Use Cobot’s premium Drop-in Pass feature to sell one-time access to your space for tourists, short-term guests, or anyone seeking occasional coworking without a membership. Visitors purchase passes easily through a simple one-time checkout.

Setting up Drop-in Passes

Head over to Products » Drop-in Passes » Add Pass and edit the following fields:

Basic Settings: Add a name, price, description, image, and access times. Visitors will see this information when purchasing. Choose a name that reflects the access rights—for example, if the pass is valid from 9 am to 12 pm, call it “Morning Pass” or “Half Day Pass.”
Limit: Add the maximum number of your pass that can be sold in a day. Once the limit is reached, the pass is no longer available for that day.
Customize: Customize your pass by adding a photo or selecting a fallback color. The color appears on the card visitors see on your homepage. Add onboarding instructions to guide visitors after they complete their purchase.

Automated Emails

Just as important as setting up your passes is customizing the email visitors receive after purchase. This automated email includes a PDF invoice, a general message, and an overview of booking details.

Edit the template under Customize » Emails » Drop-in Pass Purchased. Add useful information such as directions to your space, parking details, or other helpful tips.

Homepage

Once your Drop-in Passes are set up, visitors can book them directly from your customizable Cobot Homepage, where they also find Memberships and External Bookings.

To embed a pass on your own website, go to Products » Drop-in Passes, copy the unique URL of the pass, and paste it into your site.

This screenshot shows a specific Drop-in Pass. In the bottom left is the option to highlight the link (highlighted in red).

To embed your entire Homepage, go to Product » Drop-in Passes » Homepage » Memberships & Passes and copy and paste the main URL into your website.

This screenshot shows the homepage of a space in the section "Memberships & Passes". The URL of this, in the top left, is highlighted in red.

Drop-in Pass Dashboard

View all sales details on your Drop-in Pass dashboard under Calendar » Drop-ins. This page gives you a complete overview of upcoming and past drop-ins.

This screenshot shows past bookings of Drop-in Passes of a space.

Click a visitor’s name to open their contact card and quickly convert them into a member after they experience your space.

When you assign them to a plan, their Drop-in Pass details automatically transfer into their new Member Profile. Learn how to connect your new member here.

Payments & Invoicing

Use automatic or manual payment methods to sell your Drop-in passes.

Manage your invoices through the Drop-in Pass dashboard under Calendar » Drop-ins or the primary invoice section under Manage » Invoices.

Automated Payments

There are currently two gateways you can connect to Cobot to collect automated payments; STRIPE or PayPal.

First, set up a merchant account with one (or both!) and then connect it to Cobot under Setup » Payment Methods » Add Payment Method.

After connecting your account, enable it for Drop-in passes in the payment method settings, and you're all set!

This screenshot shows the payment method "Stripe", with the option, highlighted in red, to enable for drop-in passes.

Click here to read more on how automated payments work and how they integrate with the rest of Cobot.

Manual Payments

Manual payment methods allow visitors to reserve a Drop-in Pass without paying immediately. Bookings made when a manual payment method is chosen will need to be reconciled manually by a member of your team.

You can add as many manual payment methods as you want, like cash or bank transfer, under Setup » Payment Methods » Add Payment Method » Add Manual Payment Method.

In the Instructions box, include details for your visitors to follow, such as how to pay once they arrive in your space.

This screenshot shows the manual payment method page for a space.

Click here to read more on manual payment methods and how to set them up.

Your visitor can now choose any visible automated and manual payment methods during their check-out process. Here is an example of how this will look when you have multiple manual and automated payment methods.

This screen shows the payment step for a day pass booking on May twenty-sixth, two thousand twenty-five. The total is fourteen dollars and twenty-nine cents before tax. Payment options include bank transfer, cash, credit card or automatic clearing house, and electronic check. The book and pay now button is currently inactive. The order summary is on the right.

Refunds

Learn how to refund your visitors here.

Analytics

Your Analytics will reflect all income generated by Drop-in pass sales. You’ll gain advanced access to key metrics and payment data within your Analytics dashboard.

Check these out under Analyze » Revenue and Analyze » Bookings.

Visitor Booking Flow

Your Drop-in passes are populated on your Homepage under Memberships & Passes. Visitors can choose a pass via the multi-screen checkout.

There are two drop-in pass options. One is a free trial day where you can try the space for free. The other is a paid day pass for fourteen dollars and twenty-nine cents. Both options let you choose a date and join the workspace.

Here is the booking flow your visitors can expect:

Screen 1: An Overview page with the pass details and availability. Here, they select the date and time they want to book, as well as the quantity.

Visitors can choose multiple passes on this page, allowing them to buy for their whole team. All passes are valid for the same day. It is not possible for guests to purchase multiple passes and use them on different dates (yet!)

IMPORTANT NOTES

It is not currently possible to apply discounts to passes. There is one price for all purchasers.
- If you want to sell passes to your members at a different rate, then try adding passes to External Bookings instead. Reach out to Cobot support to learn how.

Screen 2: A Contact form where the visitor enters their name, email address, billing address, and are required to accept your space Terms & Conditions and Privacy Policy (if populated).

Screen 3: A payment form where they can choose from the payment methods you set up and made visible to visitors under Setup » Payment Methods. Only after clicking on 'Book and Pay Now' will the booking be completed.

This image is of the payment screen. You can pay for a day pass by bank transfer, cash, or credit card. The pass costs twenty-five euros. Select your payment method and click the button to confirm and pay.

Screen 4: A Confirmation page showing an overview of their booking.

The visitor and their contact details are automatically added to your Contacts. You can access their contact details and see any Drop-in Passes they've purchased, along with the invoices Cobot creates for each one. If they make future purchases or bookings, this will also be tracked here.

PRO-TIP: Head over to your homepage and walk through the purchase process as a test visitor. Log out of your Cobot account and use an email address not associated with your admin account to get a true demo of the process.

Processing Fees

This premium feature is seamlessly included in your core subscription at no extra cost; we only apply a 5% processing fee for each Drop-in Passes sold.

Passes with no charge to visitors do not have processing fees applied.

You can find a breakdown of all processing fee payouts under Cobot Invoices » Processing Fees.

This image is of the “Processing Fees” tab within the “Invoices for your space” section in a workspace management dashboard. It shows a list of recent transactions, including the contact, type, product, net price, and fee due. The user has navigated to this tab from the left-hand menu, where “Cobot Invoices” is highlighted under “Billing & Subscription.” The total fees for the selected month are displayed at the bottom.

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