Learn Cobot
Better understand Cobot and how to make it work best for you. Find all set up and getting started information here.
By Amanda and 3 others4 authors116 articles
- Registering and Getting StartedBest practices when registering your Cobot account and where to get started.
- Space SettingsInclude essential settings in Cobot such as tax rates and Terms and Conditions to ensure compliance and clear policies for your business.
- Setting Up Products & ServicesSet up Products & Services in Cobot as one-time fees and booking extras, such as catering, coffee, equipment rental or snacks.
- Privacy Policy and Data Processing AgreementAdding a Privacy Policy and accepting Cobot's Data Processing Agreement will help keep you and your members safe.
- Invoice SettingsCustomize invoices sent through Cobot to align with your space’s branding and billing preferences.
- The DashboardYour dashboard gives you an overview of Cobot at a glance.
- Adding and Removing AdministratorsQuickly add or remove admins to help manage your space.
- Administrator Permissions and Email NotificationsAllow admins in your space to only see and utilize certain sections in Cobot.
- Deleting Test DataIf you'd like to delete data you created in your space, you'll need to reach out to us.
- Moving to Cobot From Another SoftwareAll the steps to easily switch from your current coworking software (or separate apps) to Cobot.
- Importing Your Existing Members Into CobotEasily import your existing members from another tool into Cobot.
- Member and Admin Login PageEmbed your Cobot login page on your website so members can quickly and easily access their member portal.
- Setting up Membership PlansPlans describe the resources, amenities and extras your members receive - and for what fee - on a monthly basis.
- Time PassesGive or sell members access to your coworking space on an hourly, daily or weekly basis.
- Homepage & Plan Specific Signup FormsMake signup simple via your Homepage and plan specific signup forms.
- Time Pass VouchersGive your members on Time Pass plans free access to your space using Vouchers.
- Hourly Time PassesUse Cobot's Time Pass feature to give and sell hourly access to your space.
- Weekly Time PassesSet up weekly plans using Cobot's Time Passes feature.
- Monthly ExtrasAdd extra, monthly recurring services to your Membership Plans like lockers or keys.
- Booking CreditsGive members free resource hours or monetary credits as part of their membership plan, with discounted rates once credits run out.
- Deposits and Signup ChargesAdd a deposit or signup fee to your member plans.
- Offering Discounts and Promotional RatesYou can give discounts by customizing your members' plan in a few different ways.
- Limiting Number of Members per PlanWhile we can't limit the number of members per plan, you can set an approval queue for new membership signups.
- Bulk Plan ChangesLearn how to change multiple member plans at once.
- LEGACY Prepaid Booking PassesPrepaid booking passes allow members to pre-purchase time in your Cobot resources.
- Drop-in PassesSell day passes, half day passes, trial days or other passes to one-time visitors and everyone else seeking maximum flexibility without committing to a recurring membership.
- Discount CodesSet up discount codes for membership plans and external bookings, and use them for promotions, referral programs, or rewarding loyal members.
- Manage Offices and Fixed Desks Allocations in CobotRent out offices, fixed desks and other resources to members and teams – and get an overview of occupancy, availability and other key metrics directly in Cobot.
- Migrate Your Offices to CobotMove how you currently manage offices into Cobot via allocatable resources.
- Setting up ResourcesManage Resources inside your space so members and externals can reserve them on an hourly basis in your Booking Calendar.
- Cobot's Booking CalendarLearn how you and your members can create bookings on your calendar in Cobot.
- Old vs. New Price CapsLearn the differences between the old Advanced Pricing feature in Cobot and the new one.
- Get Reminder Notifications for Cobot Bookings in Your Personal CalendarUse Cobot's .ics feed to get notified of upcoming bookings in the calendaring app of your choice.
- Editing BookingsMembers can edit their bookings up until it starts. Admins can edit bookings whenever they like.
- Advanced Resource Pricing: Fixed Rates, Discounts and Price CapsCustomize how members use your Cobot Resources by applying Fixed Rates, Discounts or Price Caps.
- Member Booking NotificationsIf you or your members want notifications about bookings, we provide iCal feeds for the calendar app of your choice.
- Syncing Your Cobot Calendar With Google CalendarKeep your Cobot resource bookings in sync with Google Calendar and make your availability visible beyond your Cobot space.
- Syncing Your Cobot Calendar With LiquidspaceIf you use Liquidspace, you can sync Liquidspace bookings with your space's bookings using Google Calendar.
- Syncing Your Cobot Calendar With OutlookIf you use Outlook, you can sync Outlook events with your space's bookings using Google Calendar.
- Open Hours and Calendar BlockersLearn how to set open hours for your space and how to block your booking calendar on holidays and space closures.
- Adding Booking Extras to Member BookingsOffer optional extra's members can select when making bookings.
- Inviting Additional Participants to a Booking on Cobot's CalendarLearn how members and admins can invite additional participants to a booking directly from Cobot's booking calendar.
- Member InvoicingCobot effortlessly generates and dispatches member invoices, streamlining what can otherwise be a time-consuming task.
- Multiple Tax Rates, Custom Tax Rates, and Multiple CurrenciesConfigure multiple tax rates, currencies, and custom tax rates in Cobot to better comply with local tax regulations.
- Accounting CodesTrack your revenue with accounting codes.
- Non-Member/Visitor InvoicingEffortlessly generate and dispatch invoices via Cobot to those not registered for a membership in your space using Free-Form Invoices.
- Prorated InvoicesSet a default invoice day so you can manage pro-rated invoicing.
- Sending Invoices to Multiple EmailsSend invoices to multiple email recipients in Cobot, ensuring relevant contacts receive billing information automatically.
- Invoicing Charges Before the Next Billing DateLearn how to generate invoices immediately or ahead of schedule for members with upcoming billing dates.
- Changing Invoicing/Renewal DatesIf you want to change the renewal or invoicing dates for your members, here's how.
- One-Time Charges and CreditsLearn how to add a one-time charge or credit to your members' accounts.
- Sending Invoices in Advance and Reminder EmailsThis guide will show you how to send your member invoice previews or a reminder email prior to being charged.
- Adding Retention Rates to InvoicesYou can set a retention rate under Setup » Invoice Settings.
- Creating Annual (Yearly) Membership FeesLearn how to create annual (yearly) Plans for your members in Cobot.
- Companies With Long-Term Leases and EmployeesCreate Plans longer than 1 month in duration, like annual plans or bi-annual plans.
- Payment RemindersSend payment reminders to inform your members about outstanding payments.
- Generating and Sending German E-InvoicesStay compliant with German e-invoicing requirements – generate and send E-invoices directly in Cobot.
- Correcting InvoicesUse correction invoices in Cobot to maintain accurate accounting and comply with local regulations.
- Connecting Cobot to QuickBooksEasily sync your Cobot invoices with QuickBooks Online to streamline your accounting and save time.
- VERIFACTU Compliance for Spanish SpacesDiscover how to activate VERI*FACTU for your space and set up automatic invoice submission to the Spanish Tax Agency (AEAT) with Cobot.
- QR Codes on InvoicesLearn how QR codes are added to Cobot invoices and what your space needs to enable them. (SWISS SPACES ONLY)
- KSeF: Setting up Polish E-Invoicing in CobotDiscover how to turn on KSeF-compliant e-invoicing in Cobot in order to automatically submit your invoices to Polish tax authorities.
- Activate French E-Invoicing in CobotFrance is introducing mandatory e-invoicing for B2B transactions. Here's what it means for your coworking space – and how Cobot keeps you compliant.
- Automated Payment MethodsAutomated payments allow your space to collect payments each month automatically - without any of the manual follow-up.
- PayPal Classic API CredentialsThis guide is to help you get the required credentials to connect Cobot to PayPal.
- Connecting Cobot to PayPalLearn how to set up semi-automated & automated payments with PayPal
- Making Payment Methods RequiredLearn what new members see when you make payment methods required when they sign up for membership.
- Manual Payment MethodsAdd manual payment options for your members to pay with cash, check or manual bank transfers.
- Charging Members in Advance or at Sign UpYou can charge members when you manually add them or when they sign themselves up.
- Refunding Members and Visitors in CobotEasily issue refunds directly through Cobot — for your members and visitors.
- Help DeskCreate a self-service Help Desk for your members. Add resources, FAQs, and troubleshooting information to help foster autonomy.
- Automated and Manual EmailsCobot automates essential emails and gives you freedom to send manual emails to your members, guests and visitors.
- Improving Email Delivery From Your DomainCobot can send emails to members from your own domain.
- Sending NewslettersWhile Cobot offers group messaging, we recommend Mailchimp for sending newsletters.
- Inviting Members to SlackIf you use Slack in your coworking space, copy your Slack invite link to your Cobot onboarding emails.
- Analytics OverviewLearn about how Cobot's various analytics can be used - as well as how the numbers you see are calculated.
- Analytics Add-onsTurn on extra features in Cobot to help analyze your data.
- Exporting Member DataExport your members' data to see it all at a glance - or import it into other software for deeper insight.
- Exporting Invoice and Revenue DataLearn how to export your revenue data by month and by year in either CSV, XLSX or PDF formats.
- Exporting Attendance DataExport your check-in data to analyze when and how many times members check in to your coworking space.
- Exporting Booking DataExport your booking data populated on your calendar to analyze your Resource usage.
- Editing Add-on NamesChange the name of your add-ons to suit the tone and feel of your space.
- Meeting Room DisplayDisplay your bookings outside of your meeting rooms with Cobot's free meeting room display add-on.
- Managing Purchases with Cobot's Tip Jar Add-OnCobot's Tip Jar Add-On allows your members to easily add charges to their invoices. No need for handling cash or writing down purchases.
- Registering Additional Accounts/SpacesCobot makes managing all of your spaces easy from one portal.
- Managing Members Across Multiple LocationsLearn how to give your members access to all of your locations – whether you run two small spaces in the same city, multiple different buildings across the country or…
- Members DashboardAccess your member's profiles, see their status in your space, send emails and more via your Cobot Members Dashboard.
- Adding MembersAdding members to Cobot is an integral part of your workflow. This guide will teach you how to add them and how they can add themselves.
- Checking in Members' GuestsCheck in guest members using another member's check in options.
- Connecting MembersConnect your members to Cobot so they can log in to their member portal.
- Checking in MembersGet a clear picture of who uses your space and when by checking them in on Cobot.
- Pausing MembershipsMemberships can be 'paused' in one of two ways.
- Managing Membership Cancelations and DeletionsLearn how to cancel or delete members in Cobot.
- Reactivating Canceled MembersReactivating Canceled Members in Cobot is easy!
- Revoking Access When a Payment FailsCobot doesn't revoke member access for payment failures - it's up to spaces do this manually, ideally after speaking to their members.
- Member PortalThe Cobot Member Portal allows members to manage their plan, bookings, and payments while staying connected with you and other members.
- Accessing the Member Portal as an AdministratorSee what your space looks like to members when you are setting things up in Cobot.
- Changing an Admin/Member Email or PasswordUpdate your Cobot email or password in a few simple steps.
- What to Do if Your Members Can't See Your Add-onsMake your Add-ons visible for Safari browsers.
- Customizing Current Member PlansCustomize an individual member's plan in the Plan section of their account.
- Changing Current Member PlansLearn how to adjust member plans in Cobot—immediately, at the end of a subscription, or on a future date.
- Managing Contacts in CobotKeep track of your visitors, including Drop-ins, external bookers, event attendees and other guests.
- Community DirectoryConnect your members with each other by publishing your Cobot Community Directory.
- Managing Teams With CobotLearn how to efficiently manage teams with Cobot.
- Converting Existing 'Paid For' Members to New TeamsLearn how to convert individual ‘paid-for’ Members to a Team Plan.
- Member Bulk ActionsLearn how to apply bulk actions for your members in order to save time and be more efficient.
- Custom FieldsUse Cobot's Custom Fields to track additional member data.
- Customization OverviewLet your brand take center stage with Cobot's white label solution.
- Feature SwitchesActivate additional feature switches to customize your Cobot workflow and functionality further.
- Adding Additional Member QuestionsAdd an additional member questionnaire to learn more about your members when they sign up.
- Custom DomainsCobot gives you control over your online identity by allowing you to use a custom domain or subdomain for your signup and login pages.
- Adding Cobot as a Desktop AppDid you know you can create your own desktop app for both Windows and Mac? Here's how.
- Google Analytics, Google Ads and Google Tag ManagerLearn how to integrate Google Analytics and Google Tag Manager in to Cobot using our Custom JavaScript Feature.
- Customizing Cobot With JavaScriptAdd custom scripts to your Cobot site using JavaScript.
- Single Sign-On (SSO)Allow your staff and members to log into Cobot using various identity providers.