If you are thinking about moving to Cobot from another coworking software (or set of separate apps), this is the guide for you.
This guide will walk you through signing up with us in order to ensure a smooth transition.
Steps to Move to Cobot
First, you'll need to signup for a trial account. It's free and you'll be able to follow along with the steps below:
Fill in your Space Settings under Setup » Basic
Configure your Invoice Settings under Setup » Invoice Settings.
Copy and paste your Privacy Policy under Setup » Privacy Policy.
Setup and configure your Resources.
Create your Plans under Setup » Plans. Here is a handy worksheet that can help you set them up.
Connect to your automated payment gateway under Setup » Automated Payments. If you are using the same payment provider in your current software that you want to use in Cobot (Stripe for example), then we can transfer your member's payment data seamlessly.* If not, admins or members will need to re-enter their payment data.
Disable any payment processing in your current software to avoid double billing anyone in your space.
Add your members. We can also import them for you if you have more than 15. If we import them, Cobot invoices will be sent on the members' billing date, starting from the first of the upcoming month after the import.
Add your staff as administrators.
Start your Cobot Subscription under Setup » Billing Details.
*Please contact support@cobot.me to see if we support your current payment gateway.
Transferring Your Members Effectively
Notify your members of the software change before their next billing date. The more time you can give them to get used to the idea that their software will be changing, the better! Start posting visible signage in your space, as well as sending emails so that they are aware of the upcoming software change.
Turn on the 'All members must enter payment method' feature under Customize » Features » Payments. This way, if we are not able to transfer your payment data, your members will not be able to access their Cobot member portal until they have added their payment method. This will save you from having to individually track them down later.
Once the member import is complete and payment methods are set up, send a bulk Connect request to your member list so that they can log in. You can do this from the member list under Manage » Members. Check out this video to see how the member portal looks to your members.
Connecting Your Members to Cobot
Here is what your members will see when you send them the Connect request:
Please instruct them to click on 'Create a new account' unless they are certain that they have created a Cobot account before. If they are connected to another space, they can click on 'I have a password' and use their already existing account information.
If you have any questions, please get in touch with us at support@cobot.me. We are happy to help!