Member Onboarding Run for New Coworking Contracts
One joining run allocates the seats, creates app logins, grants entry and sets up the first invoice. Anything still pending stays visible on the record until it is done.
What has to happen after signing
When a company signs for eight people, several tasks follow. Desks must be marked on the plan, entry cards issued, Wi-Fi details sent and the first invoice prepared. Each is done by a different person. The joining run puts them on one list. Guides for community managers treat the first days as the point where a member decides whether the centre is well run. Little failures, such as a card that does not open the cabin, are remembered for months.
What the joining run does
What stays visible until it is done
The first week, as operators describe it
Guides for community managers describe a day-one welcome and a check-in about a week later, framed as a chat. Churn risk is highest early, so these two touches matter more than any later campaign.
What to decide before you automate it
- Which papers are mandatory before access is switched on
- Who hands over cards and who signs the handover note
- Whether a deposit must clear before the seats go live
- What happens when a team arrives earlier than the contract date
Either side of joining
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.
First invoice set up
Can you explain the balance from its original documents?
Select a partly settled example in “First invoice set up”. Ask for the invoice, allocated receipts and remaining balance to be shown together before agreeing the opening figures.
Background reading: ERPNext: outstanding invoices
What stays visible until it is done
Can an ordinary account reach a record outside its allowed scope?
For “What stays visible until it is done”, agree two accounts with different permissions and test direct requests. Record the expected refusal and include exported or downloaded data in the assessment.
Background reading: OWASP: authorisation checks
Frequently asked questions
How long does joining take once a contract is signed?
The records are created in one step. Collecting papers, printing cards and receiving the deposit take as long as they always did, and depend on your staff and the member.
Can a member add people themselves later?
Yes, from the app, within the seats on their plan. A team growing from eight to ten shows as a seat change, and the invoice follows it.
Do we have to collect documents before they start?
That is your decision. The pending list stays open and visible either way, so a missing GST certificate is not forgotten.
Is a day pass onboarded the same way?
No. A day pass is a booking with a payment and not a joining run. The run is for anyone taking a desk or a cabin on a term.
What should a welcome message contain?
Wi-Fi details, house rules, meeting-room hours, printing arrangements and a named person to ask. Keep it to one screen.
What if a member joins before the deposit arrives?
Your policy decides. The pending list shows the open deposit, so the manager sees it daily and nobody forgets.
Can we change the steps in the joining run?
Yes, at scoping. Centres add a step for key handover or a locker, and drop steps they never use.
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