All Articles
229 articles
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Adding Members on the Back-end
How can I sign up a member at my space? Managers can add members administratively by navigating to Manage Members > Member List > Add Member . You will want to start by typing out the email address of the member, rather than copying and pasting. If the member is already a member of the Proximity network, their information will populate and you will not be able to edit certain fields. Add a credit card…
https://docs.proximity.space/articles/how-can-i-sign-up-a-member
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Help, my doors are offline!
Troubleshooting an Offline Door: The first step is to make sure your controller has access to the internet and has power running to it. Even if your internet is working, the controller may have lost connection. If your door controller has physical access to the internet, you should see a green light (link light) flashing next to the ethernet port. If you don't see this light follow these steps. After each step, wait a few…
https://docs.proximity.space/articles/help-my-doors-are-offline
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Differences Between Meraki & RADIUS Integration
Meraki Uses a Captive Portal (this is the same technology used in Coffee Shops and Hotels but much cleaner and less intrusive) Ability to publicly post passwords to a network allowing users to access the network, but not the internet. User gets a splash page or captive portal on the device, which prompts them to register for new membership or log in to an existing one at a space. Proximity system checks to see if…
https://docs.proximity.space/articles/differences-between-meraki-radius-integration
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How to Use a Punch Pass (Space Manager Use)
When a member purchases a punch pass, they can choose to use a punch on the day of their purchase, or in the future. The member can do this from the Proximity Mobile App, laptop, or a web browser on their phone. If your Space Uses Meraki If you have Meraki Wireless Integration, the member will be prompted to use the punch when they first log on for the day through the captive portal. If…
https://docs.proximity.space/articles/how-to-use-a-punch-pass-space-manager-use
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How to use Custom Charges
Sometimes you will need to custom charge a user. From the dashboard, navigate to Manage Members/Users > Member/User List and click on the member. From the billing tab hover over Billing Actions > Create Custom Charge . Be sure to fill in all of the information. If you'd like to bill the member immediately, check the box next to Charge immediately instead of sending an invoice. This option will not be available if the member…
https://docs.proximity.space/articles/how-to-use-custom-charges
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Are Credit Cards, Debit Cards and Bank Accounts Safe With Proximity?
Proximity processes payments through Stripe , using industry standard practices and encryption to keep your data safe. In fact, your payment information is sent directly to Stripe from your browser, bypassing Proximity servers entirely. Our system and Stripe are both designed so that Proximity never needs to see your account numbers. This means that your payment information is stored and accessible only by Stripe and protected by their PCI Service Provider Level 1 security. How…
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How to Make Reservations on Behalf of Your Members
When you, as a manager, go to make a reservation, you now have the option to book it for a member in your space. And you can choose whether to waive any charges or free time associated with that reservation (fees for recurring reservations cannot be waived at this time). Using Workplace/Inventory? See Add a Reservation or Assignment for a User Create a Reservation on Behalf of your Member Navigate to the Reservations tab in…
https://docs.proximity.space/articles/how-to-make-reservations-on-behalf-of-your-members
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How can I hide a membership?
To hide a Membership from your membership page, navigate from the dashboard to Manage Members > Memberships and select the membership that you'd like to hide. Under Additional Options uncheck the "Visible" box: Keep in mind that the Join Link will allow anyone who has received that link the ability to sign up for your (now Hidden) Membership, so share it carefully. Make sure to scroll to the bottom of the page and Save Changes…
https://docs.proximity.space/articles/how-do-i-hide-a-membership-type
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Does my member automatically receive a refund when cancelling a reservation?
When a member cancels their reservation they do not automatically receive a Refund or Credit. You will be notified of the cancellation via email, and you can choose to Refund the invoice manually if you'd like, or provide a Credit. Learn More on Issuing Refund/Credit When a member cancels their reservation that was booked with Free Time before the reservation begins , their Free Time will be returned to the month in which it was…
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Member Roll
This feature is created to give you a better overview of your monthly membership dues. Navigate to Reports > Member Roll to see an overview of all of your monthly recurring charges and upcoming dates. The report also gives you a really quick overview of the value of discounts and add-ons in your space.
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Member/User Check-in (PIN codes)
Jump to Setting up PIN Code Member / User Check-in Keep track of who is in your space and when. To see check-ins, simply load your dashboard and they will be displayed at the top of your screen. Please note: Members who check-in via network access will not show in your dashboard. How to Check In Members are automatically checked in whenever they do certain things in your space: redeeming a punch pass , unlocking…
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How to pause a membership
Sometimes a member might need to take some time off from your space. Pausing the member allows you to retain all of their information while removing their key access and billing. This will remove all free time from your reservable resources and door access as well. To pause a member, navigate to Manage Members > Member List and edit the member. You can either select Pending Pause or Paused . Pending will not pause…
https://docs.proximity.space/articles/how-to-pause-a-membership
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How can I see who’s accessing my space throughout the day and after hours?
To access your Door Log , navigate to your Dashboard > Scroll down to Door Logs . From here, you can filter the door log by searching by door, member, method, or message. You can also filter by time frame and event type (i.e access granted, or access denied.)
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Where can I find member/user invoices?
You can find a specific invoice for a member by navigating to your dashboard > Manage Members/Users > Member/User List > Select the member. Select Billing . Here, you will find every invoice for that member. To manage the invoices, navigate to the Actions column and click the three dots (•••) next to the invoice or the "Manage" button.
https://docs.proximity.space/articles/where-can-i-find-member-invoices
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How can I send my member a PDF version of their invoice?
You can send your member a PDF version of their invoice by navigating to your dashboard > Manage Members > Member List > Select the member. From the Billing tab, click the three Actions dots next to the invoice > Download Invoice. From here, you can save the invoice to your computer.
https://docs.proximity.space/articles/how-can-i-send-my-member-a-pdf-version-of-their-invoice
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Edit a Reservation
Edit a Reservation Navigate to Manage Reservations/Manage Resources > Calendar > Select the reservation. From here, you can: Edit the P urpose (Meeting name) Select a R esource from the drop-down menu Select the Reservation Date Select the Start Time Select the End Time Important to Note: You will not be able to change the reservation to a date/time when there is another reservation scheduled (conflict in schedule.) When editing the time of the reservation,…
https://docs.proximity.space/articles/how-can-i-edit-or-change-a-reservation
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Where would I put extra information about a user that is important to know?
APPLIES TO: Coworking, Workplace Once you add Custom Info to a member's profile, you can then search by Custom Info in your Member List. To add Custom Info go to your dashboard > Manage Members/Users > Member/User List . Select the member, select the Custom Info tab . Edit the Info Key by adding categories such as "Food Allergy." The Value will then be the food the member is allergic to. Select Save Custom Info…
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How can my member change their payment source?
Navigate to Manage Members > Member List > search for the member > click the Billing tab > Add Credit Card When the manager adds a credit card for the member, it is automatically assigned to the member . For security reasons, managers cannot add bank accounts for members. Members can change their Payment Source by navigating to the drop-down menu to the right of their avatar in the top right corner of the…
https://docs.proximity.space/articles/how-can-my-member-change-their-payment-source
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How do I update my member's email address?
You can change a member's email address by editing their profile. Visit Manage Members > Member List , select the member's name or Edit Member in the options next to their name, and on the Manage Membership page, select Edit Profile under their email . On the Edit Profile page, scroll down to Contact Information. Edit the Email field. Scroll to the bottom of the page and select save . The member will receive an…
https://docs.proximity.space/articles/how-do-i-update-my-member-s-email-address
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Creating Custom Space Domains (Outgoing emails and portal access)
You can use your custom domain in two ways: for outgoing emails and portal access. Setting a custom domain for outgoing email allows your space to configure automatic emails sent by Proximity to come from your domain, i.e. "From: info@coworking.com." Setting a custom domain for portal access is a feature available to space operators to enable your space to allow your members to sign in to Proximity through a custom subdomain. Important Definitions Subdomain- Anything…