When migrating to Spacebring, clear communication with your members is key to a smooth transition. Follow our steps below to ensure a hassle-free move for your customers.
Step 1. Announce migration to your members
To ensure a smooth transition and reduce confusion, notify your members ahead of the platform migration with a clear and informative email.
Key details to include:
Migration date and when they can expect an invitation email from the member web portal.
How will the migration affect existing subscriptions and bookings made in the previous system.
Cut-off date for using the old system.
Step 2. Prepare communication channels
Ensure the member web portal is fully set up with all communication channels before inviting members. This lets them instantly access posts and updates, helping build a sense of community beyond just bookings and payments.
Tips to get started:
Create a welcome post announcing the transition and highlighting key information about the member web portal.
Pin the post so it stays at the top for easy visibility.
Use hashtags to help members quickly find specific content through search.
By preparing content in advance, members will have all the context they need as soon as they log in, making their onboarding experience smoother and more engaging.
Step 3. Create educational guides in Spacebring
Location guides are a great way to help users navigate your space and feel more at home. They provide essential information that supports a smooth onboarding experience and daily use.
Recommended guides to include:
How to find your space (directions, access instructions)
How to become a member
Parking information
House rules (e.g. room etiquette, kitchen use, noise guidelines)
Step 4. Invite members to member web portal
To invite members to a member web portal, choose one of the recommended migration routes:
Invite all users at once for a quick transition.
Invite users gradually over a few days if you have a large number of members.
No matter which approach, set a clear deadline for inviting members. A defined timeline keeps the process organized and helps ensure a coordinated migration.
Step 5. Gift your members
Gifting helps members get comfortable with the new platform and adopt it more quickly.
You can offer:
Extra credits or day passes to encourage bookings
Trial days or discounts for first bookings
Special promotions like seasonal or member appreciation deals
Referral incentives rewarding members who invite others
Discounts on the first subscription period to enhance their experience
Step 6. Place QR codes in your space
Create QR codes for Rooms, Desks, and other key pages in the member portal, and place them around your space (e.g., reception, meeting rooms, kitchen).
This makes it easy for members to access the platform, download the app if needed, book resources, and make purchases—encouraging independent use and boosting familiarity without staff help.
