Community Glossary

Last Updated: May 26, 2023 17:51

This is a brief explanation of all terms used in the Community section in OfficeRnD's admin portal divided by subsections.

Companies
Members
Users
Opportunities
Memberships
Contracts
Fees
Bookings
Visitors

Companies

Company	An entity that is paying for a group of memberships.
Company Status	Company statuses are the result of whether there is an active membership in the company or not. For example contact, inactive, active, drop-in, pending, lead, former.
All Companies Tab	This tab includes companies of all statuses: inactive, active, drop-in, pending, lead, former.
Active	A company with at least one active membership.
Inactive	A company that has no memberships or has never consumed products.
Drop-in	A company that is an occasional user in the space and has purchased at least one one-off services. It could also be a former company that consumed one-off services after leaving the space.
Pending	A company that has a starting membership in the future. It could be either a new member or a former one that is going to restart their membership.
Former	A company that has all their memberships terminated.
Lead	A company that has open opportunities.
Label "New"	A company that has a single membership, that starts this calendar month.
Label "Upgrading"	A company with an existing membership that has a new membership starting this calendar month.
Label "Downgrading"	A company with one or several terminated memberships ending this calendar month.
Label "Leaving"	A company with all memberships ending this calendar month.
Contact Person	Those are all the people you wish to be able to change the company details and also view all data related to the company. Members with a Contact person role will also be able to buy new memberships and products on behalf of the company.
Billing Person	This is the member who will receive all invoices raised for this company.

Members

Member	A member is an individual belonging to the space via a membership.
Member Status	Member statuses are the result of whether there is an active membership or not. For example: contact, inactive, active, drop-in, pending, lead, former.
All Members Tab	This tab includes members of all statuses: contact, inactive, active, drop-in, pending, lead, former.
Contact status	A member of the community (company member or an individual) who doesn't use any of the space services and membership plans.
Drop-in	Member who is an occasional user in the space and has purchased at least one one-off services. It could also be a former member that consumed one-off services after leaving the space.
Pending	Individual who has a starting membership in the future. It could be either a new member or a former one that is going to restart their membership.
Active	Member with at least one active membership.
Former	Individual who has all their memberships terminated.
Lead	Individual who has open opportunities.
Label "New"	A member that has a single membership, that starts this calendar month.
Label "Upgrading"	A member with an existing membership that has a new membership starting this calendar month.
Label "Downgrading"	A member with one or several terminated memberships ending this calendar month.
Label "Leaving"	A member with all memberships ending this calendar month.
User Permissions	User Permissions give users different levels of access depending on the teammate role they have in OfficeRnD. The default roles are Viewer, Reception, Center Manager, Owner.
Tag	Tags are often used to add skills or industry to members' or companies' profiles.

One step further:

Member/Company Statuses and Labels

Users

User

A user is someone who has accessed the platform by logging into the Members' Portal. Member portal users have different abilities depending on the user role they have in OfficeRnD.

As you may have noticed, there are two separate sections called Members and Users. Wondering what is the difference between a user and a member? For further information here.

Opportunities

Opportunities	Opportunities represent past or pending deals for a company or a member that you want to work and/or track. In other words, opportunities are people or accounts that have been qualified. You’ve called these contacts and talked about their needs. You’ve assessed their fit.
Deal size	This is the revenue you expect to win from the opportunity.
Company size	The number of new members you would get from the opportunity.
Lead	Individual who has open opportunities.

Opportunities article here.

Memberships

Membership	Memberships are your members' subscription to a billing plan. It assigns a billing plan you’ve already set up to a specific member or company.
Membership Status	Membership statuses are related to the current state of the subscription. For example: pending, active, terminated.
Active	This status is assigned when a member or a company has an available membership in the current period.
Pending	Status assigned to memberships that will start in the future.
Terminated	Status assigned to memberships that are expired.
Dedicated Desk	Fixed membership for full-time members. Assignable to a dedicated desk on the floorplan.
Hot Desk	Flexible membership for part-time or full-time members. Not assignable to a specific desk.
Private Office	Fixed membership for full-time office rent.
Service	Other memberships like Virtual Office and etc.
Location	Set the location of the membership.
Plan	Select the billing plan that will control the amenities, default price, default deposit amount, allocated credits and day passes that will be included in the memberships.
Resource	Select a resource (such as an office or a desk) to which to assign the membership.
Name	By default, the name of the plan is applied to the membership as well. If a resource is chosen the name of the resource is appended to the name.
Price	By default, the price of the plan is applied to the membership as well. You can change the price by applying a discount to decrease it.
Select Discount	Select a discount to decrease the default price of the plan for the duration of the membership. The selected discount is displayed on the monthly invoices.
Setup fees	Select which of the default plan setup fees and deposits should be applied to the membership.
Member	Assign a member to the membership if you want to distribute memberships in a certain company to specific members.
StartDate	Set the start date of the membership to define when the member and the membership should become active.
EndDate	Set the end date of the membership to define when the membership becomes terminated and the member former.

Contracts

Contract	Contracts are written agreements that are legally binding.
Membership Agreement	The membership agreement is a contract type and it's preferred by admins because it's more flexible in comparison to the other contract types. This enables more flexibility around upgrading, changing, and downgrading memberships without breaking the contract terms and conditions. The contract type specifies the following details: - Start of the contract. - The number of members/seats/memberships. - Type of memberships. - Applied discounts. - General T&Cs, including Termination & Break clauses, and so on.
License Agreement	License Agreement is more structured around the exact office that is provided to the customer. Usually, the license agreement specifies the following details: - Period and length of the contract. - The name, location, and the number of offices. - Additional services. - Applied discounts. - General T&Cs, including Termination & Break clauses, and so on.
Lease Agreement	License Agreement is more structured around the exact office that is provided to the customer.

Contracts article here.

Fees

All Fees	Here you can see all types of one-off fees - bookings, deposits, eCommerce products.
Not Paid	In this tab, you can see all fees marked as "Not Paid".
Waived	You can mark any "Not Paid" fee as waived, which will prevent the system from invoicing it or including it in any records, but at the same time, you will be able to see it and have it mind in the future.
Invoiced	This indicates that the fee is a line item in an invoice.
Awaiting Approval	In this tab, you can find all one-off fees that were purchased by the members and need to be approved by an admin.
Refundable	When adding a fee you can choose the option "Refundable". When this option is checked, the one-off fee is automatically added as amount to the default revenue account for deposits (Settings/Billing/Accounts).
Refunded	Most of the time this label is related to deposits. When a company or member leaves the space they can be refunded their initial deposit. When a deposit is refunded this label is going to show up next to the deposit fee.
Personal	Personal fees give you a good way to separate a Company's billing from that of their Members when needed. The Personal Fees will show up on both the Member's and Company's profile page with a "Personal" label.
In Advance	When adding a fee you can choose the option "Bill in Advance". When this option is checked, the one-off fee will be invoiced with the first automatically created invoice even if it is issued before the date of purchase of the one-off fee.
Paid	This label indicates that the fee is marked as "Paid".

Bookings

Booking Credits	Booking credits enable members to book a limited number of hours in your meeting rooms.1 booking credit equals 1 hour of booking.
Coins	Coins are a type of credit, which unlike booking credits have actual monetary value, i.e they correspond to a specific amount of money - one coin is equal to one amount of currency (the currency depends on what's chosen as a default currency for the organization, e.g US dollar).
Printing Credits	Printing Credits offer a free printing allowance to the members of a coworking space. You can now grant members a number of coins that would be automatically used to cover the price of printing fees.

For further information:

Visitors

Visitor

The visitor is a guest to a member or a company in your space. The visitors can be potential clients, interviewees, salespeople, and many more. The visitors can be added from the admin side only when the creator of the booking is a Member, when the creator is a company the field "Add Guests" will be grayed out.