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Member Portal

The Cobot Member Portal allows members to manage their plan, bookings, and payments while staying connected with you and other members.

Amanda avatar
Written by Amanda
Updated over a week ago

The member portal is where your members can access their invoices, update contact details, interact with other members, make bookings, and more.

Screenshot of a coworking platform dashboard showing a welcome message, user profile, event updates, and options to manage bookings and time passes.

If you would like to provide a guide to your members so they can familiarize themselves with the Member Portal and how to use it, check out this guide.


Giving Members Access

There are two ways for your members to access their member portal:

  1. They register themselves using your Homepage.

    1. If you have 'New members have to be approved' active in the plan settings, members will only have access once you confirm them.

    2. If you do not have 'New members have to be approved' active in the plan settings, members will have access immediately.

  2. You add them as a member and manually connect them by sending a connect request.


Giving Admins Access to Their Member View

The best and easiest way to see how the member view will look to your members is to add yourself as a member. Check out this guide for details on how to do this.

Once connected, you will be able to toggle back and forth between both the admin and member views in the top right of your screen.

Screenshot showing two external link options labeled “Homepage” and “Member Portal.”

Now, anytime you make changes, such as editing brand colors or adding a welcome message, you can see how they will look to your members.


Member Portal Overview

Dashboard

The Dashboard is what your members first see when they login to their account.

Screenshot of the Member Portal dashboard showing announcements, time passes, upcoming events, and user profile info on the right.

They will see:

  • A snapshot of their community bio.

  • Their plan name, invoice preview, and any unpaid invoices.

  • Welcome message and any messages sent from admins.

  • Upcoming bookings.

  • Upcoming Events and internal communications sent by you and other admins.

On the left of the screen is their navigation menu, where several core feature tabs are available. These include:

  • Bookings

  • Community

  • Events

  • Help Desk

  • Membership

  • Space Information

Bookings Tab

Here your members will see:

  1. An overview of their past and upcoming bookings.

  2. A portal to create a booking; all prices are reflective of the members plan settings.

Screenshot of the Make Booking page showing available spaces—including Event Space, Garden Lounge, Hot Desk, and HQ Meeting Room—along with capacity, pricing, and booking availability.

3. Daily, weekly or monthly calendar view with optional category toggles.

Screenshot of the Calendar view displaying daily bookings across multiple resource categories such as Desks, Indoor, Outdoor, Rooms, and Tools for June 2021.

You can hide certain resources per member so they are unable to create bookings. To do this, check out this guide.

Community Tab

The Community section allows your members to add information about themselves and see who else is in your space. Check out this guide to learn how you and your members can interact with this section.

Screenshot of the Community page displaying member profiles with names, roles, brief bios, hashtags, and linked social media icons, along with a search bar and navigation menu on the left.

Events Tab

In addition to your Calendar, Cobot also gives you a separate Events page so you can manage your Space's events from start to finish. Members are able to see and attend any published events from this tab.

Members will be able to attend events only. They are not able to create events. They can filter by Event type, upcoming or past events and see a calendar overview.

Any events with a ticket price will be automatically added to their next invoice. For more details on Events and how they work, check out this guide.

Screenshot of the Past Events tab displaying previous community events, including an online karaoke party and a Zoom quiz, with filters like “Free,” “Food,” and “Yoga” visible at the top.

Help Desk Tab

The help desk is your communication center to your coworkers/members. It allows you to do two things: publish How-To's and respond to support issues.

From this section, members can read your How-To's and submit issues. To read more on setting up the Help Desk, refer to this guide.

Screenshot of the Help Desk section showing guides for common coworking space questions (e.g., Wi-Fi issues, parking, coffee machine problems) and a button to report issues.

Membership Tab

This section gives your members an overview of their billing details & payment method, membership plan and invoices (both past invoices and their next invoice preview).

Screenshot of the Membership tab showing invoices, time passes, plan details (Flex Desk at \$215.25/month), and a summary of answered member info questions.

Space Information Tab

If you have your space information, such as opening hours, social media links and contact information populated in your Space Settings, then your members will see an overview of your information in this section.

This screenshot displays the Space Information section for “Your Space.” The space is located at 123 Gelbe Brick Lane, 10234 Berlin, Germany. The contact phone number is 777-555-9999. Visitors can find additional information or connect via links to the space’s website, Facebook, Twitter (X), Instagram, LinkedIn, and Google. The regular opening hours are Monday through Friday from 09:00 to 18:00, and on Saturdays from 12:00 to 17:00. The space is closed on Sundays.


Hiding Core Features/Tabs

You can hide some of the navigation tabs and overview details visible to your members. It is not possible to hide the Dashboard.

Under Customize » Features, you can:

  • Hide the Calendar

  • Hide the Help Desk

    • Make Help Desk issues private by default

  • Make it so members can't cancel their membership

  • Make it so members can't change their membership

Upon request, we can hide:

  • The Events Tab

  • The Community Tab

  • Make it so members can't change their billing address

  • Make it so members can't post How-To's in your Help Desk

  • Hide the issues section on the Help Desk

Within their member profile, you can hide:

  • Certain resources so they are unable to create bookings. To do this, check out this guide.


Additional Features/Tabs

Cobot allows you to add as many custom tabs as you want! Just reach out to Cobot support and we will add it for you.

For example:

While Cobot doesn't have a 'chat' function built in, you can easily request that we add a link in your member portal to another location. 'SLACK CHAT' and 'STORE' are examples:

This is the welcome message on the Your Space dashboard, reminding members to book before arriving and to reach out with any questions. It ends with a cheerful “Happy Coworking!” and is followed by recent updates like profile changes and admin messages.


What's next? Check out other feature switches that allow you to customize your member's registration journey and more!

Want expert help learning how to set up and maintain

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