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Contacts

Easily keep track of visitors to your space like Drop-in Pass users, external bookers, and other guests in one place.

Morgan avatar
Written by Morgan
Updated over a week ago

The Contacts feature in Cobot allows you to effortlessly manage visitors and non-members who access your space. This feature automatically stores contact details of people who purchase a Drop-in Passes or book a publicly listed Resource. You can also add Contacts manually, download a list of members, or convert contacts to Members.

Whether they are dropping in for a tour/trial day, booking a resource for the day, or attending an event, you can now keep track of all of them in one place.


How Contacts Are added

A Contact can be any non-member using your space. These can include visitors, guests of members or people who buy Drop-in Passes or book a public Resource.

Contacts can be added in one of two ways, automatically or manually.

Contacts added automatically

Whenever someone makes an External Booking or purchases a Drop-in Pass, the details you collect about them - like their Name, Email or Address - can be stored in Cobot as a Contact.

Contacts added manually

If you’d like to manually add a contact, you can simply click the Add Contact button in the upper right:

The screenshot shows a contact management table listing companies (in this case, all labeled "Cobot") along with their associated number of bookings and drop-in passes. Each row includes options to "View Membership," "Convert to Member," edit the entry, or delete it. At the top right, there are buttons to download the list as a CSV file or to add a new contact.

On the next page, you’ll be able to fill out their name, company, email, address, and phone number:

This screenshot shows the “Add Contact” form in a coworking space management system. It includes fields for uploading a profile picture, entering name, company, address, and contact details. At the bottom right is a blue “Save” button, and a “back” link appears in the lower left corner.

IMPORTANT NOTES

💡 Contacts will not be duplicated with subsequent purchases. If a contact makes a new booking or pass purchase with the same email address, the contact will be updated accordingly.


Where to View and Manage Contacts

You can find a list of all your contacts under Manage » Contacts. You’ll see a full list, along with sortable column headers indicating their bookings and Drop-in Passes purchased as well as their company (if any).

Clicking individual contacts will open a details page of that contact listing their details as well as any bookings or drop-in passes they have purchased.


Converting Contacts to Members

If you would like to convert a contact to a member, there is a button - Convert to Member - clickable from two places:

  1. On the Contacts list found under Manage » Contacts, next to the name of the contact.

  2. On an individual contact’s details page in the upper right.

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