FAQs
26 articles
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Why are emails not being sent out?
The following emails can be automated if configured appropriately. Wave Tour Request won't send out if you aren't utilizing Wave. Conference Room Wifi won't send if you don't have Meraki integration or if Reservable Resource Wifi is not configured properly Conference Room Auto Cancelled won't send if you don't set conference rooms to require check-in Conference Room Pending won't send if you don't require manager approval for conference rooms It is also dependent upon…
https://docs.proximity.space/index.php/articles/when-automated-emails-are-not-sent-and-why
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How can someone become a member of my space?
The Default Membership The Community Membership is your default membership (the name of the membership can be changed, but it will be noted in blue that it is the default membership type). Anyone who registers with Proximity through your site automatically becomes a Community Member. Once they become a Community Member, they can upgrade to any other paid Membership. If their membership expires, they will be downgraded back to a Community Member. We recommend signing…
https://docs.proximity.space/index.php/articles/how-can-someone-become-a-member-of-my-space
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What is the email that is sent to all new members?
New Membership Email = Your space's welcome email to new members Customize the email that new members receive when they sign up. This is a great way to welcome them, introduce them to the specifics of your space, include any important information (like the link to your member handbook), provide them with the link to download the Proximity app, help them understand where to go to fill out their profile, etc. Customizing New Membership Email…
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How do I give door access for reservations?
To give door access with a reservation , navigate from the dashboard to M anage Reservations > R eservable Resources and select the reservable resourc e that you'd like to add door access to. Scroll down to doors and select the doors that the reserver would have access to. Keep in mind that only the person making the reservation will have door access and they will have door access 15 minutes before through 15 minutes…
https://docs.proximity.space/index.php/articles/how-do-i-give-door-access-for-reservations
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How do I require approval before giving a member door access?
If you'd like to require your approval before granting door access to reservations and members, navigate from the dashboard to M anage Doors > M anage Settings and select the door that you'd like to require approval for. Click require approval and the update button to save. You will see your pending approval requests in a new section under M anage Doors > Manage Access . AB 3/20
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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/index.php/articles/how-do-i-update-my-member-s-email-address
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Where would I put extra information about a member that is important to know?
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 > Member 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 . AB 4/21/20
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How do I change a member's billing renewal date?
You can change a member's billing renewal date by navigating to your dashboard > Manage Members > Member List. Select the member whose renewal billing date you'd like to change. Change the Renewal Date field to the end of that member's billing cycle. The new billing date will be 12am the following day. Select Save Changes . Example: If the Renewal Date is 2020-04-02, the member will be billed at 12am on April 3rd. MY…
https://docs.proximity.space/index.php/articles/how-do-i-change-a-member-s-billing-renewal-date
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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. Select Billing > Select the three dots next to the invoice > Select Download Invoice. From here, you can save the invoice to your computer. ER 3/24/20
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Where can I find member invoices?
You can find a specific invoice for a member by navigating to your dashboard > Manage Members > Member 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. ER 3/24/20
https://docs.proximity.space/index.php/articles/where-can-i-find-member-invoices
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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 > 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.) ER 3/24/20
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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. You will be notified of the cancellation via email, and you can choose to refund the invoice manually if you'd like. When a member cancels their reservation that was booked with free time before the reservation begins , their free time will be returned to them. If the reservation has already begun, they will not have their free time returned to them.
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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 box Make membership available for sign up without join link (make visible on sign up pages). Keep in mind that the sign up link will allow anyone who has it to sign up, so share it carefully. Make sure to save your changes!
https://docs.proximity.space/index.php/articles/how-do-i-hide-a-membership-type
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How do I hide the hours or address of my space?
If you are not a location-based community you can now disable the display of your address, map and directions on the home page. Additionally, you can disable the display of your hours if you are a by-appointment space or otherwise do not keep normal walk-in hours. Navigate from the dashboard to Settings > Brand and Content. Click on the Content tab. Check or uncheck the boxes that say Show Addresss and Map or Show Hours…
https://docs.proximity.space/index.php/articles/how-do-i-hide-the-hours-or-address-of-my-space
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Can I manually charge a member for an unpaid invoice?
From the dashboard, navigate to Manage Members > Member List and click on the member. From the billing tab, find the invoice, mouse over the ••• and click Manage . On the upper right side of the page, click the red button Close and select the box that says Charge for the remaining balance now. Select Close Invoice . ER 9.11.20
https://docs.proximity.space/index.php/articles/can-i-manually-charge-a-member-for-an-unpaid-invoice
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Can I bill all of my members on the first of the month?
If consolidated billing is enabled, all new memberships will be set to bill on the same day each month. Members signing up will be prorated at sign-up for partial months. ***Note: This will not affect existing members. Existing members will need to be updated and prorated manually.*** To enable consolidated billing, navigate to your dashboard > Settings > General . Under Space Options, tick the box next to Try to charge recurring bills on the…
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Can members schedule their memberships?
To enable your members to have a pending start date, navigate to your dashboard > Settings > General . Under Space Options, check the box that says Allow members to choose a date in the future to start their memberships when signing up. When members go to sign up for a membership, they will then have the option of choosing a date in the future to start that membership. The member will still be required…
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How can I add custom text to invoices?
Navigate to > Settings > Brand and Content. Select the Content tab. Scroll down to Custom Text for Invoices. This is where you can enter any information that is legally required, your space name, address, etc. Select Save . The information will show up under the space's logo on the left side of the invoice. ER 9.30.20
https://docs.proximity.space/index.php/articles/how-can-i-add-custom-text-to-invoices
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How can I set a perimeter (geofence) in which my members can access their keys?
Space managers and owners can access keys remotely from anywhere. For the safety of your space, members are limited to their access to a specific radius as defined in your door settings. To manage these settings, navigate to Manage Doors > Manage Settings > hover over the ••• to Edit the door > click on the name of the door you want to edit. First, you will need to set the latitude and longitude…
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How can I set a membership to expire?
If you want a member's membership to expire on a certain date, Navigate to Manage Members > Membership List > Select the member. Under the Membership tab, select Pending Cancellation under the Status drop-down menu. The member will be downgraded to Community Member on their next renewal date Set the renewal date in which you'd like the membership to expire. Select "Save Changes." ER 10.15.20
https://docs.proximity.space/index.php/articles/how-can-i-set-a-membership-to-expire