Documentation

Setting up your Team membership

A Team membership works best when the people using it agree on attendance, billing and room planning before their first shared week. The plan costs $599 per month for up to five named people. It includes 20 shared desk-visit days and two shared room credits per billing period. Desk access is weekdays from 09:00 to 18:00 at Harbor, Midtown and Garden.

This guide takes the account owner from the first attendance discussion through the end of the first period. It keeps desk visits, meeting rooms and invoice roles separate so one person's assumption does not become an unexpected promise to the rest of the team. The examples describe an ordinary working month. They do not show a live balance, confirm availability or operate an account.

1. Name the people using the plan

Start with the actual named people who will use desks. Team supports up to five. A person visiting a room meeting is not automatically a named desk member, and being invited to a common-area conversation does not supply a desk entitlement. Explain those differences before sending a general invitation such as “everyone can come in whenever they like.”

Keep a simple internal list of the people and their intended attendance. That list helps you discuss the shared pool, but it does not itself create accounts or reservations. Use the actual membership process to confirm the people attached to the plan. If your proposed headcount or arrangement does not fit the published plan, ask staff about the specific request rather than treating an example account as an exception.

2. Agree who owns billing tasks

Choose the person who owns the account and identify the billing admin if another colleague handles invoices. Those roles can access company invoices. Ordinary Team members cannot see them just because their name is on the membership. A support transcript about someone else's role cannot grant access to your team.

Keep responsibilities understandable. A colleague who coordinates the diary does not necessarily need financial access. A person who downloads an invoice may still need the room organizer to explain which booking it concerns. Give each question enough context instead of assuming one role can answer everything from the same screen.

3. Count people on each date

The plan provides 20 shared visit days. Every attending named person uses one visit on a date, including a partial day. Several people arriving together still use several visits. Count people multiplied by attendance dates rather than the number of dates alone.

The example leaves eight visits for the rest of the billing period. It does not leave eight per person. A fifth named colleague can use the same remaining pool. If a person joins for just an afternoon, include that person-day in the count. Counting only full days would understate the use described by the policy.

Ask colleagues to look at the complete attendance table before relying on a summary such as “we have three office days.” That phrase could describe three visits for one person or twelve for four. A short planning conversation is often enough to reveal the difference before invitations are sent.

4. Choose sites within the plan window

Team desk access is weekdays 09:00–18:00 across all three locations. Harbor and Midtown also list longer Unlimited member hours, and Garden lists weekend hours. Those other windows do not extend the Team desk entitlement. A team member reading a location page should keep the plan name beside the hours.

Read the entrance information for each selected site. Harbor and Garden have step-free main entrances. Midtown's step-free entrance is on the east side. The written guide does not describe every interior route. Use the accessibility map and ask staff for missing details instead of inferring a route from a photograph or isolated label.

Reception is staffed weekdays 09:00–18:00. When a visit needs staff help, say what kind of assistance is needed and which site the group will use. A general statement that a building is open cannot establish that a particular arrangement has been made.

5. Plan rooms as a separate use

The Team plan includes two shared room credits, not two for every person. Each credit covers thirty minutes in Harbor Pebble or Maple only. Two credits can cover an hour in one of those rooms. The credits do not apply at Midtown or Garden, to Summit, or to catering.

Count everyone who will attend a meeting. Pebble, Cedar and Willow fit four people. Maple and Fern fit eight. Summit fits sixteen. These capacities belong to room reservations and are different from the limit of five named Team desk members. Visitors can attend a room session within capacity without becoming independent desk members through that meeting.

Use the room calculator with the actual room and intended duration. A two-hour Maple session costs $70 without credits. Two eligible credits cover one hour, leaving $35. A 1.5-hour Summit session costs $90 and does not accept credits. The arithmetic explains a cost, while an actual confirmation establishes a booking.

6. Finish the reservation procedure

Choose location first, then the room and date/time. Confirm capacity and duration, choose eligible credits or payment, review the cancellation conditions, and confirm. A booking exists only after a confirmation with a booking ID. A selected time or an empty sample slot does not establish that result.

Keep the final confirmation where the organizer can find it. Check the site, room and date before forwarding it to colleagues. If the reservation changes, distinguish the old cancelled booking from its replacement. A familiar room name in an old message is not enough to identify the current meeting.

Food also needs its own planning. Cold outside food is allowed in rooms; alcohol is not. Acme catering requires two business days' notice and a separate charge. Do not promise catering from a room-credit calculation, and do not infer a larger capacity from an order for more meals.

7. Explain common-area visits

A paid member may host up to two accompanied guests in the common area for at most two hours during staffed hours. The member stays with the visitors. Day-pass holders have no guest allowance. Room attendees follow their booked room's capacity instead.

If someone will attend a meeting and then remain to work at a desk, discuss both activities. The room session does not automatically supply a desk entitlement afterwards. Describe the plan to staff with the number of people and the kind of space involved rather than asking a broad question about how many guests are allowed.

8. Obtain the right billing document

An owner or billing admin opens App, Billing, Invoices, selects the invoice and chooses Download PDF. Keep its reference and period. An invoice records an amount billed; a receipt records payment. A colleague asking for proof of payment may need something different from the invoice you have just downloaded.

The public app is a read-only demonstration with sample data. Its invoice rows do not belong to your real company and cannot establish payment or a balance. Use the actual account for your documents. When asking billing for help, include the real invoice reference rather than copying one from a guide.

The Team billing Word guide contains additional billing instructions. Read that file for details that do not appear in this web procedure. Different sources can complement one another, so a complete answer may require both the app navigation and the relevant document section.

9. Discuss changes before renewal

Team is a monthly plan with no annual option in this catalogue, and Team cannot pause under the pause policy. Stopping renewal has its own advance-notice procedure. Access continues through the paid term, and stopping renewal is not by itself a refund.

If the team asks about a first-purchase refund, read all eligibility conditions: timing, first purchase and no used desk visits or room bookings, followed by staff review. A colleague's special concession from another booking does not create a standing policy. Keep any unusual request tied to its actual account and dates.

10. Close the first billing period clearly

At the billing anniversary, unused desk visits and room credits do not roll over. Review the next period's planned attendance using a fresh pool rather than carrying unused days forward. Printing has its own per-named-member allowance and should not be added to the desk or room totals.

If an account row appears wrong, record the specific date and relevant reference and ask support about it. A historical example in which staff restored a visit shows what happened in that case, not an extra visit everyone can claim. Avoid promising colleagues an account correction before the real operation is confirmed.

Final warning before invitations

Twenty shared desk-visit days are not twenty days for each person. Two shared room credits are not two credits for each person. Count every attending named member on every date, check the room separately, and keep the plan window with the site hours. This is the final check to communicate to colleagues before they rely on an invitation.