Managed Offices and Private Cabins on Flexible Terms
The module manages managed offices and private cabins let on flexible terms. It covers contracts, mid-term changes, room bookings and monthly invoices for operators who may never use the word coworking.
Cabins, terms and changes
A managed office deal is a floor plate, a fit-out, a term and a rent, and parts of it change during the year. A tenant adds people. A cabin is split in two. Spreadsheets struggle to follow these changes for long.
What flexible workspace management software tracks
Licence or lease, and why the record should say which
Flex operators grant occupiers a licence and not a lease, with shorter terms and no automatic right to renew. A licence can drift into a lease if the occupier gets exclusive possession. That is a legal question for your lawyer. The software only needs to hold the agreement you signed.
Operators this suits
The records are the same whatever the operator calls the business. Only the wording of the plans changes.
Mid-term changes a managed office will see
Changes during a term are the norm, not the exception. Plan how each is recorded before it happens.
Related screens
- Cabin, desk and day-pass plans: each plan with its price, seats and included room hours.
- Contracts and renewals: term, deposit, lock-in and notice, with alerts before the end.
- Billing and invoicing: monthly invoices built from the agreement and any changes.
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.
Renewal alerts
What happens to existing dues when the next renewal is stopped?
For “Renewal alerts”, 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
Related screens
Can you explain the balance from its original documents?
Select a partly settled example in “Related screens”. Ask for the invoice, allocated receipts and remaining balance to be shown together before agreeing the opening figures.
Background reading: ERPNext: outstanding invoices
Frequently asked questions
We run managed offices, not coworking. Does that matter?
Not much. The records are the same: a company, a cabin, a term, an invoice and doors that should open. Your plans are mapped in your own terms before go-live.
Can two tenants on one floor sit on different terms?
Yes. Lock-in, notice, escalation and deposit are set on each contract.
What happens when a tenant grows mid-term?
The extra desks go on the record from the date agreed, and the next invoice carries them.
Do our tenants have to use the member app?
No. Some tenants have staff book rooms in the app, and others route everything through your front desk.
What is the difference between managed and serviced offices?
In broad terms, a managed office is fitted out and run for one company, with a longer term. A serviced office is shared furniture on short terms. The software holds either.
Can a tenant split one cabin into two?
Yes. The cabin is re-mapped into two units from an agreed date, and each can carry its own plan and invoice.
Does it handle security deposits?
The deposit amount and its refund terms are held on the contract. The refund itself is paid through your bank.
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