Membership Plans, Seats and Included Room Hours
A membership plan sets the seat a member gets, the room hours that come with it and what they are billed. The plan is the first record you set up, and other screens read from it.
One plan, three consequences
Selling a five-desk corporate package has three results at once. Five seats leave the floor plan, a set of meeting-room hours becomes the member’s, and an invoice of a known amount falls due. When the rate card and the seat sheet are separate, they can drift apart.
Plan types
When a plan changes
Designing included hours and credits
Operators give each plan a monthly allowance of room time. Vendor guides describe credits that cost more for a bigger room, and caps that stop one member using every evening slot.
Questions to answer before mapping your plans
- Which plans exist today but are never advertised
- Which discounts are standard and which are one-off deals
- Whether lock-in periods differ by plan
- How GST appears for each plan on the invoice
What the plan feeds
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.
Billing and invoicing
Can you explain the balance from its original documents?
Select a partly settled example in “Billing and invoicing”. Ask for the invoice, allocated receipts and remaining balance to be shown together before agreeing the opening figures.
Background reading: ERPNext: outstanding invoices
Renewal terms
What happens to existing dues when the next renewal is stopped?
For “Renewal terms”, test a cancellation near the renewal date. Agree the last service period and how any existing balance is handled before recurring work starts.
Background reading: ERPNext: recurring billing
Frequently asked questions
Can we set up our own plan types?
Yes. Day passes, hot desks, dedicated desks, cabins and corporate packages are all plans, and each carries its own price, seat rule and included room hours. Your list is mapped before go-live.
What happens when a member upgrades mid-term?
Seats, included hours and price move together on the member record, and the next invoice reflects the change. The earlier plan stays in the history.
Do included meeting-room hours differ by plan?
Yes. A cabin plan can carry more hours than a hot desk. Bookings count down from whatever the plan states, and hours beyond it are billed.
Can two centres have different prices for the same kind of seat?
Yes. Each centre has its own plan list, mapped before go-live, and the owner still reads every centre together afterwards. Rates are yours to set.
Is this the same as member management?
No. Plans are what you sell, and member management holds who bought it. The member record carries the person, their seat, contract and payments.
Should we offer many plans or a few?
Fewer is easier to sell and to bill. Start with the plans that account for most of your seats, and add special cases only when several members ask.
Can a custom deal sit outside the standard plans?
A negotiated rate can be held on the member’s contract. Keep these few, since each one has to be remembered at renewal.
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