Community Panel

Helpdesk & Support (Tickets)

Reception & Visitor Management

Access Control (Cards)

Clients & Members

Lead Management & Onboarding

Bookings & Reservations

Events Management

Asset & Inventory View

1. Pre-Registration (Staff Invite): If a member hasn't invited their visitor yet, the front desk can do it for them. Navigate to Reception -> Invite Visitor and fill in the following fields:
   • Full Name
   • Email Address
   • Phone Number
   • Company Name
   • Expected Visit Date
   • Visit Time
   • Select Host (Required)
   • Purpose of Visit
   • Additional Notes
   • Notification Trigger: An email invitation with a QR check-in code is immediately dispatched to the visitor upon form submission.
2. Arrival & Check-In: When the visitor arrives at the front desk, the Community Manager verifies them on the live Reception dashboard (which shows all expected visitors for the day). They click Check-in.
   • Notification Trigger: A real-time notification (app push/email) is instantly sent to the Host Member announcing their guest's arrival.
3. Host Approval & Meeting: The Host Member uses their app or web panel to "Approve" the visitor, signaling the front desk to let the visitor through.
4. Check-Out: When the meeting concludes and the visitor leaves, the front desk clicks Check-out on the dashboard. The system permanently captures the exact checkout timestamp for physical security records.

1. Monitor the Queue: The Community Manager opens the Tickets dashboard. Here, they can see all submitted issues exclusively for their assigned building, categorized by type (IT, Housekeeping, etc.).
2. Review & Assign: The Manager clicks on an "Open" ticket to read the member's description and view attached photos. If the issue requires physical intervention, the Manager assigns the ticket to a specific on-ground staff member (e.g., a maintenance technician).
   • Notification Trigger: The assigned staff member receives a notification regarding their new task.
3. Status Updates: As the staff works on the issue, the Manager changes the ticket status from Open to In Progress.
   • Notification Trigger: The member who raised the ticket is immediately notified of the status change.
4. Escalation or Closure: If the issue is severe and cannot be resolved locally, the Manager can Escalate it. Once the issue is fixed, they change the status to Resolved, closing out the ticket with the member.

1. Initiate Booking: Navigate to Bookings -> Meeting Rooms and click to create a new booking on behalf of a member. The manager must fill in the following fields:
   • Select Client/Member
   • Select Room
   • Date
   • Start Time
   • End Time
   • Number of Guests
2. Apply Discretionary Discount: The Community Manager can apply a discount to the total price to secure a deal.
   • Under Threshold: If the discount percentage is below the manager's authorized threshold, the booking is instantly confirmed.
   • Over Threshold (Admin Approval): If the manager attempts to give a discount above their threshold, the booking enters a Pending Approval state.
   • Notification Trigger: A request is sent to the Super Admin. The booking remains on hold until the Super Admin formally approves the excessive discount.
3. Confirmation & Invoicing: Once the booking is confirmed (either instantly or post-admin approval), the reservation is booked into the calendar.
   • Invoice Generation: An invoice is instantly generated against the Member's (or Client's) billing account in Zoho Books for the final discounted amount.
4. Granting Access: The Community Manager can now utilize the Bookings dashboard to manage building access:
   • Automated Provisioning: The system attempts to automatically create Matrix and Bhaifi credentials for any added visitors.
   • Give Access Button: If automatic provisioning fails or wasn't triggered, a Give Access button appears to manually initialize the Matrix/Bhaifi setup.
   • Card Assignment: Staff can temporarily assign a physical RFID Access Card strictly for the duration of this specific booking.

1. Identify User Type: Navigate to Bookings -> Day Passes. The manager must fill in the following fields:
   • Select User Type (Existing Client Member or New On-Demand Walk-in)
   • Select Workspace Type
   • Select Date
2. Payment & Confirmation: Confirm the booking details.
   • Invoice Generation: A Day Pass invoice is instantly generated in the financial system. Depending on the setup, this can either trigger an immediate payment gateway link or deduct from an existing corporate credit pool.
3. Granting Access: Similar to meeting rooms, the Manager manages the user's facility access:
   • Provisioning: A Give Access button is available if the automated backend provisioning (Matrix/Bhaifi) was not completed.
   • Card Assignment: Staff can assign a physical access card to the user for the day, which will automatically deactivate when the pass expires.

1. Event Creation: Navigate to the Events module. Click Create Event and fill in the comprehensive details:
   • Event Title & Description
   • Date, Start Time, and End Time
   • Location (Specific space within the building)
   • Capacity Limit
   • Cover Image or Banner
2. Publishing: Once the details are finalized, the Manager clicks Publish.
   • Visibility: The event instantly becomes visible on the Member Web Panel and mobile app for all active members in that specific building.
   • Notification Trigger: An automated email broadcast can be triggered to invite members.
3. RSVP Tracking: Members use their app to RSVP. The Community Manager can monitor the live attendee list from the dashboard to prepare catering and seating accordingly.
4. Day-of-Event Check-In: During the event, staff can use the attendee list to manually check in members as they arrive, ensuring capacity limits are respected.

1. Manual Lead Creation: If a prospect walks into the building without signing up online, navigate to Leads -> Create Lead. The staff must fill in the comprehensive standard lead fields:
   • First Name
   • Last Name
   • Company Name
   • Address
   • Pincode
   • Email
   • Phone
   • Number of Employees
   • Purpose (e.g., Coworking Space, Day Pass, Meeting Room, Private Office, Virtual Office, Event Space)
2. Automated Routing: Upon saving the form, the system automatically routes the profile based on the selected Purpose (e.g., provisioning an 'ondemanduser' account for immediate needs).
   • Notification Trigger: A welcome email containing initial login instructions is dispatched to the prospect.
3. Verifying KYC Documents: The prospect logs in and uploads their identity documents.
4. Admin Approval: The Community Manager opens the Leads dashboard to find the profile now marked as "Pending Review". The manager securely inspects the uploaded file.
5. Finalize: The manager clicks Approve, officially converting the lead into a verified operational profile. If the document is invalid, they hit Reject.
   • Notification Trigger: The prospect receives a notification either confirming their approval (granting them full facility access) or explaining the rejection reason and prompting a re-upload.