Coworking Software Views for Owners, Managers and Members
Owners, centre managers, the front desk and members all work from one member record. This page sets out what each of them sees and does in GullySystem’s coworking software.
One record, four ways of reading it
A coworking centre has several people working on the same member. The community manager runs the tour and signs the contract, visitors and passes go through the front desk, and totals are for the owner to read. The member books rooms and downloads invoices. All four read from one record. Nobody keeps a separate copy.
What each role sees
Where the roles meet in a month
Roles for a small centre
A small centre may have one person wearing three hats. Roles are about what a screen shows, and a person can hold several.
Staff work sits in a separate module
Front desk, housekeeping and community teams are also staff, with attendance, shifts, leave and salaries of their own. That work is managed in the staff attendance and payroll module and is read apart from member records. The two modules are used together but kept apart.
Checking each role during the demo
The demo is the time to test roles. Ask to see the screens each person would open on a normal Tuesday.
What the client decides
Which screens each person opens, and what each person may change, is settled with the space operator in the opening workshop. Centres, floors and teams are mapped before the first day. GullySystem does not decide who holds which role in your team. A small centre may have one person doing several of these parts.
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.
Month-end invoicing
Can you explain the balance from its original documents?
Select a partly settled example in “Month-end 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 or exit
What happens to existing dues when the next renewal is stopped?
For “Renewal or exit”, 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 owners see every centre together?
Yes. Owners and centre heads see occupancy, revenue billed and collected, renewals due and open enquiries across every centre.
What does a member see in the app?
Members book rooms, see remaining room hours, download invoices and raise requests. Contract details, usage and notices are also there.
Is billing visible to the front desk?
That is agreed during implementation. The desk’s day-to-day work covers bookings, visitor passes, tickets and notices, so billing screens are opened to it only where the centre wants them.
Does a member have to install an app?
No. Members can book rooms and download invoices from the app or from a browser.
Can I add a new role later?
Yes. Roles and screen access can be changed on request after go-live.
Do members see each other?
A member sees their own company’s record and notices sent to their floor. What else is visible is agreed at set-up.
Who can edit a contract?
Whoever you nominate, such as the centre manager. Each change is logged with its author and timestamp.
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