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Admin Panel

The Admin (Superadmin) Panel is the global command center for the Ofis Square platform. While Community Managers handle day-to-day operations for a single building, the Admin Panel provides ultimate oversight across all locations, financial data, third-party integrations, and complex enterprise contract approvals.

Routes, labels, and permission gates on this page are verified against the current Superadmin frontend. Background jobs, notification delivery, Zoho or Matrix side effects, exact automation timing, and backend status transitions require confirmation against the backend before they are treated as an operational guarantee.

Core Operations

  • Name
    Sales & CRM
    Description

    Manage the entire client lifecycle — from Leads and Onboarding to Contracts and Pending Migrations. This module tracks all active Clients and individual Members.

  • Name
    Inventory Management
    Description

    Comprehensive control over physical assets. Configure Buildings, Cabins, Meeting Rooms, and Common Areas across all locations.

  • Name
    Booking Oversight
    Description

    A centralized view of all workspace activity, including Day Pass entries and Meeting Room Bookings across the entire platform.

Administrative Control

  • Name
    Billing & Finance
    Description

    Global financial oversight. Generate and track Estimates, Invoices, and Payments, ensuring all revenue streams are synchronized with accounting software.

  • Name
    WiFi & Physical Access
    Description

    Deep integration management for platform infrastructure. Provision WiFi credentials and manage floor Access through dedicated Matrix hardware integrations.

  • Name
    Operations & Support
    Description

    The ultimate management layer for Staff Users, Community Events, and the global Support Ticket system. Manage Notification Templates and audit system health via Activity & API Logs.

Current Modules & Permission-Based Access

The Admin Panel does not expose the same menu to every administrator. Each area is displayed only when the signed-in user has the required permission. System administrators can see all standard modules, while other roles receive a permission-scoped landing route.

Reporting & Operations

  • Dashboard and Home provide reporting summaries to users with report access.
  • Reports provides the current reporting workspace; the older revenue URL redirects here.
  • Events, Tickets, Lead Owners, and Notification Templates sit under Operations.
  • Activity Logs and API Logs require system-administration access.

Expanded Billing

  • Items is the current service/item catalog; legacy service URLs redirect here.
  • Add-ons manages reusable contract add-on definitions and commercial values.
  • Credit Notes provides list and detail screens protected by credit-note read access.
  • Payments, Security Deposits, Estimates, Invoices, and Monthly PI Drafts remain separate workflows.

Dashboard & Reports

Review the dashboard

  1. Open Dashboard or Home from the left navigation.
  2. Confirm the reporting period and any building context shown by the page.
  3. Review each summary card before using its value operationally.
  4. Follow an available card or table link to inspect the underlying records.
  5. Refresh the page after changing the reporting context.
  6. If a report is unavailable, confirm that the account has report-read permission.

Export a report

  1. Open Reports. The legacy revenue-report URL redirects to this workspace.
  2. Find the required report card and select its export action.
  3. Complete the report-specific filters shown in the dialog, such as date range, building, status, or entity.
  4. Check that the start date is not after the end date.
  5. Select Download CSV.
  6. Open the downloaded file and confirm that its filters and reporting period match the request before distributing it.
  7. Use Reset to clear the dialog filters before producing a different report.

Billing Module Procedures

Create or update an Item

Items are the billable catalog used by invoices and supported service workflows.

  1. Open Billing → Items.
  2. Search by item name, SKU, service code, or Zoho Item ID to prevent duplicates.
  3. Select Add Item, or select Edit on an existing row.
  4. When adding, search the active Zoho Books item list and choose the intended source item.
  5. Review the populated name, SKU, rate, Zoho mapping, and service code.
  6. Enable extended-hours eligibility only when the item is an hourly service that should appear in that workflow.
  7. Set the active state and save.
  8. Find the item in the list and confirm its rate, mapping, eligibility, and status.

Add a contract add-on

  1. Open Billing → Add-ons and select Add Add-on.
  2. Search for the client that owns the contract.
  3. Select the client, then select one of that client's active contracts.
  4. Enter the add-on description and choose whether the charge is recurring or one-time.
  5. Enter the commercial value, dates, tax information, and attachments requested by the editor.
  6. Review the contract and building before saving.
  7. Find the add-on in the list and confirm its status.
  8. Use Edit only while the row is editable; use Deactivate when the charge must stop without deleting its history.

Prepare an Estimate

  1. Open Billing → Estimates.
  2. Search for an existing estimate before creating another for the same period or purpose.
  3. Select the create action when pro-forma-create permission is available.
  4. Select the client and verify the billing identity, GST treatment, place of supply, and building information returned by the form.
  5. Add the required Items, descriptions, quantities, rates, discounts, and taxes.
  6. Review the subtotal, tax, total, due information, and notes.
  7. Save the estimate.
  8. Open its detail page to review its current status and available next actions.
  9. If editing is allowed, make the correction and verify the recalculated totals before saving.

Generate Monthly PI Drafts

  1. Open Billing → Monthly PI Drafts.
  2. Confirm that the account has both pro-forma-create and pro-forma-read permissions.
  3. Complete the Setup controls for the target billing period and scope.
  4. Run the dry-run preview before generating any records.
  5. Review the preview totals, included clients, exclusions, warnings, and validation failures.
  6. Correct source data instead of proceeding with unexpected values.
  7. Run the final generation action only when the preview is correct.
  8. Open Estimates and verify a sample of the generated drafts.

Review an Invoice and linked Credit Notes

  1. Open Billing → Invoices and locate the invoice with search or filters.
  2. Open the invoice detail.
  3. Verify the client, period, Items, subtotal, taxes, total, payments, balance, and status.
  4. Review any Linked Credit Notes shown on the invoice.
  5. Open a linked credit note to inspect its original invoice reference, line values, gross total, remaining credit, status, and synchronization information.
  6. Return to the invoice and confirm that its displayed balance reflects the visible records.

Review and synchronize Credit Notes

  1. Open Billing → Credit Notes.
  2. Search by credit-note or related client/invoice information.
  3. Open the required credit note and verify the reversal details.
  4. If a row is failed or still at the Zoho-created stage and Retry is offered, review the record before retrying.
  5. Use the synchronization action to retrieve its latest external status when appropriate.
  6. Reopen the detail and confirm the resulting status and remaining credit.

Record a Payment

  1. Open Billing → Payments and select the new-payment action.
  2. Select the client and review the unpaid invoices returned for that client.
  3. Enter the payment date, mode, reference, account, and amount required by the form.
  4. Allocate the amount across the intended invoices.
  5. When TDS applies, enter the withheld amount against the appropriate invoice and verify the effective settlement displayed by the form.
  6. Review any unallocated or unused amount before submission.
  7. Save the payment.
  8. Open its detail page and verify the allocations, total, and synchronization status.

Review Security Deposits

  1. Open Billing → Security Deposits.
  2. Search for the client or contract.
  3. Compare the agreed, recorded, applied, or refundable information displayed by the row.
  4. Open the related client, contract, payment, or Exit Case when more context is required.
  5. Do not adjust a deposit from unrelated invoice-payment controls.

Items, forms, visible totals, statuses, retry controls, and navigation are frontend-verified. Zoho creation, synchronization results, payment settlement, accounting treatment, and generated-document delivery require backend verification.

CRM & Contract Module Procedures

Review a Lead

  1. Open CRM → Leads.
  2. Search or filter the list to find the lead.
  3. Open the detail page and review contact, company, purpose, requirement, and status information returned by the frontend.
  4. Follow the available action for the lead's current state and your permission.
  5. Save any permitted change and verify the updated state in the list.

Start client onboarding

  1. Open CRM → Onboarding.
  2. Enter the client identity, company, primary contact, billing address, and shipping address requested by the flow.
  3. Upload or record the required documents indicated by Document Entities.
  4. Review the collected data before continuing to Commercials.
  5. Save each step before leaving the workflow.
  6. Open Clients after submission and verify that the client record exists.

Review Pending Migrations

  1. Open CRM → Pending Migrations.
  2. Find the incomplete migration by client or captured identifier.
  3. Open it and identify the step or validation that is still pending.
  4. Correct or complete only the fields presented by the migration wizard.
  5. Continue through the remaining steps and submit.
  6. Confirm that the migration no longer appears as pending and that the client can be found in Clients.

Review or edit a Client

  1. Open CRM → Clients.
  2. Search for the company and open its detail.
  3. Review the profile and the related tabs returned to your permission, including contracts, members, billing, or Extended Hours where present.
  4. Select Edit only when client-update access is available.
  5. Change the intended fields, review addresses and tax identity carefully, and save.
  6. Reopen the record to verify the change.

Create or update a Member

  1. Open CRM → Members.
  2. Search by member or client before creating a new record.
  3. Select Create Member when member-create access is available.
  4. Select the owning client and enter the identity and contact fields required by the form.
  5. Save the member and verify it in the list.
  6. To correct a member, open Edit, change only the required fields, save, and recheck the record.
  7. Manage WiFi, Matrix, and RFID access in their dedicated access workflows.

Prepare and manage a Contract

  1. Open CRM → Contracts.
  2. Search for an existing contract for the client and location.
  3. Select the sales-create action to begin new Commercials when permitted.
  4. Complete the space, financial, date, notice, lock-in, parking, escalation, renewal, service, business-hours, and tax terms presented by the form.
  5. Save or submit according to the action available to the current role.
  6. Open the contract detail to review its current state and required next action.
  7. Use the role-specific edit, review, document, approval, or management action shown.
  8. Reopen the contract after each handoff and confirm the new visible status.

The detailed onboarding and contract sequence is documented later on this page.

Booking Oversight Procedures

Review Day Pass bookings

  1. Open Bookings → Day Pass.
  2. Use the available building, date, user, payment, or status controls to narrow the list.
  3. Open or inspect the required booking.
  4. Verify the user, quantity, allocation/use information, payment, and current status shown.
  5. Use only the state-specific action exposed by the frontend.
  6. Return to the list and confirm the result.

Review Meeting Room bookings

  1. Open Bookings → Meeting Rooms.
  2. Filter the list by the available building, date, room, user, payment, or status controls.
  3. Open or inspect the reservation.
  4. Confirm room, date, time, attendee/user, amount, payment, and booking state.
  5. Follow the action exposed for that state and permission.
  6. Recheck the list after the operation.

Operations Module Procedures

Manage an Event

  1. Open Operations → Events.
  2. Search the event list before creating a duplicate.
  3. Select Create Event, complete the details, timing, RSVP cutoff, capacity, location, media, and speaker fields offered by the form.
  4. Save as draft or publish using the available action.
  5. To make a correction, open Edit, save the change, and verify it in the list.
  6. Open the RSVP page to review registrations.

Manage a Ticket

  1. Open Operations → Tickets.
  2. Search and filter to locate the ticket.
  3. Open it and review the requester, category, description, location, attachments, and status.
  4. Create a new ticket or edit the current ticket only when the corresponding action is available.
  5. Record the assignee, progress, resolution, and status information required by the form.
  6. Save and confirm the updated state in the ticket list.

Manage Lead Owners

  1. Open Operations → Lead Owners.
  2. Search by name, email, phone, or identifier.
  3. Select the create action to add a lead owner, or open an existing row to edit it.
  4. Enter or correct the identity and contact information required by the dialog.
  5. Set the active state shown by the form and save.
  6. Verify the owner in the list before expecting it to be available to lead assignment.

Manage Notification Templates

  1. Open Operations → Notification Templates.
  2. Search by template key, name, or description.
  3. Open a template and review its channel, subject, body, variables, and active state.
  4. Create or edit a template only when the system-administration action is visible.
  5. Preserve required variable placeholders while editing the content.
  6. Save the template and reopen it to verify the stored content.
  7. Test actual delivery only in an approved environment; the editor alone does not confirm delivery.

Manage Cabin Categories

  1. Open Inventory → Cabins → Cabin Categories.
  2. Search the category list to prevent a duplicate.
  3. Select the create action and enter the category name and description.
  4. Save and verify the category in the list.
  5. Use the row action to edit or change its active state when permitted.
  6. Check affected cabin forms before assuming the category is available everywhere.

Create an Access Policy

  1. Open Access → Access Policies.
  2. Search existing policies before adding another.
  3. Select Create Policy.
  4. Enter the policy identity, scope, schedule, and access configuration shown by the form.
  5. Review every linked location or device before saving.
  6. Save the policy and verify its status in the list.
  7. Edit or delete a policy only after confirming that it is not required by an active access workflow.

Review an Extended Hours request

  1. Open a Client and select its Extended Hours tab when available, or follow an Extended Hours request link to its detail route.
  2. Review the service date, requested time, service lines, rate snapshot, rounded hours, billing mode, amount, and current status displayed.
  3. Follow only the review or status action exposed to the current role.
  4. Manage the reusable billable service in Billing → Items, not inside the request.
  5. Reopen the request and confirm the updated visible status.

Exit Formalities

The Exit Formalities workspace tracks a client's exit from notice intake through clearances, security-deposit settlement, refund, and case closure. Its navigation is capability-driven, so users see only the case views and workstreams allowed by their effective Exit permissions.

Find and manage exit cases

  • Open Exit Formalities and switch between My Exit Tasks and All Exit Cases.
  • Use the dashboard summaries, attention items, filters, and case list to find work requiring action.
  • Open a case to see its client, property, cabin, exit date, process owner, progress, SLA state, deposit, and refund status.
  • Use Exit Settings to reach Policies and, when permitted, Exit Role Assignments.

Create an exit case

  1. Select Create Exit Case.
  2. Search for and select an eligible client agreement. The linked property, cabin, agreement dates, and security deposit are displayed from that agreement.
  3. Assign an eligible Exit Process Owner.
  4. Record the notice-received date, channel, requested exit date, client contact, email, and optional notes.
  5. Upload up to five notice documents in PDF, image, or Word format when needed.
  6. Confirm that the exit notice has been received and recorded, then create the case.

The notice-period panel compares the requested exit date with the contractual notice period. A short notice is surfaced for review; the frontend does not present it as an automatic rejection. A created case begins in Notice Validation and receives a unique Exit Case ID.

Work through the exit case

The case summary shows the next task, outstanding items, recent activity, and the workstreams available to the signed-in user's effective Exit role:

  1. Notice Validation — review the notice, requested exit date, and any short-notice decision.
  2. Legal — manage declaration preparation, review, signature, or manual signed-document handling.
  3. Compliance — record the compliance clearance or permitted waiver decision.
  4. Inspection — record Admin/Infra inspection details, damage drafts, assessments, and permitted approvals.
  5. Finance — complete financial clearance and review related invoices and payments.
  6. Reconciliation — reconcile the security deposit after the required clearances are ready.
  7. Client Records — manage the client-facing records available to the user's role.
  8. Checklist — generate, dispatch, synchronize, or upload the signed exit checklist as permitted.
  9. Refund — work with the approved refund statement, bank details, and refund attempts.
  10. Audit and lifecycle — review case history and, when authorized and ready, close, cancel, or reopen the case.

Completed and cancelled cases are displayed as read-only. Closure controls remain locked until the settlement-readiness checks shown by the frontend are satisfied.

The screens, labels, routing, role gates, and visible readiness sequence above are verified from the Superadmin frontend. Actual notifications, automated activation, accounting synchronization, payment execution, audit immutability, and backend state transitions still require backend verification.

Inventory Management (Physical Assets)

The Admin Panel provides complete hierarchical control over the physical workspace, organized logically from Buildings down to individual Cabins, Meeting Rooms, and Common Areas.

1. Buildings The foundational entity for all other assets. Building

profiles dictate the global rules for the location: - Location & Details: Full address, geo-coordinates (longitude/latitude for app mapping), total floors, and dynamic business map links. - Global Pricing & Rules: - Base Per Seat and Open Space default pricing. - Base Credit Value exchange rates. - Granular billing configurations: Draft Invoice Generation Cycles, Due Days, and Security Deposit Thresholds. - Global Community Discount Cap (e.g., maximum 20% discount allowed by community managers). - Amenities & Media: Organized photo galleries categorized by space type (Cabins, Meeting Rooms, Cafeteria) and building-wide amenities.

Create or update a building

  1. Open Inventory → Buildings and search for the location first.
  2. Select Create Building, or open the existing building's manage/edit action.
  3. Enter the name, address, map/location values, floor configuration, and contact details shown.
  4. Complete pricing, credit, invoice-cycle, due-day, deposit, discount-cap, and other policy fields presented by the form.
  5. Add supported amenities and images in their correct categories.
  6. Review numeric values and dates, then save.
  7. Reopen the building and verify its details before creating dependent inventory.

Screenshot 1: Building List Screenshot 2: Create Building Screenshot 3: Manage Building

2. Cabins (Private Offices)

Cabins represent private enclosed spaces assigned to enterprise clients via contracts.

  • Configuration: Specific Cabin Number, Floor, Capacity (number of desks), Category (e.g., Premium, Standard), and Size (Sq Ft).
  • Status Tracking: Real-time status reflecting operational availability: Available, Blocked (pending contract), Occupied (active contract), or Maintenance.
  • Hardware Integration: Cabins are directly linked to specific Matrix Devices (access control doors) to seamlessly provision access for the assigned client during contract activation.

Cabin Blocking vs Allocation

  • Blocked means the cabin is temporarily reserved for a client while their contract is being completed. Authorized Operations, Community, or System Admin staff can block a cabin so that it cannot be given to someone else.
  • Allocated (Occupied) means the cabin is officially assigned to the client. This normally happens automatically after the client signs the contract and the contract becomes active.
  • Typical flow: Available → Blocked → Allocated/Occupied.
  • If the deal is cancelled: An authorized staff member releases the block, and the cabin becomes available again.

Example: ABC Company chooses Cabin 101. Staff block Cabin 101 while ABC's contract is being completed. After ABC signs the contract, the system allocates the cabin to ABC and marks it as occupied.

Create or update a cabin

  1. Open Inventory → Cabins and search by building, floor, or cabin identifier.
  2. Select Create Cabin, or open Edit for an existing cabin.
  3. Select the building and enter the cabin number, floor, capacity, category, and size requested.
  4. Set the operational status that matches the real space.
  5. Link only the Matrix device intended for that cabin when the form offers the association.
  6. Review the record and save.
  7. Reopen it in the list and confirm its building, status, and capacity.

Block or release a cabin

  1. Open the cabin or the related contract-management action.
  2. Confirm the client, contract, cabin, and requested occupancy dates.
  3. Use the available block action and verify that the cabin is no longer shown as available.
  4. If the transaction does not continue, use the authorized release action.
  5. Confirm the cabin returns to the correct available state.

Screenshot 1: Cabin List

3. Meeting Rooms (On-Demand Spaces) Meeting Rooms are highly

configurable shared assets that generate internal hourly revenue or consume member credits. - Capacity & Pricing: Defines seat capacity and fixed Hourly Rate. Admins can choose to enforce the Building's global discount cap or specify a custom, room-level discount limit. - Availability Matrix: - Configurable Open/Close Times and specific Available Days (e.g., Mon-Fri only). - Fine-grained Booking Duration limits (Minimum and Maximum minutes allowed per session). - 15-minute or hourly Time Slots explicitly generated and toggled for availability. - Hardware Integration: Linked to Matrix Devices allowing access to explicitly authorized booking participants.

Create or update a meeting room

  1. Open Inventory → Meeting Rooms and search for the room first.
  2. Select Create Meeting Room, or open the room and choose its edit action.
  3. Select the building and enter the room name/number, floor, capacity, rate, and amenities shown.
  4. Configure opening and closing time, available days, minimum/maximum duration, and slot availability presented by the form.
  5. Set the applicable discount cap behavior.
  6. Link the correct Matrix device when required.
  7. Save, reopen the detail, and verify that its booking rules are displayed correctly.

Screenshot 1: Meeting Room List Screenshot 2: Create Meeting Room

4. Common Areas Shared spaces mapped primarily for access control,

physical zoning, and visitor tracking. - Zoning: Defined by programmatic types: CAFETERIA, CORRIDOR, LOBBY, PANTRY, LOUNGE, or OTHER. - Hardware Integration: Links to open-floor Matrix Devices (e.g., Turnstiles, Cafeteria Flap Barriers) ensuring active members can navigate shared spaces securely.

Create or update a common area

  1. Open Inventory → Common Areas and search for the area.
  2. Select Create Common Area, or open the existing record's edit route.
  3. Select the building and enter the name, floor/location, type, and other fields shown.
  4. Link the correct access device where the space is access-controlled.
  5. Review and save the record.
  6. Reopen it and verify the type, building, and device association.

Screenshot 1: Common Area List Screenshot 2: Create Common Area

Inventory CSV Import Workflows

To facilitate rapid onboarding of large locations, the Admin Panel features a sophisticated, fail-safe CSV import workflow for Cabins, Meeting Rooms, and Common Areas.

The import process utilizes a strict "Dry-Run" validation system before any data is actually written to the database:

  1. Template Download: Administrators begin by downloading a strictly formatted Sample CSV specific to the asset type (e.g., cabins_import_sample.csv), guaranteeing correct column headers.
  2. Data Population: The CSV is populated locally. Administrators must ensure relational data (like Building Name) exactly matches existing system records to pass later validation.
  3. Upload & Dry-Run Preview:
    • Upon file upload, the system automatically triggers a background Dry-Run analysis.
    • A detailed Preview Table is generated on-screen, providing a high-level summary dashboard (showing Total Rows, Valid Rows, Invalid Rows, and Projected Creations).
  4. Row-Level Validation & Error Correction:
    • Every single parsed row is displayed in the Preview Table.
    • Successful rows are marked with a green indicator.
    • Failed rows present a Danger Icon. Hovering over this icon generates a centered, detailed Error Tooltip Overlay, explicitly listing every validation failure for that specific row (e.g., "Missing Capacity", "Building Name not found"), preventing blind upload failures.
  5. Final Execution: Once errors are corrected and the preview displays sufficient valid rows, the administrator authorizes the final Import action. The system skips invalid rows and successfully creates all validated inventory, accompanied by a success confirmation toast.

Screenshot 1: Import Cabins CSV Screenshot 2: Import Meeting Room CSV Screenshot 3: Import Common Area CSV

Master Inventory Record

The master inventory record for all Ofis Square locations is maintained in the following Google Sheet:

Master Inventory Spreadsheet

Client Onboarding & Commercials Flow

For larger enterprise clients (e.g., those taking a Private Cabin or bulk desks), the onboarding process is highly structured. It involves capturing precise billing data, dynamic document collection, and a strict multi-tier approval process.

1. Document Entities Configuration

Before a client can even upload documents, the platform must know what to ask for. This is controlled entirely by the Admin through the Document Entities page.

  • Dynamic Requirements: Admins can create new document requirements on the fly.
  • Field Customizations: For every document needed, the admin can define the exact Name, the internal Field Name, and a Description.
  • Required vs. Optional: Admins can toggle whether a document is strictly Required or purely Optional. When the client reaches the KYC/Document upload stage, the platform automatically respects these toggles — preventing the client from proceeding if required documents are missing, but allowing them to skip optional ones.

2. Client Profile Creation

When a Sales representative engages a qualified lead, the first step in the system is formalized Client Creation:

  • Core Details Form: The representative fills in the Client definition form.
  • Addresses: Crucially, this requires inputting both the Billing Address and the Shipping Address.
  • Zoho Books Synchronization: Upon saving the Client profile, the system automatically synchronizes this data with Zoho Books, creating a corresponding Customer record. This ensures that all future financial transactions are linked to a verified accounting entity.
  • Notification Trigger: Once the profile is created, a notification is sent to the Sales Senior to prepare for the Commercials phase.

Screenshot 1: Client Documents Screen Screenshot 2: Client Create Form

3. The Commercials Proposal

Once the Client profile is established, the representative must formally submit the financial terms of the deal via the Commercials Form. This is typically handled by a Sales Junior role.

Exhaustive Field List

The form captures a comprehensive set of operational and financial data:

  • Client & Building: Linking the contract to a specific entity and location.
  • Space Details: Capacity (Seats) and specific Cabin selection (if applicable).
  • Financials: Monthly Subscription (₹) and Security Deposit (Agreed Amount).
  • Contract Dates: Start Date, End Date, and separate Billing Dates (Start/End) for invoicing flexibility.
  • Operational Terms:
    • Lock-in Period (in months) and Notice Period (in days).
    • Parking Spaces: Number of 2-wheeler and 4-wheeler slots with their respective monthly fees.
    • Escalation: Percentage rate and frequency (e.g., 5% every 12 months).
    • Renewal: Auto-renewal toggle and renewal term length.
  • Amenities & Fees: Printer/MR Credits, Legal Expenses, and Cleaning/Restoration Fees.
  • Business Hours: Defining the "Fully Serviced" operational window (e.g., 09:00 - 18:00, Mon-Fri).
  • Tax Profile: Verified GST Treatment, GST Number, and Place of Supply.

Screenshot 1: Commercials Form Screenshot 2: Manage Contract Client Details

4. Security Deposit Mechanism

The Security Deposit (SD) is handled as a prioritized prerequisite in the onboarding workflow:

  • Record Creation: When the commercials are saved, the system first creates a dedicated Security Deposit record in the financial ledger.
  • Linking: The unique ID of this SD record is then permanently linked to the Commercials/Contract.
  • Purpose: This separation allows the community team to track the "Agreed vs. Paid" status of the deposit independently from the monthly rent invoices.
  • Notes: Representatives can add specific notes (e.g., "Equivalent to 2 months of monthly subscription") for clarity during the financial audit.

5. The Multi-Tier Approval Workflow

Because these enterprise contracts define significant revenue, they cannot be activated instantly. They follow a strict approval routing sequence:

  1. Submission & Review Notification: The Sales Junior submits the Commercials Form.
    • Notification Trigger: A notification is instantly sent to the Sales Senior, alerting them that a new commercial proposal requires review.
  2. Sales Senior Review: The Sales Senior logs in, navigates to their Approval Queue, and reviews the financials, dates, and terms.
  3. Handling Rejections:
    • If the terms are incorrect or the discount is too steep, the Sales Senior clicks Reject and provides a reason.
    • Notification Trigger: A rejection notification is sent back to the initiator (Sales Junior), prompting them to open the form, edit the Commercials based on the feedback, and resubmit it to the Sales Senior.
  4. Final Sales Approval & Legal Handoff:
    • Once the Sales Senior is satisfied with the terms (or the resubmitted terms), they click Approve.
    • Notification Trigger: The Commercials are officially locked, and an automated notification is instantly dispatched to the Legal Team. The Legal Team is now prompted to generate the final binding contract based on these approved digital terms.

Contract Management & Execution Flow

Once the Commercials are approved, the platform transitions from financial negotiation to legal execution and physical provisioning.

1. Legal Processing & Stamp Paper

  • Document Preparation: The Legal Team prepares the formal contract on the required stamp paper.
  • Digital Upload: Legal uploads the scanned, ready-to-sign stamp paper directly to the contract profile.
  • Notification Trigger: An automated alert is sent to Senior Management, notifying them that the legal documents are ready for administrative review.

2. Senior Management Administrative Actions

Before the contract is sent to the client, Senior Management performs three essential "gatekeeper" actions:

  • Record Security Deposit: Verify and record the receipt of the Security Deposit.
  • Zoho Books Relevance: The Security Deposit is recorded as a specialized transaction in the ledger, ensuring financial parity with Zoho Books.
  • Cabin Blocking: If the contract involves a private office, the assigned cabin is officially "blocked" in the inventory to prevent double-booking.
  • Admin Approval: Senior Management grants the final internal "Admin Approval."
  • Notification Trigger: This approval triggers the automated Zoho Sign workflow and notifies the Sales and Legal teams that the contract has been dispatched to the client.

Screenshot 1: Contracts Management Page Screenshot 2: Contract List Screenshot 3: Block Cabin Interface Screenshot 4: Record Security Deposit

3. Automated Signing & Activation

  • Zoho Sign Automation: The system dispatches the contract to the Client via Zoho Sign.
  • Client Execution: The Client receives the link and digitally signs the document.
  • Notification Trigger: Once the client signs, a notification is instantly sent to the Community Management and Senior Management teams.
  • Contract Activation: The contract status automatically flips to Active.
  • Initial Billing & Zoho Integration: A Pro-Forma Invoice is instantly generated within the platform and synchronized to Zoho Books. The cabin is then officially allocated to the client's account.

4. Final Financial Verification

Senior Management performs a final oversight check on the newly active account:

  • Pro-Forma Review: Senior Management reviews the generated Pro-Forma Invoice for accuracy.
  • Record Payment: Once confirmed, they record the payment against the invoice.
  • Zoho Books Sync: This payment is pushed to Zoho Books, marking the invoice as settled.
  • Notification Trigger: The localized receipt and finalized invoice are automatically emailed to the Client.
  • Final Approval: Senior Management grants the "Final Approval."
  • Notification Trigger: An alert is sent to the Operations teams to confirm that infrastructure provisioning is now authorized.

5. Infrastructure & Access Provisioning

The Final Approval triggers the automatic provisioning of technical services:

  • WiFi Access: Credentials are automatically generated for the client's team, with durations synced to the contract terms.
  • Matrix Access Control: Permissions are pushed to the Matrix COSEC system.
  • Notification Trigger: The Client Admin receives an automated "Welcome & Access" email containing their WiFi credentials and instructions for managing their team's access.
  • Card Assignment Workflow:
    1. The Community Team prepares and assigns physical RFID access cards.
    2. The Client Admin receives a notification that their cards are ready for pickup/assignment.
    3. The Client Admin assigns these cards to their members via the Member Web Panel.

Screenshot 1: Pro-Forma Invoices List Screenshot 2: View Pro-Forma Invoice

Global Invoicing & Payment Collection

While the platform automates monthly recurring billing, Administrators have full manual control to handle corrections, ad-hoc services, and complex payment reconciliations.

1. Manual Invoice Generation The Invoices module allows for the

creation of on-demand bills for services like one-time events, damage repairs, or ad-hoc credits. - Synchronized Entities: When creating an invoice, selecting a Client automatically pulls their primary Building, Tax Registration (GST), and Place of Supply from their profile or linked contract. - Line Item Flexibility: Admins can add multiple service items, each with custom descriptions, quantities, and unit prices. - Draft & Sync: Invoices are born as Drafts. Once the admin is satisfied, the Send (Zoho Email) action pushes the record to Zoho Books, generates a formal invoice number, and emails the digital copy to the client.

Screenshot 1: Invoices List Screenshot 2: Invoice Detail View

2. Payment Collection & Zoho Reconciliation

The Payments module acts as the financial bridge between the bank and the ledger. It handles the nuances of Indian tax compliance and client overpayments.

TDS Recording (Tax Deducted at Source)

When recording a payment from a client, the system accounts for the tax they may have withheld:

  • Cash Received: The actual amount that hit the building's bank account.
  • Tax Withheld (TDS): Administrators can check the TDS toggle for any invoice. This allows them to enter the exact tax amount the client withheld (typically 2% or 10%).
  • Effective Reduction: The invoice balance is reduced by the Sum of Cash + TDS, ensuring the client's ledger remains accurate even when they pay less than the face value of the invoice due to tax laws.

The "Unused Amount" Flow (Extra Credits)

The platform handles overpayments or advance payments through an automated credit engine:

  • Excess Detection: If a client pays more than the total of their selected invoices (or pays without selecting any invoices), the system identifies this as an Excess Amount.
  • Credit Creation: This surplus is automatically saved as Extra Credits (Unused Amount) on the Client's profile.
  • Automatic Application:
    • Manual Pulse: From the Payment screen, Admins can click Apply Full Credits on any outstanding invoice. This instantly consumes the client's unused balance to settle that bill.
    • Zoho Sync: These credit applications are synchronized with Zoho Books as "Credit Note Applications," maintaining perfect parity between platform and accounting.

Screenshot 1: Payments List Screenshot 2: Add Payment Screenshot 3: Payment Details

Building Infrastructure & Access Management

The Admin Panel provides centralized control over the physical and digital access layers of the workspace, integrating directly with hardware and network provisioning services.

1. Matrix Access Control (Physical Security) The Matrix Access

module manages the physical entry permissions for all members across the building's secured zones (Cabins, Meeting Rooms, and Main Entrances). - Matrix User Profile: Automatically linked to a Client and individual Member, tracking their external ID and verification status. - Device Assignment: Administrators can manually assign a user to specific Matrix Devices (doors/turnstiles). This ensures the user's digital identity is pushed to the physical hardware. - RFID Card Management: - Assign Card: Link a physical RFID card to a user. - Card Verification: Tracks whether the card credential has been successfully verified by the Matrix system (isCardCredentialVerified). - Revocation: A high-priority action that removes a user's access from a specific device or all devices instantly if a contract is terminated or a card is lost.

Manage Matrix access

  1. Open Access → Matrix Access.
  2. Search for the client or member and open the access record.
  3. Verify the person's identity, active contract, existing devices, and RFID state.
  4. Add only the device required for the member's approved workspace access.
  5. Assign or verify an RFID credential using the action shown by the page.
  6. Save and review the displayed verification or synchronization state.
  7. For lost cards, terminated access, or incorrect devices, use the available revoke action and confirm the final state before issuing a replacement.

Screenshot 1: Matrix Access Interface

2. WiFi Management (Network Provisioning) The WiFi Management module

controls the digital provisioning of high-speed internet for members via the Bhaifi integration. - WiFi User Creation: Admins can provision new WiFi credentials for active members, linking them to their respective contracts.

  • Whitelisting (Access Control): - Active Whitelist: Granting access for a specific duration. By default, this is synced to the contract's end date but can be manually overridden. - Dewhitelisting: Manually suspending internet access, requiring a recorded reason for audit purposes.
  • History & Sync Tracking: - Whitelist History: A full audit trail of when access was granted, for how long, and by which administrator. - Sync Status: Real-time tracking of the lastSyncAt timestamp to ensure the platform and WiFi gateway are in perfect parity.

Manage WiFi access

  1. Open Access → WiFi.
  2. Search for the client or member.
  3. Review the active contract, current credential, whitelist state, duration, and last synchronization information shown.
  4. Use the create or provision action only for an eligible active member.
  5. Set or confirm the access duration and submit the whitelist action.
  6. Reopen the record and review the resulting state and history.
  7. To suspend access, select the dewhitelist action, enter the required reason, and confirm the updated status.

The frontend confirms these controls and displayed states. Successful propagation to Matrix hardware or the WiFi provider requires integration and backend verification.

Screenshot 1: WiFi Management Interface

System Audit & API Logging

To maintain high security and operational transparency, the platform implements a dual-layer logging system that tracks both human interactions and automated service-to-service communications.

1. Activity Logs (User Audit) The Activity Logs provides a

chronological record of every administrative action taken within the platform. This is essential for accountability and troubleshooting configuration changes. - Entity-Based Tracking: Actions are categorized by the target entity (e.g., Client, Invoice, Contract, or Parking). - Core Operations: The system logs all CREATE, UPDATE, DELETE, and LOGIN events. - Metadata Snapshots: For critical changes, such as parking modifications, the log captures a "Before & After" snapshot (Old Value vs. New Value), allowing admins to see exactly what was changed and by whom. - Security Context: Every entry includes the user's name, role, IP address, and a timestamp for precise auditing.

Investigate an activity

  1. Open Activity Logs with a system-administration account.
  2. Apply the available user, action, entity, or date filters.
  3. Find the relevant event and open its details.
  4. Compare the actor, timestamp, target entity, and any before/after values shown.
  5. Record the event identifier when escalating an investigation.
  6. Verify the affected source record separately; the log view does not itself reverse a change.

Screenshot 1: Activity Logs Interface

2. API Call Logs (Integration Monitoring) The API Call Logs is a

technical diagnostic tool used to monitor the health of third-party integrations. It captures the raw data flowing between Ofis Square and external services like Zoho Books, Zoho Sign, Razorpay, and SMS Waale. - Directional Audit: Tracks both Outgoing requests (initiated by the platform) and Incoming webhooks (sent by external services). - Payload Visibility: Administrators can expand any log entry to view the raw Request Body and Response Body. This is used to debug synchronization failures or verify data accuracy. - Performance Metrics: Logs record the Duration of each API call. Consistently high latency in these logs can indicate service degradation in external providers. - Error Resolution: When an integration fails, the log captures the specific Status Code and Error Message returned by the external API, allowing for rapid troubleshooting without backend access.

Investigate an API failure

  1. Open API Logs with a system-administration account.
  2. Filter by direction, service, status, endpoint, or time using the controls provided.
  3. Open the failed call.
  4. Review the timestamp, duration, status code, endpoint, request metadata, response, and visible error information.
  5. Remove or mask credentials and personal data before sharing diagnostic content.
  6. Compare the log with the related client, invoice, payment, or access record.
  7. Escalate with the log identifier and sanitized failure details; do not repeatedly trigger a financial or access action only to produce another log.

Screenshot 1: API Call Logs Interface

User Management & Security Governance

The platform employs a strict tiered-authorization model to protect administrative integrity. High-impact changes to the system's core governance roles are protected by a manual "M-of-N" style authorization flow involving the General Manager (GM).

1. The General Manager (GM) Authority

The General Manager Mail acts as the root of trust for the platform. This specific identity is the only authority capable of authorizing changes to the highest-level administrative roles.

2. OTP-Protected Administrative Actions

To prevent unauthorized account elevation or accidental deletions of core staff, the following actions trigger a mandatory SMS OTP Verification sent to the GM's registered mobile device:

  • System Admin Creation: When a new user is created with the "System Admin" role, they are assigned a Pending Verification status. They cannot log in until the GM authorizes the creation.
  • Account Elevation: Promoting any existing user to the "System Admin" role requires GM consent via OTP.
  • System Admin Modifications: Any updates to existing System Admin profiles (name, email, phone, or password) are held until verified.
  • Critical Deletions: Deleting the GM Account or any System Admin account requires a final OTP confirmation from the GM.

3. The 3-Step Verification Flow

  1. Initiation: A Superadmin attempts a protected action (e.g., "Create System Admin").
  2. Draft State: The platform creates the record in a pending state and automatically triggers an SMS containing a unique 6-digit OTP to the GM.
  3. Formal Authorization: The action is only committed to the database once the valid OTP is provided. Upon successful verification, the user's account is activated, or the requested update/deletion is finalized.

Create a staff user

  1. Open Administration → Users.
  2. Search by name, email, or phone to prevent a duplicate account.
  3. Select the create-user action.
  4. Enter the staff identity and contact information requested by the form.
  5. Assign the intended primary role and review its permissions before saving.
  6. Complete any GM OTP authorization shown for a protected System Admin action.
  7. Return to Users and confirm the account's displayed status.

Manage roles and permissions

  1. Open Administration → Roles & Permissions with system-administration access.
  2. Select the role to review.
  3. Compare its existing permission set with the person's actual responsibility.
  4. Add or remove only the required permissions.
  5. Save the role and verify the resulting permission list.
  6. Sign in with an approved test account or ask the affected user to confirm navigation access; do not assume a saved role exposes every dependent action.

Screenshot 1: Staff Users List Screenshot 2: Create Staff User Form

Recurring Invoices

The schedules and backend effects in this section were not verified against backend source during this frontend documentation refresh. Treat them as a reference requiring confirmation before operational use.

The platform operates a series of critical background tasks to ensure financial accuracy, infrastructure security, and data hygiene. These are triggered daily or at fixed intervals via a master cron scheduler.

1. Monthly Billing Pipeline

The background billing engine triggers every day at 17:40 IST. It follows a strictly controlled 3-stage lifecycle based on building-level configurations:

Recurring Invoice Flow Logic

  1. Stage 1: Draft Generation (Draft Generation Date): On the configured date (usually 25th), the system automatically generates Pro-Forma Invoices (Estimates) for the upcoming month.
  2. Stage 2: Automated Dispatch (Pro-Forma Dispatch Date): On this date (usually 26th), all Pro-Formas marked as Approved Internal are automatically emailed to clients. This 24-hour gap allows the Finance Team to review and adjust drafts before they reach the client.
  3. Stage 3: Tax Conversion (Tax Invoice Conversion Date): On the first date of the actual billing month, the system converts all "Sent" Pro-Formas into official Tax Invoices, generating final invoice numbers and syncing them with Zoho Books.

Key Configuration Parameters

  • Draft Generation Date: The specific date of the current month when drafts for the next month are born.
  • Invoice Due Date: The date of the target month when payment is officially due (e.g., 7th of the billing month).
  • Pro-Forma Dispatch Date: The date the system pushes approved pro-formas to the client.
  • Tax Invoice Conversion Date: The date the pro-forma legally becomes a tax invoice.

2. Late Fee Management

The platform prevents revenue leakage through an automated two-step late fee lifecycle:

A. Daily Accrual (Daily Accrual Recording)

Triggered daily at 00:05 IST, the system scans all outstanding invoices:

  • Eligibility: Invoices must be past their Due Date, have a positive balance, and belong to a building with an enabled Late Fee Policy.
  • Grace Period: The system respects the configured Grace Period Days. Fees only begin accruing once the grace period is exceeded.
  • Calculation: Fees are calculated based on the policy variables (Fixed Daily Rate or Percentage of Balance).
  • Storage: Each day an invoice remains overdue, a unique "Pending" late fee record is created.

B. Monthly Consolidation (Monthly Consolidation)

Triggered on the Building's Draft Generation Date:

  • Consolidation: All "Pending" late fees for a client are grouped into a single Consolidated Estimate.
  • Line Items: To keep billing clean, the system summarizes fees per original invoice (e.g., "Accumulated Late Fees for Invoice #INV-100 (5 days)").
  • Taxation: A standard 18% GST is applied to the late fee subtotal.
  • Status Update: Once the estimate is generated, the underlying daily records are marked as "Billed" to prevent double-charging.

3. Operational & Revenue Protection Jobs

Beyond billing, several other tasks run continuously to protect the platform's efficiency:

OperationFrequencyAction Taken
Access EnforcementHourlyAutomatically suspends building access (Matrix) for clients with overdue invoices and resumes it instantly upon payment.
Late Fee recording00:05 ISTDaily calculation and recording of late fee accruals as per the building's late fee policy.
Payment Reminders10:00 ISTDaily dispatch of automated payment reminders via Email/SMS for outstanding invoices.
Meeting CleanupEvery 2 minAuto-cancels payment-pending meeting bookings that have exceeded the building's timeout threshold (e.g., 10 minutes).
No-Show Updates01:00 ISTMarks visitors who never checked in as 'No-Show' for data cleanup.
Token RefreshEvery 10 minContinuous handshake with Zoho Books and GST APIs to ensure uninterrupted synchronization.

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