Utilize Cobot's premium Drop-in pass feature to sell access to your space to people who want only occasional access, such as tourists, short-term guests, or those who wish for a coworking experience without committing to a recurring membership. Visitors can purchase drop-in passes through a user-friendly checkout process with a one-time payment.
Setting up Drop-in Passes
Head over to Products » Drop-in Passes » Add Pass and edit the following fields:
Pass Details: Provide a pass name, price, description, image, and access times. This is what your visitor will see when they make a purchase. Name it so it matches the access rights. For example, if visitors can only book it from 9 am to 12 pm, call it "Morning Pass" or "Half Day Pass".
Customization: Add a nice photo or select a fallback color. The color will appear on the card visitors see on your homepage.
Visibility: You can add as many passes as you like for both internal and external use. Public passes are populated on your Homepage, Hidden Passes are not.
Onboarding Instructions: Seen on the confirmation screen after the visitor completes their purchase.
Automated Emails
As important as setting up your passes is editing the email your visitors will receive once they purchase them. This automated email includes a PDF of their invoice, a general message and an overview of their booking details.
Edit the template under Customize » Emails » Drop-on Pass Purchased; add information, such as how to find your space, parking details and other good-to-know details.
Homepage
Now that your Drop-in passes are set up, how can people book them? They can find them on your customizable Cobot Homepage. Your Homepage is also where visitors can find your Memberships and External Bookings.
To embed the unique URL of the individual pass, go to Products » Drop-in Passes and copy and paste the URL into your website.
To embed your entire Homepage, go to Product » Drop-in Passes » Homepage » Memberships & Passes and copy and paste the main URL into your website.
Drop-in Pass Dashboard
See all the details of your sales on your Drop-in pass dashboard under Calendar » Drop-ins; here you will find a comprehensive overview of all upcoming and past drop-ins.
Click on the visitors name to be taken to their contact card where you can quickly convert them to a member after they see how amazing your space is. Once you assign them to a plan, their Drop-in pass details will be pre-populated in their new Member Profile. Check out 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!
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.
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.
Refunds
Refunding directly from Cobot is not currently possible; you must do this from your STRIPE or PayPal dashboards.
After issuing your refund, create a free-form invoice in Cobot with the negative amount to offset the original invoice. This way, your analytics will be correct.
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.
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.
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.
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