All Articles
229 articles
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Book a Reservation on a Web Browser (Member Use)
Book a Reservation Navigate to Reservations at the top of the page and select the Reservable Resource category (or All Categories .) On the next screen, select Book Now . From here, you'll be able to select the day of your Reservation using the small calendar icon located to the left of the date or by using the arrows to the right of the date. Once you've selected a date, you can choose your Reservable…
https://docs.proximity.space/articles/book-a-reservation-on-a-web-browser-member-use
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Emails to Space Operators
Emails to space operators are automatically triggered. These emails are sent to any operator of your space with Space Manager checked on their account. If you do not wish to receive these emails, you will want to make sure only Space Owner is checked on your account. Emails sent to Space Managers and when they are triggered: Membership Payment Failure When a member's payment has failed [[member_name]] has cancelled their membership When a member has…
https://docs.proximity.space/articles/emails-to-space-operators
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Billing-Only Members (Accounts Payable)
We now support Billing-Only (or accounts payable) members on a shared membership . The billing-only member will need to be the "parent member" of a Shared Membership. First, you'll need to make sure the member's Membership Type is allowed to be shared by multiple members (Manage Members --> Memberships). Next, you can add the additional "child" members to this "parent member" by going to the Shared Memberships tab on the parents' account. Please note, the…
https://docs.proximity.space/articles/billing-only-members-accounts-payable
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Void, Close, or Collect Payment on Open Invoice
If an invoice has been left open as unpaid, the member has the option of paying the invoice on their end. Or as a space operator, you can choose to close the invoice, void the invoice, or bill the member's default payment source for the invoice. You also have the option of taking an offline payment for an open invoice, such as a check or cash. Void, Collect Payment, or Close an Open/Unpaid Invoice Navigate…
https://docs.proximity.space/articles/void-close-or-collect-payment-on-open-invoice
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Cancel my Membership
To cancel your membership, log in to your account and navigate to the drop-down menu next to your avatar located in the top right-hand corner of the page and select My Memberships. Here, you will see all of your Proximity Network memberships and you can easily cancel by selecting Cancel in red to the right of your membership. You'll be directed to a page that will ask you if you are sure you'd like to…
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Change my Payment Source (Member Use)
Add a Payment Source You can add a Payment Source by navigating to the avatar drop-down menu on the top right side of the page. Simply click " Payment Sources" and from the new page, click Add Bank Account or Add Credit Card. If you hover over Add Bank Account you can choose to add your ACH information manually or instantly. ACH Bank Account If you choose to add your bank account manually,…
https://docs.proximity.space/articles/change-my-payment-source-member-use
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Change my Password
Change Password Once logged in, change your password by first selecting your avatar. Select My Profile Select Edit Profile Scroll down to Update Password Forgot Password If you forgot your password, you can easily reset it. Select Forgot Password on the Log In page to have a password reset link sent to your email. You can also ask the Space Manager to reset your password for you!
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How to Edit Space Info (on the map and mobile app)
When potential members try to find your space using the Proximity map, they'll be able to see your Space Info as also seen on the Welcome Message on the front page of your site. From the dashboard, navigate to Settings > Brand and Content. Under the Content tab, navigate to "Wifi Information." Your Welcome Message will also be your space info on the map.
https://docs.proximity.space/articles/how-to-edit-space-info-on-the-app
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Reservable Resources Report
Navigate to Reports > Reservable Resources This report includes graphs displaying: Revenue by Resource for the previous 6 months (Line graph) Resource-specific graphs including a calculated % of bookings that have been paid Breakdown of paid and free time by member (in minutes), by resource For a better breakdown of revenue by sub-account navigate to Reports > Revenue . More info here.
https://docs.proximity.space/articles/reservable-resources-report
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User Invoices
This report gives an overview of daily revenues and a list of invoices and line items. This is not an accounting report and should not be used for reconciliation as some line items may be accounted for in the wrong month (e.g. an invoice paid in June that was refunded in July would be accounted for entirely in June). For proper reconciliation, please refer to the Ledger Export, Revenue Report, and Reconciliation Report. Navigate to…
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Deposit Reconciliation
Using this report, you'll be able to see your gross revenue from the current period, adjusted gross revenue, net revenue, and then the total deposits from the current period. Navigate to Reports > R econciliation . Because accrual accounting records revenue when a customer is invoiced, all of the revenue for a given period may not actually be collected until a later period. This creates a timing difference. There are often other adjustments that can…
https://docs.proximity.space/articles/deposit-reconciliation
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Accounting Ledger Export
Use the ledger of accounts to track transactions, fees, refunds, and all other financial exchanges. This data can be imported into accounting software and mapped to your chart of accounts, or it can be used to build graphs and models that we haven't even dreamed up yet. There's a lot of data there, so if you don't know what to do with it, your accountant probably does. Click here for an article on how to…
https://docs.proximity.space/articles/accounting-ledger-export
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Revenue Report
Where is my revenue derived from? View your revenue split out by account, category, and item. Navigate to Reports > Revenue Please note: Gross revenue shows revenue before deductions. To see adjusted gross income, download the report as a CSV. The purpose of this report is to provide you with greater detail on the makeup of your revenue. This can generally be used in two ways: To help you record revenue on your financials with…
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A/R (Accounts Receivable) Aging Report
Whenever an invoice is created/a customer is billed, the balance due initially goes into an account called Accounts Receivable. When the funds are collected, the amount comes out of Accounts Receivable and goes into your Stripe account (and eventually bank). At any given point in time, Accounts Receivable should tell you the dollar amount of unpaid invoices that are due to you. Navigate to Reports > A/R Aging Report This report will tell you who…
https://docs.proximity.space/articles/a-r-accounts-receivable-aging-report
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Check-Ins
You can download a report of who was in your space by navigating to Reports > Check-ins . Members are automatically checked in whenever they do certain things in your space: redeeming a punch pass , unlocking a door , and checking in for a resource reservation . "Here Today" If you navigate to your Dashboard , you can see a list of members who have visited your space today. If you hover over their…
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Charging Sign-up Fees & Deposits on Memberships
Any Membership/User Group can require a sign-up fee and/or a deposit when a member purchases their membership. The fees collected are transferred to you in the same way that your normal membership charges are. Proximity keeps track of the deposits you've received so that you know what you need to return to a member. You can also add deductions to a deposit and record any portions you have returned directly on the member's edit membership…
https://docs.proximity.space/articles/how-to-set-up-a-sign-up-fee-and-or-deposit-for-a-membership
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Billing & Changes for Members/Users
Made a change mid-Renewal Date cycle and need to bill your member? Skip to section Recurring Memberships: The system will automatically bill the member on their Re newal Date . Their payment will process around the same time of day each month. Billing for members is spread out throughout the day. Example: All members with a Renewal Date of 3/15 will be billed between 12:01am and 11:59pm on the 15th. The system will automatically…
https://docs.proximity.space/articles/how-does-billing-work-for-members
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Manual Vs. Instant Bank Account Verification
If a member wants to add a bank account, to their account they will need to do so themselves by navigating to their avatar drop-down menu on the right side of the page when they login > Payment Sources > Hover over the arrow next to Add Bank Account and select Add Manually or Add Instantly. If the member uses their online bank account, verification for ACH will be instant. If the member didn't use…
https://docs.proximity.space/articles/manual-vs-instant-bank-account-verification
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Finding Your Latitude & Longitude
In order to prevent members from accessing our doors remotely, you'll need to set the latitude and longitude for each door. ( More info on setting your geofence to prohibit remote access .) These coordinates can end up being different than your space's coordinates. To find the exact coordinates of each door we recommend using Google Maps on a cellular device. Make sure location settings are turned on. Open google maps. Touch and hold a…
https://docs.proximity.space/articles/finding-your-latitude-longitude
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System Notes and How to Read Them
Within the system there are a few places where you can V iew Notes . These notes will show you changes made by users, admins and the system. Reading System Notes The most prominent place you'll see these notes are on member's/user's accounts. ( Manage Members/Users > Member/User Lis t > Select the member. Notes are on the right side of the page.) The notes will always go in order from newest to oldest, so…
https://docs.proximity.space/articles/system-notes-and-how-to-read-them