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Simplified Spaces

Simplified Spaces connects members, admins, and operations in one platform. Seamlessly manage bookings, billing, access, and your community through a unified system.

By BeSimplified Support

• 12 articles

Admin | Location - Manage Locations

Admin → Locations Overview The Locations module lets an org Admin create, view, edit, activate/deactivate, and delete the physical locations (branches/centers) that belong to their organization. Each Location is a flat entity (no parent-child location tree) that carries address, amenities, team assignment, operating schedule, and contact/settings information. Once created, a Location becomes the scope for its own dashboard (Bookings, Clients, Spaces, Tickets, Visitors). View Locations List The Locations list is a card-grid (not a table) — two cards per row on large screens. The Locations page is where you can see every location your organization has set up, check how each one is doing at a glance, and add new locations. To navigate to the Locations page, select Locations on the left-hand menu. What you'll see - A card for each location, showing its photo, name, and city/country. - The team members assigned to that location, with the community manager marked with a star. - Three quick numbers: Active Clients, Upcoming Bookings, and Open Tickets. - A button to open that location's own dashboard. - An Edit icon and a menu (⋮) with Activate/Deactivate and Delete. - If a location is deactivated, its card looks faded and shows a small "inactive" icon. - If you haven't added any locations yet, you'll see a message inviting you to add your first one. Add a New Location 1. On the Locations page, click the Add Location card. 2. Fill in the location's basic details: - Location name - A description (optional) - Photos (optional) - Address — start typing and pick your address from the suggestions, then confirm the country, state, city, and zip code - Which floors/levels are available at this location - Which services this location offers (Workspace Booking, Parking, Meal Booking) - Any amenities available (Wi-Fi, printers, etc. — whatever your org has set up) 3. Assign a team to the location: - Click Assign Team Member, search for a colleague, pick their role, and add them. - You can add or remove team members before saving. - Set the weekly service hours and facility hours — turn each day on or off and set opening/closing times. - Turn on After Hours Staff or After Hours Access if this location supports it. 4. Add contact details: - A service email and phone number for the location - Timezone, language, and currency this location operates in - GST rate and HSN/SAC code, if applicable 5. Click Save. Your new location now appears on the Locations page. Edit a Location 1. Find the location on the Locations page and click its Edit icon. 1. The form opens pre-filled with everything you entered before. 2. Make your changes to any of the details, team, schedule, or contact information. 1. Click Save to apply your changes. Note: only team members who are currently active in your organization will show up on the edit screen — anyone deactivated, removed, or still pending an invite won't appear. Activate or Deactivate a Location 1. On the location's card, click the ⋮ menu. 2. Choose Deactivate to temporarily take the location offline, or Activate to bring it back. A deactivated location stays visible on your Locations page (shown faded out) but is treated as not currently operating. Delete a Location 1. On the location's card, click the ⋮ menu and choose Delete. 2. A confirmation box will ask you to type DELETE to confirm — this is to prevent accidental deletions. 3. Once confirmed, the location is removed from your active list. Open a Location's Dashboard Click Location Dashboard on any location card to manage that location's day-to-day activity: Bookings, Clients, Spaces, Tickets, and Visitors — all scoped to that one location. Things to Know - You need the right permissions to add, edit, activate/deactivate, delete, or view locations — if an action is missing or blocked, check with your system administrator about your assigned role. - You can only manage locations that belong to your own organization. - The Locations page currently shows all locations at once — there's no search or filter yet if your organization has many locations. - GST Rate and HSN/SAC code are collected on the form, but may not yet be saved correctly on the backend — verify with your finance/admin team before relying on these values.[only for Indian client]

Last updated on Oct 06, 2026

Admin | Location - Manage Location Dashboard

Overview The Location Dashboard is a dedicated workspace for managing a single location, opened by clicking Location Dashboard on any location card from the main Locations page. - Entry point: Locations list → click a location’s Location Dashboard button → lands on that location’s Bookings tab by default. - Layout: Header shows the location’s image and name. Left side shows a dedicated sidenav (replaces the normal app menu) with a Back to Overview link and a tab for each sub-area. Main panel shows the selected tab’s content. - Tabs available: Bookings, Clients, Visitors, Spaces, Tickets, and Assets (not yet built). - Everything shown is scoped to this one location — no cross-location data appears in any tab. - Ticket count badge: The Tickets tab in the sidenav shows a live count of open tickets for the location. - Purpose of each tab: - Bookings — manage workspace bookings on a calendar (create, approve/decline, cancel). - Clients — manage the companies/tenants tied to this location (add, edit, deactivate, delete). - Visitors — log and manage visitor check-ins, including bulk import. - Spaces — manage the physical workspaces/desks/rooms available at this location (add, edit, pricing, availability status). - Tickets — raise and track support tickets for this location. - Navigating back: Click Back to Overview in the sidenav to return to the main Locations list. 1. Bookings View - Calendar-style grid showing all workspace bookings for this location, with a header to navigate dates/view. Create a Booking 1. Click New Booking. 2. Write booking title. 3. Select a workspace, and pick a date range (start/end date, optional start/end time). 4. Add a booking title (optional). 5. Select the client, add invitees (at least one required), and set number of guests (optional, defaults to 0). 1. Click Submit — booking appears on the calendar as Pending. View / Edit a Booking - Click a booking on the calendar to open its details. - Click Edit to change workspace, date/time, invitees, or guest count, then save. Approve / Decline - From the booking details, click Approve to confirm the booking. - Click Decline to open a reason prompt — a decline reason is required before submitting. Cancel (Delete) - From booking details, click the delete/cancel icon → confirm in the popup → booking is removed. 2. Clients View - Table of clients associated with this location. Supports: - Search by name - A–Z jump filter - Status filter (Active / Deactivated / Deleted — Active shown by default) - Sort by name, location, or date added Add a Client 1. Click Add Client. 1. Fill in contact details (first name, last name, email required), company details (legal company name, brand name required), phone (optional), and plan selection (required). 2. Optional: billing address, company website, GST number, extra emails, social links, notes, preferred payment method. 3. Choose whether to send an invite. 1. Submit — client is added to the list. Edit a Client - Open row menu → Edit Client → same form as Add, pre-filled → save changes. Delete a Client - Row menu → Delete → confirm in popup → client removed. Deactivate a Client - Row menu → Deactivate → confirm → client marked inactive (kept in records, hidden from active views). Other row actions (shortcuts to the client's own detail page, not part of this list): - View Client, Record Visitor, Create Ticket, Create Booking, Add Invoice. 3. Visitors View - Table of visitor check-ins/records for this location. Supports: - Search - Filter by purpose of visit - Filter by date range (checked-in / checked-out) - Reset filters - Pagination Record a Visitor 1. Click Record Visitor. 1. Fill in: photo (optional), first name (required), last name, visit date (required), check-in time, check-out time. 2. Select client (required), enter phone number (required), email (optional). 3. Enter visitor's company name (optional). 4. Select host (required) and purpose of visit (required: meeting, interview, vendor, walk-in, official, other). 5. Add notes (optional). 1. Submit — visitor appears in the list. Edit a Visitor Record - Row menu → Edit Record → same form, pre-filled → save. View a Visitor Record - Click the eye icon / View Record → read-only detail popup. Delete a Visitor Record - Row menu → Delete → confirm → record removed. Bulk Import Visitors 1. Click Import in the toolbar. 2. Upload a file (e.g. CSV). 3. Preview the data and map columns to fields; assign a client for the batch. 4. Confirm import. 5. See a results summary: how many succeeded, partially succeeded, or failed. 4. Spaces (Workspaces) View - List of workspaces/spaces at this location, grouped by category (pills/tabs). - Supports: - Search (auto-searches as you type) - Filter by status (Available / No Availability / Booked / Leased / Deactivated) - Advanced filters: date added, seat count range, visibility, availability, booking permission — filters can be saved for reuse - Sort by name or capacity Add a Space 1. Click Add Workspace. 1. Fill in workspace info: name, description, color tag, images, feature/thumbnail image. 2. Set capacity: number of seats (single value or range). 3. Set floor area (value or range, with unit). 1. Set booking permissions/schedule (who can book, when). 1. Set pricing (supports multiple pricing tiers). 2. Submit — new space appears in the list. Edit a Space - Open the space → same form as Add, pre-filled → save changes. Change Space Status - Row menu → Change Status → pick one: Available, No Availability, Booked, Leased, Deactivated. Duplicate a Space - Row menu → Duplicate → creates a copy of the space with the same settings. Delete a Space - Row menu → Delete → confirm → space removed. 5. Tickets View - Table of support tickets raised for this location. Supports: - Search - Filter by createdBy, status (multi-select), date created, requester - Click a ticket row to open its full detail page Create a Ticket 1. Click Create Ticket. 2. Select client (required) and requester (required). 3. Select the issue category — "What is the issue about?" (required). 4. Choose who the ticket is shared with (specific members or all company members). 5. Enter subject (required, up to 500 characters) and message (required). 6. Attach files if needed. 1. Submit — ticket appears in the list, and the ticket-count badge in the sidenav updates. Ticket Detail Page (opened by clicking a row) - Change status: New → Open → In Progress → On Hold → Resolved → Closed (Re-open also available) - Reassign to a different team member - Update sharing (who can see the ticket) - Add/remove tags - Change linked location/category - Archive the ticket - Add comments (chat-style thread) - View activity/audit history of the ticket General Notes (apply across all tabs) - Every tab only shows data for the current location you're viewing. - Every Delete action requires confirmation in a popup before it takes effect. - Creating/updating a Booking or Ticket refreshes the location's summary counts (e.g. ticket badge in the sidenav). - Some actions may be hidden or blocked depending on the logged-in user's assigned role/permissions — a user might see a button but still get blocked from completing the action if they lack permission.

Last updated on Oct 08, 2026

Admin | Spaces — Manage Spaces

Overview The Spaces section is where admins manage every bookable workspace across all locations, plus the amenities that can be tagged onto them. - Entry point: Main menu → Spaces. - Sub-sections: Workspaces, Amenities. (A third item, “Floor Plans”, exists in the code but is currently turned off / not visible in the menu — see note at the end.) - Workspaces = the actual bookable units (desks, offices, meeting rooms, etc.) across all locations, with pricing, availability, and booking rules. - Amenities = the reusable feature tags (e.g. Wi-Fi, Whiteboard, Coffee) admins can attach to workspaces. 1. Workspaces Viewing the list - Page title: Workspaces, with an Add Workspace button top right. - Quick-filter tabs across the top (pick one at a time): All Workspaces, Desks, Offices, Meeting, Other. - Search box to search workspaces by name. - Location filter — multi-select checklist, filter to one or more locations. - Status filter — multi-select checklist: Available, Booked, No Available, Leased, Deactivated (Available/Booked/No Available/Leased are shown by default; Deactivated is hidden unless selected). - A Custom Filters button exists for more advanced filtering (date added, seat count, floor area, visibility, availability, permission, and more, with the ability to save filter presets) — currently greyed out/not clickable in this build. - Clear Filters button resets everything back to default. - Table columns: - Name / Location — thumbnail image, workspace name, primary location (plus “+N More” if assigned to multiple locations) - Capacity / Price — seat count, floor area, and price (or a dropdown if multiple pricing options exist) - Availability / Booking — status (green = Available, red = anything else) and booking type - Row menu (⋮) actions: Edit Workspace, Duplicate, Change Status (submenu with all status options), Delete. - No select-all/bulk actions — every action is done one row at a time. Adding / Editing a Workspace Opens a full-page form titled Add Workspace (or Edit Workspace), with Cancel and Save buttons top and bottom. The form is organized into three sections: A. Workspace Information - Workspace Name (required) - Color tag (optional, pick a color to label this workspace) - Workspace Type (required): Dedicated Desk, Hot Desk, Meeting Room, Private Office, Other - Seats Available (required) — enter a single number, or toggle Range for a From/To range - Floor Area (required) — enter a value + unit (ft² or m²), or toggle Range for a From/To range - Status (required, defaults to Available): Available, No Availability, Booked, Leased, Deactivate - Description (optional, rich text) - Images (optional) — upload multiple images and mark one as the feature/thumbnail image - Location (required) — search and select one or more locations this workspace belongs to - Visibility (required, defaults to Public): Public, Members Only, Admin Only — each option has a tooltip explaining who can see it - Availability (required, defaults to Open Booking): Open Booking, Plan Required — tooltip explains each B. Booking Schedule - Permission (required, defaults to By Request): By Request or On Demand - Bookable Hours (only appears if Permission = On Demand, required): All Day, Facility Hours, or Custom Schedule (opens a popup to set open/closed hours per day of the week) - Minimum Booking Duration — a number + a time unit (for Meeting Rooms: Minute/Hour/Day/Week/Month/Year; for all other types: Day/Week/Month/Year) - Maximum Booking Duration — same format as above - Duration Increments (only for Meeting Rooms, required) — e.g. every 5/10/15/20/30 minutes, or 1 Hour/Day/Week/Month/Year - Booking Buffer (only for Meeting Rooms, required) — gap time required between bookings - Book In Advance Limit (required for all types except Private Office) — how far ahead a booking can be made - Allow Booking Rescheduling — on/off toggle - Grace Period Before rescheduling (only shown if rescheduling is allowed) — how much notice is needed C. Pricing - GST Rate (optional, %) - Default Price — the price shown to clients booking this space on its own (a tooltip notes this can be overridden if the space is added to a Plan) - One or more pricing rows (at least one required) — each row is an amount (currency automatically matches the selected location) and a billing interval (“Per Hour”, “Per Day”, etc. — choose from Minute(s)/Hour(s)/Day(s)/Week(s)/Month(s)/Year(s)). Use Add Option to add more pricing tiers, or the trash icon to remove one. Clicking Save uploads any images, saves the workspace, shows a confirmation, and returns to the Workspaces list. Row actions — Duplicate, Change Status, Delete Each workspace row has a ⋮ menu with these actions: - Duplicate — creates an exact copy of the workspace (same info, schedule, and pricing settings) as a new entry in the list, so an admin can quickly set up a similar space without re-entering everything. The copy needs its own name/tweaks afterward if it shouldn’t be identical. - Change Status — opens a submenu to switch the workspace’s status directly from the list, without opening the full edit form. Options: Available, No Availability, Booked, Leased, Deactivated. - Available / No Availability / Booked / Leased — reflect current booking/availability state. - Deactivated — hides the workspace from active booking use (kept in records, not offered to clients). - Delete — permanently removes the workspace. A confirmation popup appears first; the admin must confirm before it’s removed. This cannot be undone. 2. Amenities Viewing the list - Page title: Amenities, with an Add Amenity button top right. - Search box to search amenities by name. - Table columns: Icon, Name, Type (Default = built-in system amenity, Custom = admin-created), Tooltip (description). - Hovering a row reveals Edit and Delete icons. - Delete asks for confirmation before removing. - No bulk actions, no active/inactive toggle, no duplicate option. Adding / Editing an Amenity Opens a small popup titled Add Amenity / Edit Amenity: - Amenity Name (required) - Tooltip — extra description shown to users hovering the amenity (optional) - Icon — search and pick an icon from an icon library - Save / Cancel buttons General Notes - Workspaces are always tied to one or more Locations, and their pricing currency follows the selected location’s currency. - Every Delete action requires confirmation before it takes effect. - What an individual admin can see or do here may still be limited by their assigned role/permissions.

Last updated on Oct 06, 2026

Admin | Team — Manage Team

Describes the Team section of the admin : Members and Roles. Overview - Entry point: Main menu → Team. - Sub-sections: Members, Roles. - Members — manage staff/operator user accounts: invite, edit, deactivate, delete. - Roles — define named permission sets (what a role can view/add/edit/delete across modules) and assign them to members. - Members and Roles work together: every member is assigned one or more Roles, and a Role's permissions determine what that member can do throughout the app. 1. Members Viewing the list - Search box: Search Members - Filters: Location (multi-select), Role (multi-select), Status (Active / Deactivated / Invitation Pending — Active + Invitation Pending shown by default) - Columns: - Name — avatar, name, assigned location(s) (shows "Multiple locations" if more than one) - Contact — email and phone, with a shield/check icon if email and/or SMS verification is enabled - Role — one or more role tags (colored) - Status — icon with tooltip: Active, Invitation Pending, Deactivated (shows who deactivated and when), Deleted (shows who deleted and when) - Row menu: Edit Member, Reset Password (not yet available), Deactivate, Delete, and Resend Invite (only shown while status is Invitation Pending). Menu is disabled for deactivated members. Inviting a Member 1. Click Invite Member. 2. Fill in: - Profile photo (optional) - First Name* (letters only), Last Name* (letters only) - Email* (required, must be a valid email) - Phone Number (optional) - Location(s) — multi-select, which location(s) this member is tied to - Default Role* (required, multi-select — can assign more than one role) 3. Click Send Invite — the member receives an invitation to set up their account; their status shows as Invitation Pending until they accept. Editing a Member - Row menu → Edit Member → same form, pre-filled → button label changes to Update Member. Resend Invite - Available only while a member's status is Invitation Pending — resends the invitation email/link. Deactivate / Delete - Row menu → Deactivate — disables the member's access while keeping their record and history. - Row menu → Delete — permanently removes the member (confirmation required). 2. Roles Viewing the list - Search box: Search Roles - Filter: Select Portal — Operator Portal (staff roles) or Member Portal (customer-facing roles) - Columns: Name (colored tag), Description, Members (count of people currently assigned this role) - Row actions: Edit, Duplicate (not yet wired up), Delete Creating a Role 1. Click Create Role. 2. Fill in: - Role Name* (required) - Color tag (for visual identification in tables) - Description (optional) - Portal — choose Operator Portal (staff) or Member Portal (customer-facing role) 3. Set Permissions* (required) using the permissions matrix: - Grouped into tabs by scope — for Operator Portal roles: Global Scope (org-wide permissions) and Location Scope (permissions limited to specific locations); for Member Portal roles: User Scope and Store Scope. - Each tab shows a tree of modules/sub-modules (e.g. Locations, Bookings, Tickets) with columns for each action type (e.g. View, Add, Edit, Delete). - Check individual module+action boxes, or use the column header checkbox to grant/revoke an entire action across all modules in that scope at once. - A running count shows how many permissions are selected out of the total available. 4. Click Save. Editing a Role - Row menu → Edit → opens the same form, pre-filled with the role's current name, description, color, portal, and permission matrix → update and Save. Duplicating a Role - Row action exists in the menu but is not yet functional in this build. Deleting a Role - Row menu → Delete → confirmation required → role removed. (Roles still assigned to members should be reassigned or unassigned first — check member count before deleting.) General Notes - A member can be assigned multiple roles; access is the combination of all assigned roles' permissions. - Role permissions are scoped — Operator Portal roles control what staff can do across the whole org (Global Scope) or within specific locations (Location Scope); Member Portal roles control what end-customers can do for themselves (User Scope) or their company (Store Scope). - Every Delete action requires confirmation before it takes effect. - What a specific admin can see or do in the Team section itself is also governed by their own assigned role's permissions.

Last updated on Oct 07, 2026

Admin | Customers — Manages customer

Describes the Customers section of the admin app: Clients, Leads, and Requests. Overview - Entry point: Main menu → Customers. - Sub-sections: Clients, Leads, Requests. - Clients — manage active tenant companies/individuals: their team members, bookings, visitors, tickets, invoices and notes. - Leads — track prospects before they become clients, with notes and activity history, and a “Convert to Client” step. - Requests — a combined inbox of pending Booking Requests and Ticket Requests across all clients, for quick approve/decline or triage without opening each client individually. 1. Clients Viewing the list - Search box: Search Clients - Filters: Location (multi-select), Status (Active / Deactivated / Deleted — Active shown by default) - A–Z jump row to quickly filter by starting letter of name - Columns: Client Name, Plan / Location, Created date, Status (with icon: Active, Deactivated, Deleted, Pending, and a separate “Invitation Pending” indicator) - Row menu: View Client, Edit Client, Record Visitor, Create Ticket, Create Booking, Add Invoice, then Deactivate, Delete (menu is disabled for already deactivated/deleted clients) Adding a Client 1. Click Add Client → choose client type: Individual or Company / Business. 2. Step 1 – Client Info: - Individual: First Name*, Last Name* - Company: Legal Company Name*, Brand Name* (plus a contact person’s First/Last Name) - Plan(s)* (multi-select, required) - Email* (required), Phone Number - If Individual: Government ID section — PAN/Tax ID number and an ID document upload - “Set as Primary Contact” checkbox (checked by default) - Profile image (optional) 3. Step 2 – Additional Info: - Billing Address (address autocomplete), Country / State / City / Zip - Company Website, Additional Billing Email(s), GST/Tax Number, State Code, Customer ID, LinkedIn, Internal Note 4. Save, or Save & Invite to also send the client a login invitation. Editing a Client - Row menu → Edit Client → same two-step form, pre-filled. Edit mode also lets you pick a Primary Contact and Billing Contact from the client’s existing team members. Deactivate / Delete - Row menu → Deactivate — keeps the client’s data but marks them inactive. - Row menu → Delete — permanently removes the client (confirmation required). Client Detail Page — Tabs Opening a client (View Client, or clicking the row) shows a header summary (total users, seats allocated, credits remaining, workspace plans, join date, next renewal date, payment status) and these tabs: Team - List of the client’s team members: name, contact, seat/room number, account role, status. - Filters: search, role, status (defaults to Active + Invitation Pending). - Invite User — add a new member: profile image, First Name*, Last Name*, Email*, Phone, Primary Location* (required), Account Role* (required, multiple allowed), Seat/Room number. - Row actions: Edit User, Generate Login Link (one-time magic link, copyable), Resend Invite / Cancel Invitation (if invite pending), Deactivate, Remove. Bookings - Calendar/list of the client’s workspace bookings. Filters: search, date range (default today +7 days, max 30 days), location, status (Pending/Approved/Declined/Cancelled — defaults to Pending+Approved). - Create Booking → choose booking type (Workspace / Parking / Meals) → pick workspace & date/time → add invitees → submit. - Details view: Approve, Decline (reason required), Cancel/Delete. Visitors - Visitor check-in records: visit date/time, name/company, contact, purpose (Official, Meeting, Interview, Vendor, Walk-In, Other). - Filters: search, purpose, location, date range. Import for bulk visitor upload. - Record Visitor → name, visit date*, check-in/out time, location*, phone*, email, company name, host*, purpose*, description. - Row actions: View Record, Edit Record, Delete. Tickets - Support tickets raised by/for this client: created date, subject/category, requester, status (New, Open, In Progress, On Hold, Resolved, Closed, Re-opened). - Filters: search, date created, requester, status. - Create Ticket → select category, requester, subject, message, attachments, sharing. - Clicking a ticket opens its detail/chat page. Invoices & Payments - Two tables: - Invoices & Payments — issued date, invoice ID, amount due/paid, due date, status (Draft, Unpaid, Partially Paid, Paid, Overdue, Scheduled, Voided, Refunded, Transferred, Archived). - Bulk actions: Download Selected, Send Reminder, Archive. - Row actions (vary by status): Download, Send Reminder, Mark as Paid/Unpaid, Generate New Invoice, Record Refund, Void Invoice, Archive, Delete, Continue Editing, Send Now, Reschedule. - Add Invoice → choose Upload & Send (attach an existing invoice file) or Create & Send (build one: recipients, CC/BCC, plan, invoice number, billing period, issue/due date, payment terms & method, line items with workspace/frequency/quantity/price/discount/tax). Options to Save & Send, Save & Send Later (scheduled), or Save Draft. - One-Time Charges — date, name, charged-to member(s), amount, status. - Add Charges to create a one-off charge. - Row actions (vary by status): Edit, Delete, Archive, Record Refund, Mark as Paid, Waive Charge, Void Charge. Notes - Chat-style internal notes feed on the client. Search and filter by author. Add a note from the box at the bottom; edit/delete your own notes. 2. Leads Viewing the list - Search box: Search Leads - Filters: Location interest (multi), Workspace interest (multi), Status (multi — defaults to New Lead, Contacted via Email, Contacted via Phone, Tour Booked, Under Negotiation; Archived hidden by default), Custom Filters (date range), Export (download as CSV) - A–Z jump row - Columns: Created date, Name/Company, Contact, Location/Workspace interest, Status, Notes (count, opens quick notes popup), View Details, row action menu - Row menu: View Details, Convert Lead, Change Status (any status except Converted), Delete Adding a Lead Click Add Lead, fill in: - First Name*, Last Name*, Email* (with “Opt-Out of Marketing?” checkbox), Phone Number* - Source (Website, Cold Call, Referral – Employee, Referral – External, Walk In, Advertisement, X/Twitter, Facebook, Instagram, Partner, Other) - WhatsApp Number, Company/Business, Industry (dropdown — ASP, ERP, Government/Military, Large Enterprise, MSP, SME, Systems Integrator, and more) - Location Interest (multi-select), Workspace Interest (multi-select: Dedicated Desk, Hot Desk, Meeting Room, Private Office, Other) - Address, Description Save the lead. Lead Statuses New Lead, Attempted to Contact, Contacted via Email, Contacted via Phone, Tour Booked, Under Negotiation, Converted, Lost – Competitor, Lost – Not Interested, Lost – Price, Lost – Location, No Engagement, Archived. Quick Notes popup - Click the notes icon on a lead row → view/add/edit/delete notes for that lead without leaving the list. Quick View popup - Click the eye/View Details icon → read-only summary of all lead fields, with an Edit Lead shortcut. Converting a Lead to a Client - Row menu → Convert Lead opens the same two-step Add Client flow, pre-filled from the lead’s info (name, company, contact) — just confirm/complete plan selection and additional info, then submit. The lead’s status automatically changes to Converted. Lead Detail Page Opening a lead (View Details, or the lead’s own page) shows three sections: - Lead Details — full read view of all fields, with an Edit Lead button to edit in place. - Notes — same chat-style note feed as Clients, scoped to this lead. - Activity — a read-only, timestamped history of everything that happened to this lead (status changes, edits, etc.). 3. Requests A combined queue of items awaiting admin action, shown as two tabs. Booking Requests - Filters: search, location, workspace, A–Z jump. - Columns: Client Name, Location, Workspace, Booking Date/Time, and inline Approve / Decline buttons. - Row menu: View Details, Edit Booking. - Approve confirms the booking immediately; Decline requires entering a reason. Ticket Requests - Filters: search, location, status (New, On Hold, In Progress, Re-Opened). - Columns: #, Requester/Client, Subject/Type, Location, Assignee, Updated/Created dates, Status. - Clicking a row opens that ticket’s full detail/chat page for the relevant client — this tab is really a cross-client filtered view into all open tickets, not a separate approve/decline flow. General Notes - Every list in this section can be scoped/filtered by Location. - Delete/Deactivate actions require confirmation before taking effect. - Notes and Activity feeds appear consistently across Clients and Leads for a unified way to track history. - What a specific admin can see or do may still be limited by their assigned role/permissions.

Last updated on Oct 08, 2026

Admin | Settings — Manages Profile Settings

Describes the Settings section of the admin: General, Billing, Branding, Notifications, Import Profiles, Portal Configuration. Overview - Entry point: Main menu → Settings. - Sub-sections: General, Billing, Branding, Notifications, Import Profiles, Portal Configuration. - Most pages here are organization-wide settings (not tied to a single location) — they shape how the whole platform looks, behaves, and communicates. - Most forms only show a Save Changes button once you've actually changed something (it stays hidden otherwise). Branding is the exception — most of its fields save immediately as you change them (see below). 1. General Organization-level profile settings, shown as a single form. Header displays your Organization ID (read-only, system-assigned). Fields: - Company Name - Support Email (must be a valid email) - Phone Number (country code + number) - Fax Number (country code + number) - Website (enter just the domain — "https://" is added automatically) - Country (dropdown) - Timezone (searchable dropdown, e.g. "(UTC+05:30) India/Kolkata") - Default Currency (dropdown, e.g. "USD - US Dollar") - Default Language (English or Spanish) - CIN — 21-character company identification number (auto-uppercased, validated format) Click Save Changes to apply. 2. Billing Note: despite the menu label "Billing", this page is currently your organization's Bank Details, not a plan/subscription or invoice-history screen. Fields: - Company's PAN (auto-uppercased, validated format) - Bank Name - Account Number (9–18 digits) - Bank & IFSC Code - GSTIN / UIN # - State Code (2 digits) Click Save Changes to apply. 3. Branding Controls how your portal looks to clients. Three sections — most fields here save immediately when changed, not on a single Save button. Branding - Portal Name — click the pencil icon to edit inline, then confirm (✓) or cancel (✗). Saves immediately. - Upload Logo — browse and select an image (PNG recommended; auto-resized to fit); preview shown against a sample layout. Reset clears it back to none. Saves immediately on upload. - Upload Favicon — same pattern (square PNG up to 256×256px recommended), own Reset control. - Display Footer Copyright — on/off toggle, saves immediately. Color Scheme - Primary Color / Secondary Color — click the swatch to open a color picker; closing the picker saves the color immediately. - Client Portal – Login Background Image — drag-and-drop upload, with Reset. - Client Portal – Dashboard Banner Image — drag-and-drop upload, with Reset. All save immediately on change. Custom Domain - Default Operator Admin Domain — inline-editable (pencil → confirm/cancel). Checks availability before saving; shows an error if the name is already taken. - Custom Web Portal Domain — inline-editable the same way. Shows a verification badge: green check = "Domain Verified", red/orange alert = "Domain not verified". - Configure button (next to Custom Domain) opens a popup with: - The CNAME record name and target value to add at your domain registrar (each with a copy-to-clipboard button) - A reminder to enable your domain's "Proxy Status" setting for it to work - Verify button to check the setup, or Cancel 4. Notifications Manage automated email notifications sent to admins, clients, and portal users. Viewing the list - Buttons: SMTP Settings (configure your own outgoing mail server) and Create Notification - Category filter tabs: Operator Admin, Customers, Web Portal - Filters: search, Type (System / Custom), Module (dynamic list, e.g. Bookings, Tickets, Leads) - Columns: Active/Inactive toggle switch, Type (System/Custom), Event name, Sent To (Member / Owner / Community Manager / Custom Email), Subject - Row actions: Edit, Copy (duplicate as a new template), Delete (only available on Custom notifications — System/default ones can't be deleted) SMTP Settings Popup to connect your own outgoing mail server: - From Name*, From Email*, Username*, Password*, SMTP Host*, Port*, Authentication Type* (SSL or TLS) - Save, Delete (remove the configured SMTP server), or Cancel Creating / Editing a Notification Opens a page with two sections: Notification Details - Type* — Web Portal, Operator Admin, or Customers - Module* — dropdown, options depend on the Type chosen - Event* — dropdown, options depend on the Module chosen - Send To* — depends on Type (Web Portal → Member; Customers → Owner; Operator Admin → Community Manager or Custom Email) - Custom Email(s) — only shown if Send To = Custom Email; add one or more email addresses Notification Content - Subject* - Copy Template — pick an existing template to pre-fill the subject and content - Content* — rich text editor for the email body; click any of the listed merge tags (e.g. client name, booking date) to insert them into the text at the cursor Buttons: Save Draft, Save, Cancel. 5. Import Profiles An Import Profile is a reusable mapping preset that tells the system how to match column names from your import file (e.g. a CSV) to the system's own fields — so you don't have to remap columns every time you bulk-import the same type of data. Currently only the Visitors module is supported for creating profiles, even though Leads and Tickets appear as filter options. Viewing the list - Search box, Module filter (Leads/Tickets/Visitors — defaults to Visitors) - Columns: Profile Name, Module, Created date - Row actions: Edit, Delete Creating / Editing a Profile 1. Click Create Profile. 2. Enter a Profile Name*. 3. Module is set to Visitors (locked). 4. A mapping table appears with two columns: Source File Field (the column name from your import file — editable) and Simplified Spaces (pick the matching system field from a dropdown) for each field. 5. Click Create Profile / Update Profile to save. 6. Portal Configuration Controls login behavior and which self-service features are available to clients in their own portal. Login & Security - Login Method — Email & OTP, Email & Password, or Magic Link - Two-Factor Authentication — shown but not yet selectable (coming soon) Portal Features Each is an on/off toggle for what clients can do in their own portal: - Book Workspace — allow clients to book workspaces themselves - Invite Member — allow clients to invite their own team members - Create Tickets — allow clients to raise support tickets - Change Account Details — allow clients to edit their own account info Click Save Changes to apply. General Notes - Most Settings pages only show Save Changes after you've made an edit; Branding is the exception — it mostly auto-saves per field. - These settings apply organization-wide, not per location. - What a specific admin can see or change here may still be limited by their assigned role/permissions.

Last updated on Oct 08, 2026

Customer | My Account — Information regarding Account

Describes the My Account section of the Member Portal — where you manage your own profile and your organization's company details. Overview - Entry point: Main menu → My Account (only shown if your organization has the Account feature enabled). - Single page with two sections: Personal Information and Account Details. - Billing/Invoices used to appear on this page too, but have since moved to their own Billing menu section (Admin-only) — see billing-functional.md. 1. Personal Information Your own profile — editable by everyone (Admin and regular Users alike): - Profile Image (optional) - First Name* (required) - Last Name* (required) - Email* (required, must be a valid email) - Phone Number (optional) - Primary Location — shown for reference, not editable here - Account Role — shown for reference, not editable here (roles are managed from Team → Members by an Admin) - Seat / Room # (optional) Click Save Changes once you've made an edit. 2. Account Details Your organization's company profile: - Legal Company Name* (required) - Brand Name (optional — a shortened name if your legal name is too long) - Primary Contact* (required — pick from your organization's team) - Company Website (optional — enter just the domain, "https://" is added automatically) - LinkedIn (optional — same domain-only format) - Facebook (optional — same domain-only format) - Account Profile Image (optional — your organization's logo/photo shown on the account) Click Save Changes once you've made an edit. Admin-only editing: only Admin-role members can actually change these fields — regular Users see this section in read-only mode (fields are visible but disabled). General Notes - Personal Information is always about you individually; Account Details is about your whole organization. - Regular Users can update their own Personal Information freely, but can only view (not edit) Account Details — that's reserved for Admins. - For your organization's billing address, payment method, and invoices, see the separate Billing section (Admin-only).

Last updated on Oct 08, 2026

Customer | Billing — Listing of Customer invoice history

Overview - Entry point: Main menu → Billing (only shown if your organization has the Account feature enabled). - Single page with two sections: Billing Information and Invoices. - Admin-only: this entire page is only visible to Admin-role members — regular Users are redirected away and don't see a Billing menu item at all. 1. Billing Information Your organization's payment and billing address details: - Default Payment Method* (required) — Offline Payment or Saved Payment Method - Billing Address* (required — address autocomplete/search) - Country* (required) - State / Region / Territory* (required) - City* (required) - ZIP / Postcode* (required) A Save Changes button appears once you've edited something — click it to update your billing details. 2. Invoices A read-only table of all invoices issued to your organization: - Columns: Issued On, Invoice ID, Amount Due, Amount Paid, Due Date, Status - Status shown as an icon with a tooltip explaining details, e.g.: - Overdue — shows how many days overdue - Refunded — shows amount refunded, by whom, and when - Voided — shows who voided it and when - Scheduled — shows the scheduled date and who scheduled it - Also: Draft, Unpaid, Partially Paid, Transferred - Click the eye/View icon on any row to open the full invoice details: - Invoice Number, Issue Date, Payment Terms, Due Date, Amount Due - Invoice Period (e.g. "This Month (Prorated)", with the exact date range) - Invoice Attachment — click to view/download the invoice file, if one was attached - Amount Paid, Status - This view is read-only — you can look up and download invoices here, but can't edit, dispute, or pay them from this screen. General Notes - Only Admin-role members can see and manage Billing — this keeps sensitive payment info restricted to your organization's account owner(s). - Invoice amounts are shown in your organization's set currency.

Last updated on Oct 08, 2026

Customer | Support — Manages customer support Tickets

Describes the Support section of the Member Portal — where you raise and track support tickets with your coworking location. Overview - Entry point: Main menu → Support (only shown if your organization has the Tickets feature enabled). - Single page: a list of tickets, a Create Ticket button, and a detail page for each ticket (conversation, status, sharing, activity log). - As a member, you have a more limited set of actions than staff — you can create tickets, comment, and adjust who a ticket is shared with, but you can't reassign a ticket to a staff member or freely set any status; the available actions depend on the ticket's current state. 1. Viewing your Tickets - Search box: Search Ticket - Status filter (multi-select): New, Resolved, On Hold, Closed, In Progress, Re-Opened (Archived tickets are hidden by default) - Reset button clears filters - Columns: Created date, Subject/Category, Requester (avatar + name), Status (icon with tooltip) - Click anywhere on a row to open that ticket's full detail/conversation page. - If you have no tickets, you'll see "No Ticket found." 2. Creating a Ticket Click Create Ticket and fill in: - Location* (required) — which of your organization's locations this is about - What is this issue about?* (required) — pick a category - Who can view this ticket? (optional) — choose "All Company Members" or specific teammates to share visibility with - Subject* (required) - Message* (required) - Attachments (optional) — attach one or more files Click Create Ticket to submit — it appears in your list as New. 3. Ticket Detail Page Opening a ticket shows: Conversation (left side) - Header: category and who created the ticket, and when. - A scrollable message thread — your messages and any replies from the location team, each with sender, timestamp, and attachments (attached images can be previewed, any file can be downloaded). - Occasional internal "TEAM NOTE" messages may appear from staff — these are visible to you but you cannot create one yourself. - To reply: type in the message box at the bottom (with emoji and file-attachment options) and click Send. - You can't add new messages once a ticket is Closed, On Hold, or Resolved — the message box is hidden in those states. Details (right side) - Ticket Details (read-only): Created date, Requested By, Request #, Category, Assigned To (if a staff member has been assigned), Location. - Shared With — you can change who can see this ticket (All Company Members, or specific teammates) at any time, except while the ticket is Closed, On Hold, or Resolved. Shows an avatar row of everyone currently sharing the ticket. - Activity — a read-only timeline of everything that's happened on the ticket (status changes, sharing changes, etc.). Top bar actions - Back — return to the ticket list (or Home, if you arrived from the dashboard). - Close — appears once the ticket has been marked Resolved, letting you confirm it's done. - Reopen — appears if the ticket was closed and needs to be reopened. - Archive — available on some tickets (depends on the ticket's state) to file it away. - Print — print the conversation. Note: as a member, you cannot reassign a ticket to a different staff member or set an arbitrary status yourself — those actions are handled by the location team. Your available actions (Close/Reopen/Archive) change based on the ticket's current status. General Notes - Which tickets you can see depends on your account and whether a ticket was shared with you. - Ticket status controls what you can still do: once a ticket is Closed, On Hold, or Resolved, you can no longer add new messages or change who it's shared with (until it's reopened, where applicable). - Categories and locations shown when creating a ticket are specific to your organization's setup.

Last updated on Oct 08, 2026

Customer | Team — Manages team

Describes the Team section of the Member Portal — where an organization's Admin manages their own team members. Overview - Entry point: Main menu → Team (only shown if your organization has the Members feature enabled, and typically visible to Admin-role members). - Team currently has one working area: Members. A "Roles" area exists in the code but isn't built out or linked in the menu yet — treat it as not available. - This is separate from the staff-side "Team" in the admin app — here you're only managing your own company's people, not the coworking operator's staff. 1. Members Viewing the list - Search box: Search Members - Filters: Roles (multi-select), Status (Active / Deactivated / Invitation Pending — Active + Invitation Pending shown by default) - Reset button clears filters back to default - Columns: Name (avatar + name), Contact (email + phone), Seat/Room #, Account Role, Status - Status shown as icon with tooltip: Active, Invite Pending, User Deactivated - Row menu: Edit Information, Deactivate, Remove, plus (only while status is Invitation Pending) Resend Invite and Cancel Invitation. Menu is disabled for deactivated members. Inviting a Member 1. Click Invite Member. 2. Fill in: - Profile photo (optional) - First Name* and Last Name* (required) - Email* (required, must be a valid email) - Phone Number (optional) - Primary Location* (required — which of your organization's locations this member belongs to) - Account Role* (required, multi-select — you can assign more than one role) - Seat / Room # (optional) 3. Click Send Invite — the new member receives an invitation; their status shows Invitation Pending until they accept. Editing a Member - Row menu → Edit Information → same form, pre-filled → button changes to Update. Resend / Cancel Invite - While a member's status is Invitation Pending, you can Resend Invite (send the invitation again) or Cancel Invitation (withdraw it). Deactivate / Remove - Row menu → Deactivate — disables the member's access but keeps their record. - Row menu → Remove — permanently deletes the member from your team (confirmation required). General Notes - Only Admin-role members are typically able to manage the team (invite, edit, deactivate, remove); regular Users generally won't have access to this section. - Every Deactivate/Remove action requires confirmation before it takes effect.

Last updated on Oct 09, 2026

Customer | Bookings — Manages bookings

Describes the Bookings section of the Member Portal — where you view and manage your organization's workspace bookings. Overview - Entry point: Main menu → Bookings (only shown if your organization has the Booking feature enabled). - Bookings is a single page: a filterable list of bookings, plus a Book Workspace button that opens a calendar to create a new one. - Role difference: if you're an Admin-role member, you can browse and book across any of your organization's locations. If you're a regular User, you're limited to your own assigned location — the location is fixed and shown as plain text instead of a dropdown. - Only Workspace bookings are functional today. Parking and Meals appear as placeholder tabs/options in a couple of places but currently show "no reservations yet" — there's no way to actually create a parking or meal booking yet. 1. Viewing your Bookings - Search box to search bookings. - Date range filter — defaults to today through the next 7 days (bookings can only be made/viewed within a 30-day window). - Locations filter (multi-select) — Admins can filter across locations; regular users effectively only see their own. - Status filter (multi-select): Pending, Approved, Declined, Cancelled — defaults to showing Pending + Approved. - Reset Filter button clears everything back to default. - Table columns: Workspace (name + location), Booked By (who made the booking), Booking Date & Time, Status icon. - A small message-bubble icon appears next to the status if there's a decline reason attached. - Click the eye/View icon on any row to open that booking's full details. - If you have no workspace bookings, you'll see "No workspace bookings yet." Status meanings - Pending Approval — hourglass icon, awaiting a decision from the location team. - Approved — green check, confirmed (shows who approved it). - Declined — red X (shows who declined it, and the reason if provided). - Cancelled — black X (shows who cancelled it). 2. Booking a Workspace Click Book Workspace to open the booking calendar: - Browse workspaces: switch between List view and Grid view of available spaces at your location. - Filter by workspace type: Dedicated Desk, Hot Desk, Meeting Room, Private Office, Other. - Grid view shows each space with an availability badge — "Time Slots Available" / "No Availability" for meeting/conference rooms, or "N Seats Available" / "Booked" for desks. - Only workspaces marked as bookable appear here. - Browse the calendar: switch between Day / Week / Month views, navigate with the arrows or date picker, and search. - Click an open date/time slot to start a new booking pre-filled with that slot. - Click an existing booking to view its details (in Week/Day view) or drill into that day (in Month view). - Past dates/times are greyed out and can't be clicked. - Click Create (or an empty slot) to open the booking form. Step 1 — Workspace Details - Booking Title (optional) - Workspace* (required — choose from available bookable workspaces for your dates) - Booking Date* (required — pick your date range) - Start Time / End Time — only required if you're booking a Meeting Room or Conference Room - Private Booking checkbox — checked by default; when on, other members of your company can't see this booking on their calendar (except the account owner/managers) - Operator Notes (optional — a note to the location team) Click Continue. Step 2 — Invitees - Select Members (optional) — add teammates to the booking; you (the booker) are always included and can't be removed from the list. - Number of Guests (optional) — how many extra guests are attending. Click Confirm Booking to submit. Your new booking appears in the list as Pending Approval until the location team approves or declines it. 3. Viewing / Editing / Cancelling a Booking Click the view/eye icon on a booking to open its details: - Status, and who approved/declined/cancelled it and when - Decline reason (if the booking was declined) - Booking Title, Location, Workspace, Date, Start/End Time - Invitees (with contact info) and Number of Guests Actions: - Edit Booking — reopens the same two-step form, pre-filled, to change any details. Submitting updates the existing booking. - Delete/Cancel (trash icon) — opens a confirmation popup; confirming cancels/removes the booking. Note: as a member, you can only Edit or Cancel your own bookings — approving or declining a booking is done by the location's staff, not from this app. General Notes - Bookings are always scoped to a location — Admins can act across locations, regular Users are limited to their own. - The 30-day date-range cap applies both to filtering the list and to how far ahead you can book. - Parking and Meals booking types are visible as options in places but are not yet available — treat them as "coming soon."

Last updated on Oct 09, 2026

Customer | Home — Home Page

Describes the Home page of the Member Portal (the app clients/tenants use to self-serve) — the first screen a member sees after logging in. Overview - Entry point: Logging in lands you on Home (also reachable via the Home icon in the left menu). - Home is a personal dashboard — a welcome banner, quick shortcuts, your location(s) info, and a snapshot of your upcoming bookings and open support tickets. - What you see here adapts to: - Your role — Admin (your organization's primary/admin user) sees a couple of extra shortcuts that regular Users don't. - Which features your organization has turned on — Booking, Team/Members, Tickets, Account — sections tied to a disabled feature simply don't appear. 1. Welcome Banner - Shows your organization/brand's banner image (or a default one), your organization's name, and a personal greeting with your first name (", let's get started!"). 2. Quick Access A row of shortcut tiles to jump straight into common actions (only shown if the related feature is enabled for your organization, and only shown to you if your role allows it): Shortcut Takes you to Who sees it Book Workspace Bookings page, with the booking form already open Admin & User (if Booking is enabled) Create Ticket Support page, with the new-ticket form already open Admin & User (if Tickets is enabled) Invite Member Team → Members page, with the invite form already open Admin only (if Members is enabled) Manage Account My Account page Admin & User (if Account is enabled) Clicking a tile takes you directly to that action instead of making you navigate and click "Add/Create" yourself. 3. My Locations - Shows each location you belong to: its photo, name, and full address. - Alongside each location, shows the on-site contact team for that location, e.g. Billing and Sales contact and Community Manager — each with their photo/name and quick-contact icons: - Email icon — opens a new email to them - Phone icon — starts a phone call - WhatsApp icon — opens a WhatsApp chat with them - This is read-only — a quick way to see who to reach out to at your location(s), not something you edit here. 4. Upcoming Bookings (if Booking feature is enabled) - A small preview table of your next few workspace bookings (workspace name + location, booking date/time, and status). - Status shown as an icon: Approved (green check), Pending Approval (amber hourglass), Declined (red X). - Click View All in the card header to go to the full Bookings page. - If you have no bookings scheduled, a friendly empty-state message appears instead. 5. Open Tickets (if Tickets feature is enabled) - A small preview table of your organization's open support tickets (subject/category, requester + date raised, status). - Status shown as an icon: New or Open. - Click any row (or the arrow icon) to jump straight into that ticket's detail page. - Click View All in the card header to go to the full Support page. - If there are no open tickets, a friendly empty-state message appears instead. General Notes - Home has no separate "sub-menu" pages of its own — it's a single dashboard screen that surfaces shortcuts and previews from other sections (Bookings, Team, Support, My Account). - Everything shown reacts to your organization's enabled features and your own role — if a feature is off, or your role doesn't include it, that section/shortcut is simply hidden rather than shown disabled. - Both preview tables (Bookings, Tickets) only show a handful of the most relevant items — use View All to see the complete list with full filtering.

Last updated on Oct 08, 2026