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.

This guide will cover:

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

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.

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.

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.

Drop-in passes can be sold in two ways: automatically or manually. Manage your invoices via the Drop-in Pass dashboard or your primary invoice section under Manage » Invoices. All income is reflected in your Analytics.

Set up Automated payments under Setup » Payment Methods to collect payments from visitors immediately. You can add STRIPE (Credit Card only), PayPal or both (these are the only automated options at the moment). Click here to read more on automated payment methods.

Once your STRIPE or PayPal is connected to Cobot, ensure it is enabled for non-member payments in the payment method settings. This will activate it for External Bookings and Drop-in Passes.

Manual payment methods allow members to reserve the Drop-in Pass without paying immediately. Set them up in the same way as automated payments under Setup » Payment Methods.

You can add as many as you like. Add details in the Instructions box for your visitor to follow. Such as how to pay once they arrive in your space. Ensure it is enabled for non-member payments in the payment method settings.

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.

Once you activate External Bookings, you’ll gain advanced access to key metrics and payment data within your Analytics dashboard. Check these out under Analyze » Revenue and Analyze » Bookings.

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.

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.

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.