Spacebring offers a streamlined system for listing offices, processing rental applications from potential tenants, automating rental payments, and tracking office occupancy. Follow this guide to effectively manage your office leases.
Prerequisites
1. Set up offices
Add all offices to the Offices page with public visibility.
Include key information, such as price, size, and amenities, in each office description.
Integrate the Offices page with your marketing site so potential tenants can easily explore available offices and submit applications.
2. Enable office applications
To allow potential tenants to apply for available offices:
Set the Support page visibility to "Public" so applicants can see administrators' responses.
The Support module is available on specific plans. If your plan doesn't include it, simply add a link for booking an office tour or contacting an administrator in the office description.
How users view and apply for offices
From your tenant's perspective, the process is straightforward:
They browse available offices on the Offices page in the member web portal or mobile app.
Entirely assigned offices do not appear on the Offices page. Offices with some seats assigned display the number of available seats. Offices with all seats assigned are labeled as "Fully occupied."
2. When interested, they select an office and click Contact.
3. Type any additional questions or requirements, if necessary, and press Submit.
The number of applications and offices one user can apply to is unlimited.
Receive and manage office applications
Once a new customer applies for an office:
Administrators receive the application as a new ticket on the Support > Tickets page.
To avoid missing office applications, enable notifications for new support tickets.
Communicate with the requester in ticket comments
Negotiate the price and answer questions
Share additional office photos
Arrange an office tour.
3. If a user confirms their decision to rent:
Click on their name or photo and press
Inviteto add them as a member.If the tenant is a company with several employees, create a company and add other company members, or ask the user to invite their colleagues.
Attach the signed rental contract in the "Attachments" of their profile.
Set up rental payments
Once the rental is confirmed, create a recurring subscription for the customer to handle rental payments automatically:
Cycle: Choose the payment frequency (e.g. "Month", "3 months", "6 months", or "Year").
Start date and End renewal: Set the dates of the contract term. You can edit or remove the end date if the contract is extended.
Subscription items: Set the rental price and any other perks the customer should receive (e.g., credits or discounts). If the customer rents more than one office, add several subscription items for each office.
Assignments: Choose the office the customer is renting in the "Assignments" section. Assign the entire office or the required number of seats.
Result:
Once the subscription is set up, the company manager will automatically receive and pay invoices for the office rental.
If the entire office is assigned, it becomes unavailable for rent, and other users will no longer see it on the Offices page. If a few seats are assigned, the office will remain available for applications and will show the remaining number of available seats.
Tips
If you have offices of similar sizes, prices, and conditions (e.g., small, medium, or large offices), create plans for each office type with "Sign up" disabled. This way, the plans will be only visible to administrators and can be used as templates when setting up subscriptions for new tenants.
To offer a discount for an initial rental period, apply a coupon to the customer's subscription.
Track office occupancy
To monitor office occupancy, go to Analytics > Occupancy:
View all office rentals on a timeline showing subscription terms and the customer who rents it.
Partially assigned offices show a narrower bar with the number of seats taken.
Use the date picker to check office availability for a specific period.
If you have the Floor Plans add-on, choose "Floors" to track office occupancy visually on the floor plan.
You can also check the availability of each office directly on the Resources > Offices page.
FAQs
Why do users need to apply for an office instead of booking it?
Why do users need to apply for an office instead of booking it?
Signing up for an office is a more complicated process than booking a room or desk since it requires taking a tour, signing the contract, or offering special conditions to the price. Therefore, Spacebring allows users to contact the administrator regarding the office they are interested in. This way, the administrator can onboard the new customer by themselves after the contract is signed.
How can I make an office reservation for a long period of time?
How can I make an office reservation for a long period of time?
To make an office reservation for a long period of time, you can simply assign this entire office, one or a few seats in it, to the necessary customer.
How do members pay for the office?
How do members pay for the office?
Your companies and individual members can conveniently pay for the office rental through a subscription. For this, the administrator needs to set up rental payments.