One Record per Member, from Signing to Exit
Each member has one record holding plan, seats, contract, payment history, bookings and open tickets. Joining, renewing and leaving are all read from that single page.
Where member details sit today
A contract may be a PDF in an email, a seat number on a floor plan in a shared drive, and payments in Tally. Complaints may be in WhatsApp and door cards with a former employee. Each is correct alone. A renewal conversation then starts with opening files.
What the member record holds
Joining and leaving
Company or individual: who is the member
Billing, access and legal notices point at different people in the same company. Getting this right at set-up avoids invoices addressed to a team lead who left.
Checks before records are moved from Excel
- Duplicate companies spelled two ways across sheets
- Members whose seat in the sheet differs from the desk they actually use
- Deposits held but missing from the old list
- Old dues that both sides agree are settled
Screens that hang off the record
Agree the evidence before signing off this part.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Company or individual: who is the member
Can you explain the balance from its original documents?
Select a partly settled example in “Company or individual: who is the member”. Ask for the invoice, allocated receipts and remaining balance to be shown together before agreeing the opening figures.
Background reading: ERPNext: outstanding invoices
Payment history
Can the same receipt be allocated without counting the money twice?
Take an unallocated amount in “Payment history” and apply it to the intended balance. Review the remaining amount and the original receipt reference together.
Background reading: ERPNext: payment allocation
Frequently asked questions
Can one record cover a company with thirty people?
Yes. The company is the member, with its plan, seats, contract and invoices, and the people who use the space are recorded under it. You bill the company.
How do we move members out of Excel?
Current members, contracts, seat allocations and unpaid invoices are imported from your sheets and checked with you line by line. Dues are agreed before the first invoice run.
Does the member see this record too?
They see their part of it. Plan, remaining room hours, invoices and their own requests show in the app, while internal notes stay with your team.
What happens to the record when a member leaves?
It stays, with the history of what they held and paid. Seats go back to the floor plan and access ends on the day the contract does.
Does it work across more than one centre?
Yes. Each centre has its own floors, rooms and members, and the owner sees every centre together from one login.
What details should we collect at joining?
Legal name, GST number if any, billing contact, authorised signatory and the names of everyone using the desks. Add identity papers if your policy asks for them.
Can a member be on hold or paused?
Ask during scoping how your centre treats pauses. Some operators end the contract and start another, others keep one with a gap, and the record should follow your practice.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements