date and the end date for the allocation
Per default, the settings you have added for each allocatable resource (e.g. price, commitment, etc.) are carried over. However, this default data can be customized/overwritten. when creating an allocation.
💡 Pro Tipp: Decide flexibly whether or not to charge your team for the allocation on top of their regular team plan.
Once the resource is allocated to the team, you will see it on the team page under Allocated Resources as well as on the team summary at the top.
If you add an end date for the allocation (e.g. June 1st, 2026), the allocated resource will automatically show as Canceled to 01 Jun 2026.
💡 Pro Tipp: A member or team can be allocated multiple resources at the same time! This is e.g. useful if a team occupies multiple rooms at once.
Managing All Allocations at a Glance
Viewing All Current and Upcoming Allocations Under Calendar » Allocations
All allocations are listed under Calendar » Allocations. You can easily see the following details at a glance:
Status for each allocation (Allocated, Free or Upcoming)
To whom it is allocated
Start and End Date
Price
Capacity and Size
Cancellation Period and Minimum Commitment
Tags
You can also edit existing allocations or add an additional allocation to a member from there.
💡 Pro Tip: Get a quick overview of all current and upcoming allocations in one place – so you always know which office to prep for a move-in or when to schedule a clean-up for a move-out.
Spotting Available Slots Under Calendar » Timeline
Allocations also appear alongside regular resource bookings in your Timeline under Calendar » Timeline. This gives you a clear overview of availability – ideal for quickly spotting open slots, or answering questions like "Are there any offices available in May?".
Filtering for Usage (allocatable vs. bookable), Capacity or Tags makes it easy to quickly find suitable options for your clients, for example when speaking to them on the phone or at the reception desk.
Invoicing Allocated Resources
Like membership fees, allocations are automatically added to your members' or teams' recurring invoices.
For the cleanest invoicing, set the allocation's start date to match the membership's next renewal date – this way, both items are billed in the same cycle.
💡 When the membership renewal date and the allocation start date are the same – e.g. both May 1st – the billing cycles align perfectly, and everything is invoiced together in a single, clean cycle.
If the allocation start does not match the membership's next renewal date, it will be added to the monthly invoice with a different billing cycle.
Example: A membership renews on May 1st, but the allocation starts on April 21st – meaning the billing cycles don't align. Here's how this would appear on the invoice:
Membership fee: May 1st – May 31st
Allocation: April 21st – May 20th
Deleting an Allocation
Plans changed and a team or member is moving out earlier expected? No problem! Simply delete the allocation to free up the resource for someone else.
Option 1: Deleting Allocation From The Allocation Overview
Go to Calendar » Allocations » Edit
Scroll down and Delete this allocation » Delete
Option 2: Deleting Allocation From Member Profile
Go to Manage » Members » Choose Member Name
Scroll to Allocated Resources » Edit
Scroll down Delete
Option 3: Deleting Allocation From Team Page
Go to Manage » Teams » Choose Team Name
Scroll to Allocated Resources » Edit
Scroll down Delete
The allocatable resource will directly free up and show as Free on your Allocations Overview.
💡 Pro Tip: If plans change – whether it's a different office or a new start date the member or team asks for –you can simply edit the allocation rather than deleting and recreating it.
Allocations Analytics Overview
You can track key metrics like overall occupancy, total revenue, and revenue or occupancy per resource under Analyze » Allocations.
This allows you to get a clear picture of how your allocations are performing – and to quickly spot which resources are thriving and which are underutilized.
Use these insights to make smarter decisions, whether that's adjusting pricing, refreshing a space's setup, or fine-tuning your marketing.
The result: a clearer understanding of what's working and where there's room to improve.
💡 Pro Tip: Use Accounting Codes for more in-depth tracking.
Next Steps
Now that you're familiar with long-term allocations, let's explore how you can increase revenue by allowing non-members to book meeting rooms and other resources directly on your homepage.
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