Operator guide

Finding your way around

Your organization's dashboard at https://spacebloom.app/dashboard is arranged in groups, each with its own tabs underneath:

• Overview — the setup checklist, the organization's name, description, logo and portal link, your public listing and the organization's settings.
• People — the Members, Messages, Documents, Compliance and Leads tabs.
• Space — the Locations, Schedule and Access tabs.
• Finance — the Plans, Products, Contracts, Invoices and Billing tabs.
• Reports — reports on your money, members, kitchens, doors and documents (see Reports).
• Import — bringing your data over from another platform.

When this guide says "the Billing tab", open Finance and then Billing; opening a group lands you on its first tab.

Archiving and deleting

Plans, products, templates, compliance requirements, locations and kitchens can all be archived, and some of them deleted. The two are different on purpose.

Archive retires something but keeps it. An archived item drops out of its list and can't be used for anything new — no new contract on an archived plan, no document from an archived template, nothing asked for by an archived requirement — but everything already made with it keeps working and keeps its name. Archived items stay hidden until you tick Show archived under the list (Show archived locations and Show archived kitchens on the Locations tab); the box says how many it will reveal, and on a list you have filtered by location it counts only those the filter would show. Restore brings an item back.

Delete removes something for good, and only works while nothing has ever used it — it is for something added by mistake, like a typo or a test plan. Archive the item first: Delete sits beside Restore on an archived row (on a template's own page, for templates) and asks you to confirm with Yes, delete. Locations and kitchens are the exception: their Delete is on every row, archived or not, and a location can be deleted once nothing still points at it. Something that has served real work can only be archived, so a contract, invoice, document, message or record never points at something that has vanished.

When it is refused you are told why — for plans, products, templates and requirements with a count, for example "3 contracts use this plan — keep it archived instead" — and nothing is removed.

Going live with Forte

Connecting Forte in test mode (sandbox) lets you click through the whole billing flow with test cards and eChecks before a single real dollar moves. Going live is two separate switches — one in Forte, one in SpaceBloom — and you do it per organization: each operator connects their own Forte account, so there is no platform-wide "go live" button, and one organization going live never affects another.

Before you start

Your sandbox Dex account is a throwaway for testing. A live connection needs a real, approved Forte merchant account, which is a different organization with different IDs.

1. Enroll with Forte and complete their approval (underwriting). You end up with a live Organization ID and Location ID — both different from your sandbox ones.
2. In the live Dex portal (log in at login.forte.net, not the sandbox portal): Developer → API Credentials → Create to generate a live API Access ID and API Secure Key. The secure key is shown only once — copy it somewhere safe before you close the dialog. If you lose it, you regenerate a new one.
3. If you take eCheck / ACH (not just cards), make sure your live location is set up for eCheck processing with Forte. Card-only accounts can skip this.

Don't create the live webhook in Dex yet — its URL changes in the next step.

If your organization takes payments through Stripe today, press Disconnect on the Online payments card first: an organization has one gateway at a time. Disconnecting clears every member's saved card or bank account (they save one again under Forte) and leaves your Stripe account itself untouched; it is refused while a bank payment is still settling. (The same goes for an organization on QuickBooks Payments.) A payment a member completes right after you disconnect is still recorded on its invoice. Connecting Stripe again later sets up a new Stripe account rather than reopening the old one, which keeps its history in your Stripe dashboard.

Switch SpaceBloom to your live credentials

Until you make this switch, everything you do runs in Forte's test mode and no real money moves. Make it when you are ready to take real payments.

On your organization's Billing tab at https://spacebloom.app (only the organization's owner can connect, change or disconnect a gateway):

1. Disconnect the sandbox connection. (Your live account is a different location, and SpaceBloom keeps one Forte location per organization, so you replace the connection rather than edit it in place.) It is refused while an eCheck is still settling — wait for it to clear; SpaceBloom can only learn how it ended through the credentials you are about to remove. It is also refused for up to an hour after a member opened a payment form for an invoice and did not finish.
2. Press Connect Forte instead on the Online payments card, then Connect Forte, and enter your live Organization ID, Location ID, API Access ID, and API Secure Key, with Environment = Live. If your account takes eCheck, leave Accept eCheck on. SpaceBloom verifies the credentials against Forte before saving — on success the status shows live and charges enabled.
3. Register the webhook. A new webhook URL appears (reconnecting issues a fresh one). Copy it and, in your live Dex portal, go to Developer → Webhooks → Create, paste the URL, and subscribe to transaction.sale, transaction.credit, transaction.void, paymethod.create, and paymethod.delete. This is how a payment or a saved card still confirms if a member closes the tab mid-checkout, so set it up before you take payments.
4. Test with one real transaction. Run a small live payment (and a live eCheck if you take them), then confirm it shows as paid — an eCheck shows as processing and settles over the next few business days — on the member's billing page.

What changes automatically

Once the connection is set to Live, SpaceBloom switches to Forte's live systems on its own — the live API and the live hosted card/eCheck form. There is nothing else to configure.

Good to know

• Reversible. Disconnecting Forte stops online payments for your organization until you connect an account again; your invoices and history are untouched.
• Your API secure key is stored encrypted and tied to your organization — it is never shown back to you or included in any page or export. The masked last four of your Access ID is all that's displayed.
• A new key without disconnecting. If you regenerate your API secure key in Dex, Replace API key on the card takes the new one for the same account: saved payment methods and the webhook URL stay as they are. Refresh status checks the account with Forte again.
• You are the merchant of record. Payouts, refunds, disputes, and settlement all live in your Forte account — SpaceBloom never holds your money.
• Members re-save their payment method after you switch. Disconnecting clears every saved card and bank account for your organization (a method saved against your old Forte account can't be charged on the new one), so members are simply asked to add it again on their next payment — nothing shows as a card "on file" that doesn't work. Their autopay preference is kept. It is least disruptive to switch before many members have saved a method.

Taking bank payments through QuickBooks Payments

If you already have a QuickBooks Payments merchant account, members can pay by bank account (ACH) straight into it. It is a third choice beside Stripe and Forte, and like them it is one gateway at a time: disconnect the one you have before you connect this one.

Connect it

Only the organization's owner can connect it.

1. On the Billing tab, press Connect QuickBooks Payments instead on the Online payments card, then Connect QuickBooks Payments.
2. Sign in with Intuit and choose the QuickBooks company whose Payments account should receive the money. This is its own sign-in: connecting the accounting sync does not connect payments, and disconnecting one never ends the other.
3. You come back to the Billing tab with the card showing charges enabled. A sandbox badge means the connection is to Intuit's test system and no real money moves.

If the card says QuickBooks Payments is not available yet, it has not been switched on for SpaceBloom; use Stripe or Forte meanwhile.

Bank payments only

QuickBooks Payments takes bank payments (ACH) only — no cards. Members who want to pay by card need an organization connected to Stripe or Forte.

What members see

On the portal's Billing page, Set up autopay and Pay now open a bank form on the page itself:

• the account holder's name and phone, the routing number (checked before it is sent), the account number twice, and checking or savings;
• the bank debit authorization, worded for what the member is doing — saving the account for automatic payments, or one debit for one invoice — which they must tick before anything is sent;
• when paying an invoice, a choice to save the account for automatic payments.

The account and routing numbers go from the member's browser to Intuit and never reach SpaceBloom. SpaceBloom keeps a record of each authorization (the wording version, the language it was shown in, the date and the last four digits of the account), and it goes out with your data export. The member is emailed a written notice each time they save a bank account and each time a debit is accepted, whether or not Billing emails is ticked.

Settlement takes days

A bank payment shows as processing on the invoice for a few business days while it clears, and becomes paid once QuickBooks Payments says so. SpaceBloom checks every night; there is nothing for you to do.

Refunds and voids

Refunds and voids of a QuickBooks payment are made in QuickBooks, not from SpaceBloom. The invoice here stays paid: SpaceBloom has no way yet to mark a paid invoice refunded, so keep a note of it, and if the member still owes the amount, issue a one-off invoice for it on the Invoices tab.

When the connection lapses

Intuit ends a connection now and then (a long time unused, a password change, a permission removed). The card then says the connection lapsed and that charges are paused. Press Reconnect QuickBooks Payments and sign in again; members' saved bank accounts stay as they are. Sign in to the same QuickBooks company: a different one is refused until you disconnect. If the card says charges were not accepted on the last check, try Refresh status before you reconnect.

Disconnecting

Disconnect on the card stops bank payments and clears every member's saved bank account. It is refused while a bank payment is still settling, and for up to an hour after a member opened the bank form to pay an invoice and did not finish. Be aware that a bank payment can be returned up to 60 days after it funds, and once you disconnect SpaceBloom can no longer learn of a return: watch for one in QuickBooks, and issue the member a one-off invoice for the amount on the Invoices tab, since the returned invoice still reads paid here.

Moving from another platform

Switching from Nexudus, Optix, a spreadsheet or anything else is a sequence, not one button. The data comes across in minutes; the parts that take time are your members signing in and saving a payment method. Run the old and new platforms side by side until both are done, then pick a night to switch billing over. This is the order that works.

1. Pick a switch-over date

Decide the first date SpaceBloom will invoice and enter it as the Switch-over date on the Billing tab. Everything before it stays in the old platform: its invoices, its charges, its receipts. The import starts every contract from that date, and the nightly run skips (never issues) anything a contract would have billed earlier. Give yourself two to four weeks between importing and that date — that is how long it takes for a roster to sign in and re-save payment methods.

2. Export from the old platform

You need, at most, five lists: members, plans, products, contracts and open balances (locations are read from a location column in any of them). From Nexudus these are the grid exports under Coworkers, Tariffs, Products, Contracts and Invoices; from a spreadsheet, one wide sheet is fine — the importer can read several kinds of row from one file. Column names don't matter and can be in any order; you'll map them in the next step.

3. Import

Open the Import tab. Drop the files in, confirm what each one is, press Continue to mapping and map the columns (the assistant proposes a mapping; you confirm it). Preview import runs a dry run that shows every row with what would happen and lists anything to fix; then Import now. Rows go in as locations → plans → products → members → contracts → open balances, and re-running an import matches what is already there instead of duplicating it, so fix the file and apply again as often as you like. You can drop up to 20 files at a time, each up to 10 MB and 50,000 rows.

Three options sit beside the files and the preview. Default location (optional) places members whose row names no location (a member with none stops the preview). Also import canceled/ended contracts as history brings in contracts that are otherwise skipped. Start invoice numbers at keeps SpaceBloom's invoice numbers above your old system's.

Three things to check in the preview:

• Next invoice date on each contract. This is the date SpaceBloom first bills that member. If the old platform has already billed the current period, set it to the start of the next one so nobody is charged twice. A date in the past is refused unless you tick Move past next-invoice dates forward to the next billing day.
• Open balances come in as open invoices dated as they were. Invoices on which nothing is owed stay in the old system — the preview says how many — so a 200-row invoice export that imports 8 is the 8 still owed. SpaceBloom never auto-charges an invoice more than 30 days past due, so old balances are collected deliberately — the member's Pay now or your Charge now — never as a surprise batch on the first night.
• One source per balance. If a member's balance reaches the importer from two files — an invoice export and a roster sheet's "balance owed" column, say — the numbers differ, so both would import and the member would owe it twice. The preview flags a roster balance that equals one of the member's invoices, or the total of them, in another file; drop one of the files (or its balances view) and preview again.

Members arrive as invites. They are billable immediately, so contracts and balances attach to them before they have ever signed in. Email each imported member an invite link on the preview is ticked to start, so Import now starts emailing the imported members at once, up to the day's limit on invite emails (see Inviting members, below). Untick it if you are importing ahead of your announcement, and send the invites from the Members tab when you are ready.

What a plans file can carry, beyond the name and price: how often the plan is billed (every 1, 3, 6 or 12 months — the price in the file is per billing period, and a plan billed any other way is skipped), a minimum term in months or in billing periods, the days of notice to stop it renewing, whether members see it, whether it is archived, whether it opens doors only during bookings, and the kitchen hours or minutes it includes a month. A sign-up fee is not imported; the preview flags it. Two things the preview reads between the lines, and says so on the row: a deposit, from a "total at sign-up" column that exceeds the price plus any sign-up fee, and the hours a plan's own name states ("32 Hours Per Month") when no hours column is mapped. A plan that already exists is left as it is; the preview lists what the file says differently. A contract file's billing period column names the option each member pays by.

4. Get members in

Tell your members the portal address (<your-slug>.spacebloom.app) and that a SpaceBloom invite is coming. The import emails one to each member unless you unticked that; if you did, or the day's limit was reached, Resend on the Members tab sends it (see Inviting members). Each person gets a link, and signing in with that email address links them automatically. Watch the Members tab for who is still an open invite, and Resend to the stragglers.

5. Payment methods do not move

Cards and bank details live in the old platform's payment processor and cannot be exported. Every member who should be on autopay has to open Billing on the portal and Set up autopay once. Until they do, their invoices are issued but not charged (Autopay on your Billing tab has to be on as well, as it is to start). The Payment methods card on your Billing tab shows how many members with an active contract have saved one, and lists who has not — with whether they have signed in yet. Say this plainly in your announcement; it is the step people put off.

6. Doors

If members already have badges or codes in your access system, connect it on the Access tab and follow Members who already have a badge to link them — nothing is re-issued, and access starts following the contract from then on. See Door access.

7. Switch over

On the day: stop the old platform from generating new invoices (end or pause its contracts), check that SpaceBloom's contracts show the right next invoice dates, and make sure your gateway is live (Stripe connected, Going live with Forte done, or QuickBooks Payments connected) or that Offline billing is on if you take no payments online. The nightly run does the rest. Keep the old platform readable for a while for history; nothing needs to stay active there.

If something is wrong after the first billing night, the Invoices tab shows what was issued and charged, and every invoice can be voided or marked paid by hand.

The first invoice date

Every contract carries the date SpaceBloom first invoices it. Leave it blank and you get the sensible answer: the start date if that is still ahead, otherwise the next billing day. You only need to think about it when you want something else, and SpaceBloom will stop and ask in two cases.

"That first-invoice date is in the past." You have asked to bill periods that have already gone by. Submitting again issues one invoice for each of them, back to that date. That is what you want when you are taking over mid-month from another platform and those periods were never billed. It is not what you want if you simply mistyped the year, so nothing is created until you press the button a second time.

"Billing would normally start … starting … instead skips the periods between." The opposite: you have pushed the first invoice past where billing would have begun, so the periods in between are never invoiced at all. A free first month is a real reason to do this. A wrong year is not. Again, nothing happens until you confirm.

Both questions are asked about one specific contract. Change the member, the plan or either date and SpaceBloom asks again, because the answer may no longer be the same. If you save a contract as a draft with an unusual date, you are asked once more when you activate it — saving a date is not the same as agreeing to bill from it.

Two things SpaceBloom will not let you do at all, because no confirmation makes them sensible: a first invoice more than five years after the start date (that is a typo), and one on or after the contract's own end date (it would never be invoiced).

Importing. An import cannot stop and ask, so it tells you in the preview instead. A row that reads "First invoice …, not … — nothing is invoiced before then" has a date later than where billing would otherwise start. Check the column you mapped: a spreadsheet of renewal dates looks a lot like a spreadsheet of next-invoice dates, and importing the wrong one gives you a roster that bills nothing until somebody notices a quiet nightly run.

How members hear about invoices

When an invoice is issued — by the nightly run for a contract, or by you as a one-off invoice on the Invoices tab — the member is emailed the amount and the due date, as long as Billing emails is ticked on the Billing tab. A $0 invoice is never emailed, nor one autopay has already charged that night. Once an invoice is past due, a reminder follows every 7 days until it is paid. A one-off invoice you date in the past, already past due when you create it, gets its first reminder 7 days after its email. Billing emails also covers the receipt a member gets when you record an offline payment. The bank-debit notices of QuickBooks Payments are sent whatever the switch says.

On the portal, Billing carries a red count of the member's unpaid invoices. An invoice whose bank payment is still settling is not counted: the member has paid, the bank just has not said so yet.

Paying ahead and contract terms

A plan can be paid more than one way. Under How members can pay on the Plans tab, turn on each option the plan offers — Monthly, 3 months paid ahead, 6 months paid ahead and 12 months paid ahead — and for each one set:

• Discount per month — taken off the monthly price for every month on the invoice. Leave it blank for none.
• Contract term in months — how long a member commits to. At the end of a term the contract renews for the same length, unless the member gave notice. Leave it blank for month to month. A term must be a whole number of the invoices it is paid in: 6 or 12 months for 6 months paid ahead, for example, and 36 months at most.

Below the options, Notice to stop renewing (days) is how many days before a term ends a member must give notice for it not to renew (365 at most). A notice that comes later than that runs one more term. Leave it blank on a plan with a term or a paid-ahead option and notice is accepted any time before the end. On a plain monthly plan with no term, members can give notice only when you set a notice period here.

For example, a plan at $300 a month might offer monthly, 3 and 6 months paid ahead with a 6-month term, at $25 and $50 off a month, and 12 months paid ahead with a 12-month term at $75 off a month. A member on 6 months paid ahead gets one invoice for $1,500 every six months. Every number here is yours to set.

Who chooses. Members pick how they would pay on your Apply to join form, from the options the plan has on. When you approve the application the draft contract takes that option; choose another under How they'll pay when you approve if you need to. On the Contracts tab, Payment schedule picks the option for a contract you add by hand, and fills in the price per month for it. A contract keeps its option: to change how a live member pays, end the contract and add a new one.

Kitchen time stays monthly. A member on 6 months paid ahead still gets their plan's days or hours each month, and unused ones still don't roll over. Extra days and hours are billed at the end of the month they were used, on an invoice of their own, never held for the next prepaid invoice.

Notice. On a contract with a term or a notice period, a member gives notice from Billing on the portal with Give notice: they are told the day their plan will end before they confirm, and your contact address gets an email. You can record a notice yourself with Stop renewing on the Contracts tab, or take one back with Undo notice. The contract then ends on that day — at the end of its term, or of its billing period for a contract with no term — and is billed as usual until then. Ending a contract early is still Cancel; nothing paid ahead is refunded automatically.

Change a plan's options with Edit on its row. Like a change to its price, it reaches only new contracts.

Inviting members

Members are the patrons you bill. Invite them from the Members tab: choose the Location the batch joins (members belong to locations, so add a location first, and paste another list to invite people to a different one), then paste your list into the Invite members box, one person per line:

gail@bullseyecatering.com
Al's Kitchen <al@alskitchen.com>
sunny@sunnykitchen.co, Sunny Kitchen LLC

Any of those shapes works (paste straight from a spreadsheet column or your mail app), a first line like "Email, Business name" is ignored, and you can paste up to 500 at a time. Press Preview to see every row with its status:

• New — will be invited.
• Already a member — nothing to do; they're skipped. One who is not yet at the location you chose reads Already a member — adds location and is added to it.
• Already invited — their invite is refreshed (new 30-day link). They are not emailed again unless you tick Resend to people already invited.
• Invalid / Duplicate in list — skipped; fix the line and preview again.

Then Send. With "Email each person an invite link" ticked, each person gets an email sent as "Your Organization via SpaceBloom" with your logo and a personal link (replies go to your contact email); untick it to add members silently and share links yourself. An organization can send 300 invite emails a day, resends and staff invites included; past that, people are still added, their row says the email was not sent, and you share the link or Resend tomorrow. Large lists go out in batches with a progress line — if your connection drops, Retry picks up exactly where it stopped without emailing anyone twice. When it finishes you see a summary and only the rows that need attention (an email that couldn't be delivered, a row that failed).

Invited members are billable right away — you can assign contracts and invoices before they sign in. They become active the moment they sign in with that email address, or use the emailed link if they sign up with a different one. From the roster you can Resend, Copy link, or Remove any open invite.

Once the roster on the Members tab runs past 25 people, a search box, Sort and a row of letters appear above it. A letter shows the people whose name starts with it (# for names that start with a number or a symbol). Pending requests and invites stay at the top; active members show 25 a page with Previous and Next underneath. The same controls appear on every long list of members: the Access tab, the pickers that send to many members and the member reports. The Documents and Messages tabs show them as soon as there is anything to list, lettered by member, with Sort starting at Newest first; the search there also reads document and file names, or subjects and messages. A member's own documents and messages, and the template lists, get them once they pass 25, lettered by document name, subject or template name (the template lists keep their own Sort by). The Plans and Products tabs get them the same way, lettered by name, and each has a Filter by location above its list whatever its length — a plan or product for Any location shows under every location.

Each open invite shows what happened to its email. "Email sent" means the mail service accepted it, with the day and time it went out. Resend sends at most one email to an invite every 10 minutes — pressing it again sooner tells you when the last one went out, and sends nothing. Email bounced means the address rejected it — check for a typo, or hand the person their link with Copy link; a temporary bounce (full mailbox) is worth a Resend later. Reported as spam means the person marked an earlier email as junk — SpaceBloom will not email that address again, so share the link another way. Asked not to be emailed means the person used their mail program's unsubscribe on the invitation — the invitation and its link still work, but SpaceBloom will not email that address about it again. Email not sent and No email sent mean no invitation went out — the day's limit was reached, the mail service refused it, or you added the person with the email box unticked — so Resend or Copy link. If invites land in spam folders, ask members to look for the email from your organization's name and to add the sender to their contacts.

Seeing what a member sees

When a member asks "what do I click on here?", look at their portal yourself. Open the member from the Members tab and choose See the portal as this member — it opens in a new tab, signed in as you, showing the member's home, billing, documents, messages, bookings and door access exactly as they see them. A strip at the top names whose portal you are looking at.

It is a look, not a hand on their account: every button that would pay, sign, book, reply or unlock is switched off, and nothing you open counts as the member opening it — a document you read there is still "new" for them and can still be signed against their own reading of it, a conversation you open is not marked read, and a keypad code shows as hidden. Only members who have signed in can be looked at; an invite that has not been used yet has no portal to see.

Applications to join

Instead of inviting every business by hand, let them ask. On the Overview tab, the Public listing card (the owner's to switch on) puts a public page at your portal's address — https://your-slug.spacebloom.app/ — that shows each of your locations with its kitchens, the plans marked Show on the portal listing on the Plans tab and the add-ons marked for the portal and in stock, and its own Apply at this location button (a plan or add-on with no location is listed under Plans at any location or Add-ons at any location instead), then what you ask members for (the Compliance tab's requirements) and an Apply to join form. Write a few sentences for the top of the page in Introduction, and tick Show street addresses if you want them on it. Copy link gives you the address to put on your own website. While the listing is on, search engines can index that page and a link to it shows your name, your introduction and your logo wherever it is shared.

An application asks for an email, the business, a name, a phone number, the location and plan they want and how they would pay, roughly how many hours a week (or that they need a dedicated kitchen), what they make and a message — no files: permits and insurance come through Compliance once they are members. The applicant gets a confirmation email from your organization's name, and your contact address gets a note with a link to the application (replies go to the applicant). Applications land on the Members tab, with a red count on the tab while any are new, in an Applications card that links to the whole list.

Open one and decide:

• Approve and invite — tick the locations they will belong to, pick a plan or none, and set the contract's start date. It makes an ordinary invite (the same email and link as Invite members) and, with a plan, a draft contract you activate from the Contracts tab once they have joined. If the invite email cannot go, the page shows the link to share. Once approved, Send a document makes a lease or letter from one of your templates for the new member, with a signature request if you like.
• Waitlist — tells them you will be in touch; the note you write goes in the email.
• Decline — asks for a reason (no space, not a fit, incomplete, other), emails it with your note, and frees the address so they can apply again.

Approving an application from an address that already belongs to a member is refused — open the member instead, and decline the application. Approving needs a subscription or trial that has not lapsed. An approval that stops part way keeps the invite it made and says why; approve again to continue from there. A plan or location that an open application names cannot be deleted until the application is decided. Applications stay on file, declined ones included; the data export carries them in applications.csv.

Leads near your locations

The Leads tab under People finds food businesses near your locations that may need kitchen time — food trucks, caterers, home bakers, meal-prep and packaged-food makers — from their own websites and from health-department permit records. You get 10 a month free.

Only the owner can switch leads on or change Lead settings, and leads need a subscription or trial that has not lapsed. Leads are searched for around every location with a street address the Locations tab could find on a map, within each location's radius (25 miles unless you set 10 or 50 in Look for leads within when you edit the location). An address typed on one line before leads existed is not searched around: edit the location and fill in its street, city, state and ZIP. In Lead settings you can narrow them to some locations or some kinds of business. The first time you switch leads on you agree to contact them only as yourself, saying how you found them, and to stop if they ask — they did not ask to hear from you.

New leads arrive overnight. Find leads now looks at once (up to 10 times a day); the first time, it also starts searching around your locations, and leads usually arrive within the hour. Each lead says why it may fit (it is looking for kitchen space, already uses a commissary, holds a mobile food permit…), what its site says, and how to reach it — only an email, phone or form its own site or permit shows; nothing is guessed. The best fits are delivered first — Hot before Warm, nearest first — and the list shows the newest at the top. A business that is already a member, an invitee or an approved applicant is never offered.

Open a lead to:

• Mark contacted once you have called or written, or Dismiss one that is not for you (Restore brings it back).
• Invite to its location, once you have spoken to them — the ordinary invite email and link, from your organization's name, after you confirm. Only a lead with an email can be invited.
• Under Report a problem, pick what's wrong (the wrong business, closed, not food, something else) and Send report.

Introduce yourself sends one short email to a lead that has an address, from your organization's name, with replies coming to your contact address. Draft it for me writes a first note from what the business's own site says; change anything, then Send the introduction. Nothing is ever sent for you, and each lead gets one introduction. It needs your public listing switched on (the email links to it) and a contact email on the Overview tab. We add a footer saying who you are and how you found them, your location's address, a link to apply, and a link to stop hearing from you — from your organization, from every kitchen on SpaceBloom, or to remove the business entirely. You can send 20 a day and 150 a month. If two businesses report your introductions as unwanted, or too many bounce, introductions pause for your organization until SpaceBloom support has looked at why. A business that applies through the link shows as Applied, and as Member once it has joined.

Need more than 10 a month? Once your subscription is active (not during the trial), the owner can add lead packs under More leads a month — each adds 50 leads a month for the organization, for $39 a month, up to 20 packs. The allowance is a ceiling, not a promise: a month delivers what has been found near your locations, which in a quiet area can be fewer. Adding a pack is charged at once for the rest of the billing period; removing one takes effect at once, with no credit.

The month resets on the 1st, in your billing time zone. Leads stay on file; the data export carries them in leads.csv. A business can ask to be removed, and then it disappears from every organization's leads.

Door access

If you already have an access-control system or smart locks, SpaceBloom can keep door access in step with your memberships. Go to the Access tab and choose how your doors are controlled. Three options are offered, each with a short description, and Kisi is picked to start:

• Kisi — paste an API key for your Kisi organization (see Using Kisi? below).
• Another system, through SpaceBloom — for Brivo, Salto, Avigilon Alta, Latch, Verkada, keypad locks from Schlage, Yale and August, and others. There is no key to paste: press Connect an access system, sign in to your own account with the provider in the window that opens — SpaceBloom never holds your door passwords — and come back to a list of your doors. If the page hasn't heard back yet when you return, press Check again.
• My own Seam workspace — for operators already paying Seam directly (see Already using Seam? below).

Picking another option puts away whatever you had started; nothing is sent until you press the option's Connect button.

Map each door to the location it belongs to, up to 50 doors. Connecting a system and everything about its doors are the owner's; staff work with Who gets in and the log. Two switches matter:

• Unlock from portal lets members open that door from their phone browser. It is off until you turn it on, deliberately: a web button works from anywhere, so it suits an interior door better than a street entrance. Every press is recorded with the member's name. A door your system cannot open remotely reads Not supported.
• Inside (exit) marks a reader on the inside of the location. Without one, SpaceBloom can tell you when someone arrived but has to estimate when they left. A push-to-exit button, a lever or a push bar is not a reader: leaving through one is not recorded, so the time stays estimated.

Disconnect takes back every credential SpaceBloom issued before it forgets your access system. If the system won't release some of them, because it is down or busy, nothing is disconnected: the tab says how many are left, and you can try again in a few minutes, or press Disconnect anyway and remove those credentials in your access system yourself. The ones it did take back stay taken back: give those members access again if you keep the system connected.

Using Kisi?

If your doors already run on Kisi, keep Kisi picked and paste an API key for your organization. Make the key in Kisi under My Account → API → Add API Key, signed in as an administrator of the organization — the key carries that person's permissions, and Kisi retires a key that goes unused for six months, so prefer an account that will stay. SpaceBloom stores it encrypted, shows only its last four characters, and because Kisi bills you for your places directly, doors on your Kisi organization are not added to your SpaceBloom subscription.

Three things work differently from the hosted flow:

• Groups, not codes. For every lock you map, SpaceBloom creates a Kisi group named SpaceBloom · <door> linked to that lock, and grants access by putting the member in it. You will see those groups in your Kisi console — leave them to SpaceBloom, and never add your own members to them by hand: SpaceBloom keeps no track of anyone it did not add, and unmapping a door deletes its group.
• The Kisi app is the credential. Kisi has no standalone PIN. When you approve a member Kisi does not know yet, SpaceBloom invites their membership email to your organization and Kisi sends the invitation — it comes from Kisi, not from you, so tell members to expect it. They sign in to the Kisi app with that email. Someone Kisi already knows by that email is given the doors with no email. A member whose first contact with Kisi is a booking of a shared kitchen, on a door with Kisi access for each booking ticked, gets the same invitation with that booking, and only once. The email is Kisi's access-assignment notification, so your organization's Kisi settings must allow emails and access-assignment emails or it never leaves Kisi. Members who already have a Kisi card or account can be linked from the roster instead of invited again.
• One event webhook per organization. SpaceBloom registers the webhook that feeds the door log. Kisi allows one per organization; if you already run one you will be asked to remove it first. Kisi switches a webhook off when deliveries keep failing — if that ever happens the Access tab says so and the log stays dark until you disconnect and connect again.

Replace API key and Check key work as for Seam. Disconnecting removes every assignment SpaceBloom made, deletes its webhook, and forgets the key; the members and the groups' locks stay yours.

Already using Seam?

If you already have your own Seam workspace — perhaps because you set up your locks or access system through Seam before SpaceBloom — choose My own Seam workspace instead of the hosted flow and paste an API key for that workspace (Seam Console → API keys). SpaceBloom then drives the access system connected there, and because Seam is billing you directly for those devices, doors on your own workspace are not added to your SpaceBloom subscription. If the workspace has more than one access system connected, you'll be asked which one belongs to this organization.

The key is stored encrypted and never shown again; the Access tab shows its last four characters. SpaceBloom registers its own webhook in your workspace so entries reach the door log — you don't need to set anything up there. If you rotate the key in Seam, use Replace API key; Check key tells you whether the stored one still works, and whether the access system it was connected to is still in the workspace. If you removed and re-added that system in Seam, its id changed and every door load fails until you tell SpaceBloom which one replaced it: Check key offers the systems the workspace holds now, and Use this access system switches over while keeping your key and webhook. Members the re-added system still knows are carried over under their new ids (anyone SpaceBloom had suspended stays suspended); anyone it doesn't know is closed and needs approving again, and doors it doesn't offer are archived for you to re-map. Disconnecting revokes every credential SpaceBloom issued, removes that webhook, and forgets the key.

Who gets in

A member needs an active contract at a location they belong to — one whose plan includes the building, not one that opens doors only during bookings — and that location needs a mapped door. Members ask for access from their portal and you approve them on the Access tab, or you press Give access on the roster without waiting to be asked — nobody is enrolled automatically. You and your staff need no contract: you can be given every door at every location.

Access ends on its own when a contract is canceled, paused or runs out, and every night SpaceBloom re-checks everyone and revokes anything that no longer applies. Access that ended this way does not come back on its own: when the contract resumes or a new one starts, press Give access or have the member ask again. You can revoke by hand at any time, and you must do that before removing a member — otherwise their code would keep working after they're gone. Revoking also stops their shared-kitchen bookings from opening doors until you give them access again; declining a request does not.

Each member gets their own keypad code or phone key. Never hand out one shared code: it can't be traced to a person and revoking it means re-keying everyone.

Members who already have a badge

If a member already holds a badge, fob or code in your access system, don't issue them a second one. Once a system is connected, the Access tab lists Already in your access system — everyone in it who isn't linked to a member yet. Where an email matches exactly one member, press Link; where it matches several or none, pick the member yourself. Nothing is linked until you press the button. Someone you have suspended in your own system shows Link and reinstate instead — linking them opens their access again. Staff can link only a member's own badge, one whose email is the member's, or their own, never a suspended one, and can't revoke or unlink a badge linked to an operator: those are the owner's. A member whose plan opens doors only during bookings isn't offered a link, and the roster says bookings only for them: their bookings are their way in, and linking would hand them the doors every day.

A linked credential works like one SpaceBloom issued: it follows the contract. When the contract ends, or you revoke by hand, the person is suspended in your access system (never deleted), and approving them again reinstates them. Every night SpaceBloom re-asserts a suspension it made, so un-suspending someone at the panel doesn't quietly reopen a door — if you want to manage that person yourself again, press Unlink, which hands them back exactly as they were. Disconnecting SpaceBloom also hands every linked person back rather than revoking them. You can't remove a member, or delete the organization, while a linked person is suspended by SpaceBloom — unlink them first, so nobody is left suspended with no way back.

The door log

The Kitchen log card on the Access tab shows the latest 100 entries, who is on site right now, and how long each visit lasted; the Kitchen log report reaches further back. Where you have an inside reader those times are measured; otherwise a visit closes at the member's next entry elsewhere or after the assumed stay the owner sets (4 hours to start), and is marked estimated. The log holds portal unlocks and what smart locks and Kisi send; badge reads at other access-control entrances are not recorded yet. It's an audit trail for disputes, not a billing meter.

One thing no system can see: someone holding the door for a colleague. Ask everyone to badge in individually — an inside reader is the only way to catch it after the fact.

Documents

The Documents tab is where you keep the paperwork that belongs to a member — a lease, a certificate of insurance, a health permit — and where you make new paperwork from your own templates. Every document sits on one member's profile. It is private to you until you share it, and once shared the member can open it on their member portal under Documents.

Owners and staff can both work here.

A member's details

Templates fill in what you know about a member, so it is worth a minute to record it. Open Members, click the member's name, and fill in Contact details: Full name, phones, Billing name, Tax id (EIN) and their billing address. An import from another platform fills in whatever its export carried. A detail you leave empty is simply left empty in a document, except that an empty full name or billing name is filled with the business name.

Members can fill these in themselves on their portal's My details page, and the join form asks for a name and a phone. The latest change wins, whoever made it: when it was the member's, the card says Updated by the member on that date, and your next edit clears that line. A member who joined through an invite link sent to a different email address, or whose email is not verified, can replace or remove their details but can't see what is on file, because the details were recorded for the person the invite was sent to. The card says so under On the member's portal. If you know the account belongs to that person, press Let this member see their details; Hide them again takes it back.

Adding documents

On the Documents tab press + Add document (or use the same button on a member's page, where the member is already chosen):

1. Choose the Member, and a Location if the paper is about one.
2. Choose the file — PDFs, images, Word and Excel files, up to 25 MB each.
3. Give it a Name and any Internal notes (only you see those), tick Share with the member if they should see it now, and press Attach document.

To bring a member's whole folder across at once, select all of its files in the file picker — up to 50 at a time. Each document is named after its file, a progress line counts them off, and Stop after this file pauses the run; anything that did not attach stays selected, so pressing the button again picks up where it stopped.

A signed agreement belongs with its contract — especially one you imported, whose paperwork stayed behind in the old system. Pick the contract under Contract when you attach the file, or set it later on the document's own page. On the Contracts tab, Documents on a contract's row lists what is filed under it and has Attach a document to add the file right there; use Mark as signed on the document afterwards if it was signed elsewhere. A document made from a template can't be filed this way: it keeps the contract it was filled from, if it had one.

To give the same files to many members at once — new house rules, a notice for everyone at one location — choose Many members under Add to. Pick a location under Members at, shown when you have more than one, to narrow the list (each document is then filed under it; with all locations, under the member's own when they have just one). Everyone listed starts ticked — untick anyone who should not get the files — then choose the files and press Add to … members. Each file is uploaded once, up to 100 members and 500 documents at a time. A shared single file emails each member once; several shared files email nobody, as for a folder. Pressing the button again after a stop or a failure reaches the rest without giving anyone a second copy.

Good to know

• Picking the same files twice adds nothing twice. The same file with the same name for the same member is recognized and skipped, so a run that was interrupted can simply be repeated. If you ask to share a file recognized this way and it is not shared yet, it is shared now, exactly as a new one would be; one the member uploaded themselves stays as it was, and the form says so.
• Several files at once are shared quietly. Sharing one document emails the member; sharing fifty in one go would be fifty emails, so SpaceBloom sends none — tell the member yourself that their archive is there.
• Files stay where they are. A document keeps the exact file you attached; every download is that same file, byte for byte.

Sharing a document

Open the document (click its name) and press Share with the member. It appears on their portal and they are emailed — once, the first time. If that email could not be delivered the page says so and offers Send the email again. Stop sharing takes it off their portal again, unless the member signed it here: that one stays.

On the portal, Documents carries a red count of what is waiting for the member: documents you shared that they have not opened yet, any waiting for their signature, and anything you ask them to keep on file that still needs them (see Compliance). A document leaves the count once they open it (or sign it). Documents shared several at a time — an archive attached a folder at a time — are listed but never counted, the same way they are never emailed.

A document stays on your records when a member leaves. A removed member can no longer open the portal, so they no longer see it.

What members upload

Members can upload their own documents from the portal — a PDF or a photo up to 10 MB, such as a renewed certificate of insurance, 20 a day at most. These arrive marked New from member (the filter on the Documents tab lists them under New from members). Open one, check it, and press Mark reviewed. Until you do, the member can still remove it; after that it is part of your records.

Asking for a signature

Open a PDF document and use its Signature card:

1. Give them 7, 14, 30 or 60 days.
2. Tick I countersign after them for a lease or an agreement both sides sign.
3. Press Ask for a signature. This shares the document if it was not already, and emails the member a link.

The member opens the document on their portal, reads it, ticks that they agree to sign electronically, types their full legal name (and may draw a signature as well) and presses Sign. Signing needs a verified email address on the account, for the member and for whoever countersigns. If you chose to countersign, the card then offers you Countersign: open the document, agree, type your name. When everyone has signed, SpaceBloom builds the signed copy — your original pages, followed by a signature page and a certificate recording who signed, when, from where, and the fingerprint of the file they read. You can open or download it from the document's page, and the member is emailed and sees Open the signed copy on their portal, beside the original.

While a request waits for the member you can Send a reminder (twice a day at most) or Cancel the request; once they have signed and it waits for your countersignature, you can only cancel it. The member can also decline.

If something was signed on paper or in another system, use Mark as signed with an optional note ("Signed in person on Sep 12") instead of asking again. It is offered until a signature has been asked for on that document, and the owner can take it back with Remove signed mark. A signature made through SpaceBloom can never be removed.

Good to know

• A request expires at the end of its last day, in your organization's time zone. An expired request can simply be asked again: Ask again gives 14 days. A request also closes by itself when its member is removed from your organization.
• An open request freezes the document. It cannot be unshared, marked as signed by hand, or deleted until the request is signed, canceled, declined or expired — and your organization cannot be deleted while one is open.
• Only PDFs can be signed. Turn a Word file into a PDF first, or make the document from a template, which always produces one.
• The owner or a staff member countersigns, under their own name. Only the owner can delete a signed record.
• The signed copy is a convenience, not the signature. The signatures are recorded the moment they are made; if the copy cannot be built (a password-protected PDF, for instance) they still stand, and the page says the copy is missing.

Templates

A template is a document with blanks in it — this lease is between «billingname» and… — that SpaceBloom fills in for a member and turns into a PDF on their profile. Open Documents → Templates.

A new organization starts with two sample templates — a membership agreement and a welcome letter with house rules — that show the blanks at work. Edit them, use them as they are, or archive them (an archived one comes back with Show archived and Restore). The samples are written in English whatever your members' language. An organization that has no samples yet — one made before they existed — sees Add sample templates on the page; it adds them and goes away once they are all there.

There are two ways to make one:

• + Upload a Word file — a .docx you already have. This is the right choice for anything designed: a lease with your letterhead, numbered clauses, signature blocks. It comes out looking as it does in Word.
• Write one here — a simple editor with headings, lists, tables, links, your logo, your own pictures and an Insert field button. Good for a welcome letter or a one-page notice; it makes a clean, plain page. A logo saved as WebP is left out of documents made this way, so upload yours as a PNG or JPG.

Either way, give it a name (a Word upload takes its file's name if you leave that empty) and, if it only applies to one place, a Location. A Word file can be up to 10 MB, and an organization can have 200 templates in use. A template with a location is offered only for members of that location; Any location is offered for everyone. The location changes who is offered the template — not what gets filled in.

Pictures in what you write here

A template written here, a message template and a message can all hold your own pictures: a floor plan, a photo of the loading dock, a screenshot.

• Picture in the toolbar picks one or more files from your computer.
• Paste a picture you copied — a screenshot, or Copy image in a web browser — or drag one in from a folder.
• Text with pictures in it — from Word, Outlook, a web page or a Google Doc — pastes with its pictures. Each one shows as "Bringing in a picture…" until it is ready, and Save or Send waits for them. A picture that cannot be brought in is left out, and the editor says so: copy the picture on its own and paste it, or use Picture.

Click a picture to change its size (Small, Medium, Large, Full width), its position, and its Description — what a screen reader says, and what shows where the picture cannot. Leave the description empty for a picture that is only decoration.

Pictures are made smaller and saved as PNG or JPEG on the way in, up to 5 MB each and 50 in one template or message. Anyone who has a picture's address can open it — the same as your logo — so don't use pictures for anything private, such as an ID card or a signed page.

Writing the blanks

A field is just text. Open the template in Word, click where the member's name should go, and type {{member.fullName}} — two curly brackets, the field's name exactly as in the table below, two curly brackets. That is all: no Word "mail merge" setup, no special menu. When a document is made, those characters are replaced by the member's name.

This Lease is between {{member.billingName}} ("Tenant") and {{organization.name}}, starting {{contract.startDate}} at {{contract.price}} a month.

A few things that help:

• Copy the name from the table rather than retyping it. Capital letters do not matter; spelling does.
• Format the field the way the value should look. Make {{member.billingName}} bold and the name comes out bold.
• Use a field as often as you like, anywhere in the document — the body, a table, a header or a footer.
• The «name» spelling works too. Templates exported from Nexudus are written that way and need no changes. (To type the marks yourself: on Windows hold Alt and type 0171 and 0187 on the number pad; on a Mac, Option-\ and Shift-Option-\. The curly-bracket spelling is easier.)
• Writing the template in SpaceBloom instead? Don't type fields at all — put the cursor where the value goes, choose it under Field, and press Insert field.

The fields, in either spelling:

Templates that came from Nexudus work as they are. The full list, with every spelling SpaceBloom understands, is on each template's page under Fields you can use. The value takes on the formatting of the blank, so make the blank bold if the name should be bold.

When you upload a template its page shows What it fills in. A name SpaceBloom does not recognize is listed there as something it cannot fill — usually a typo — and is left in the document exactly as written, so nothing is silently blanked out of a lease. Fix the Word file and use Replace the file.

Checking it

On the template's page, the Preview card fills it in without saving anything: press Build preview, then Open the preview. With Sample values (the default) every blank gets a made-up detail, so you can check a template before anyone is on your roster; with A real member's details it uses one member (and one of their contracts, if the template uses contract details). Do this once for every new template: it is where you catch a logo that moved or a clause that ran onto a fifth page.

Replace the file (or Save in the editor) makes a new version. Documents already made keep saying which version they came from. Archive retires a template without touching the documents made from it; Restore brings it back. An archived template also has Delete, which removes it for good — it works only while nothing was ever made from it, so it is for one made by mistake.

Making a document from a template

For one member: open the member's page, press Create from a template, choose the Template — and the Contract it is about, if it fills in contract details — and press Create document. It takes a few seconds to become a PDF and then appears in their documents. Tick Share with the member to send it now, or Ask for a signature to share it and send the signing link in the same step.

From the Documents tab: press New from a template. Under Make it for, choose One member, find the member and pick the Template (only those made for any location, or for one of theirs, are offered), and the same form appears below; once the document is made, it opens. Choose Many members instead, pick the template and, if you like, which location's members (Members at), and press Continue: the template's Create for many members page opens with that location already chosen. A template's own page has Create for one member beside Create for many members too.

For many members: open the template and press Create for many members. Everyone the template is offered to is listed and ticked (when that would be more than 100, nobody starts ticked), with the contract their document will be about (you can change it where a member has several). Members with no current contract — canceled and ended ones do not count — cannot be included in a template that needs one, and anyone who Already has one from this template starts unticked so a second run does not make second copies. Filter by location, or search, if you like — Create acts on the ticked members that match, on every page, and never on anyone the filters hide — choose Share with each member or Ask for a signature, and press Create N documents, up to 100 at a time.

The location filter appears when there is more than one location to choose from, so a template made for one location has none. This run's documents opens the documents the run made. Once its documents are all made, Start a new run lets it go: once you confirm, the next press makes its documents under a new run with its own record, and the members the last run made one for start unticked.

The documents are made a couple at a time, so a hundred takes several minutes. You can leave the page; each one lands on its member's profile, and coming back shows how the run went. Anything that needs a look — an email that could not be delivered, a contract that was canceled meanwhile — is written beside that member.

Created for many, beside Templates on the Documents tab, lists every run: the template, how many members, and when. Open one to see the documents that run made, with the other filters still at hand. A run cannot be deleted from there — each document is deleted on its own page — and runs made before the page existed are not listed. The count of documents made fills in as the run finishes; if it stays short of the members, a document could not be made — open the run to see which member has none.

Good to know

• A template that fills in contract details needs a contract. Give the member a contract first, even a draft one.
• Limits. An organization can make 500 documents from templates in a day (previews count); after that, making more waits until tomorrow. It can also send 500 document emails a day, shares and signature requests together; past that a document is still made and shared, but its email is not sent, and the page says so.
• Keep designed documents in Word. The built-in editor cannot reproduce a designed lease, and it does not need to — upload the Word file.
• If a field comes out as written in the PDF — {{something}} or «something» — the template uses a name SpaceBloom does not know. Its page shows which.

Moving your documents over from another platform

1. Members first. Import or invite your members (see Moving from another platform) so there is a profile to attach to, and fill in their contact details — the import does this where the export carries them.
2. Templates. Upload your Word templates as they are. If all you have is a PDF, open it in Microsoft Word (File → Open) and save it as .docx — Word rebuilds real paragraphs, where other converters produce text boxes that cannot be filled in. Then read it through: a scanned PDF comes back with misread letters, and its blanks have to be typed in again.
3. Existing files. Download each member's files from the old platform and attach them from the member's page, a folder at a time. Attach them unshared, or shared — no email goes out for a batch either way.
4. Signed paperwork. For anything already signed elsewhere, use Mark as signed with a note such as "Signed in Nexudus, 2025".

Compliance

The Compliance tab, under People, keeps the paperwork your kitchen needs on file — health permits, business licenses, certificates of insurance, food handler cards, and your own service records such as hood cleaning and pest control — and shows who needs to renew. Owners and staff can both work here.

Nothing here locks anyone out. Compliance is a record and a reminder: door access and bookings carry on whatever a member's standing is, and what to do about it is your call.

What you ask for

A requirement asks for one thing to be kept on file. Under What you ask for, pick one from the Common ones: row, or fill in Add a requirement:

• Name: what you ask for, such as "Certificate of insurance". What to send (optional) is a note members see beside it.
• Who it asks: Each member, who upload theirs on the member portal, or Each location, for the location's own paperwork (permits, the hood inspection), which you file yourself and members are never asked for.
• Where: every location, or one. A member is asked when they belong to a location it covers.
• Needs an expiry date: whether every record must say when it runs out.
• Remind this many days before it expires: up to four numbers of days, 30 and 7 to start with, each from 1 to 365. Leave it empty and the only reminder is the one on the day it expires.

Edit changes everything but who it asks: a requirement made for members stays one for members, so add a new one to ask locations instead. Archive stops asking without losing anything on file, and Restore asks again — archived requirements leave the list until you tick Show archived under it (the box says how many there are; every list with archived rows has one). You can have up to 50 active requirements. An archived requirement nothing was ever filed against also has Delete, which removes it for good.

Reviewing what members send

What members upload waits under Waiting for review at the top of the tab, and the tab carries a red count of them. Open the file, then either:

• Accept it. When the requirement needs an expiry date, the date the member gave is filled in; correct it first if the paper says otherwise. This is the only place a date already past can be entered: an upload or File a record with one is refused.
• Turn down the upload, with a Reason (Can't be read, Not the right document, Already expired, Name doesn't match, Another reason) and an optional Note to the member. The member sees why on the portal and can send another.

Who is up to date

• The Members table lists every member, invited ones included, with their worst standing, the worst first, and where they stand on each thing asked of them. Filter it by Standing or Location.
• The Locations table holds each location's own records. File a record beside a requirement adds one you hold: the file is optional, since the paper may be on your wall, and it is accepted at once. Open shows the file of the record in force, and Records lists everything on file for that location.
• The Compliance card on a member's page shows where that member stands on each requirement, File a record for one you hold for them, and On file: every record they sent or you filed, with what became of it.

A standing is one of:

• Current: an accepted record is on file, and it is not close to running out or does not expire.
• Expiring soon: it runs out within the requirement's largest reminder window (30 days with the defaults).
• Expired: from the day after its expiry date. A record is good through that date, in your organization's time zone.
• Missing: nothing accepted and nothing sent.
• Waiting for review: nothing accepted yet, and an upload is waiting for you.

A renewal is a new record: the old one stays on file, and still counts until you accept the new one. To see what runs out soon across every member and location, open the Expiring records report.

Remove, beside a record on file, is for one filed by mistake: it asks first, then deletes the record and its file for good, and if it was the record in force the standing changes at once. An upload still waiting for review has no Remove — accept it or turn it down, so the member hears why.

Uploading on the member portal

Members find what you ask of them on the portal's Documents page. There they can:

• Upload a file (a PDF or a photo, up to 10 MB, 20 a day), with its expiry date when the requirement needs one, and Send for review.
• Take back an upload until you have reviewed it.
• See why an upload was turned down, with your note.

A new upload replaces one still waiting for the same requirement, so you only ever review the latest. Compliance files stay apart from the member's documents.

Reminder emails

Members get:

• An email on each reminder day before a record expires, and on the day it expires, once each. None goes out while a renewal they sent is waiting for review.
• A note, once, when they are asked for something they have nothing on file for, if their membership is active.

Each comes from your organization's name, in the member's language, with a link to their portal. A member is not emailed while their invitation is still unclaimed, or when they have no working email address; the email to you marks those records "not emailed" so you can follow up yourself. At most 200 reminder emails go to your members in a night; the rest go the next night.

You and your staff each get at most one email a night, from SpaceBloom at your own account's address, and only on a night when a member's or a location's record reached a reminder day or expired. It lists those records and says how many uploads are waiting for review.

No reminder mail goes out while your organization's SpaceBloom subscription is inactive. Filing, accepting, turning down and removing records wait for it too; members can still upload.

Messages

The Messages tab is where you write to your members, and where their replies land. Every message is emailed to the member from your organization's name and kept on their member portal under Messages, where they can read it and answer; a red count on that tab tells them something new is waiting. Their replies are emailed to your organization's contact address, when it has one, and sit in your inbox with an unread mark until you open them; the tab carries a red count of unread conversations. Owners and staff can both work here.

Sending a message

1. On the Messages tab press New message, or on a member's page press Send a message.
2. Find the member, give the message a subject and write it. Fields work the way they do in a template: Insert field puts in a blank that is filled with the member's details when the message is sent — {{member.firstName}} in the subject becomes their first name. Under Preview, press Show preview to read the message as the member will, with every field filled in; nothing is sent. Writing to several members, choose whose copy to read. A message that uses contract fields asks which Contract to fill them from. Invited members who have not joined yet can be written to as well.
3. Press Send message. You are taken to the conversation, which says whether the email went. "Not emailed" or "Email failed" with a reason — no address on file, an address that bounced, the day's limit reached — means the message is still on their portal; it just did not go by mail.

Message templates

A message you send often — a dry-storage notice, a price change, a welcome — is worth writing once. Under Messages → Templates press Write a template: a name, a subject, the text, and a location if it is only for members there (leave Any location for one that suits everyone). The fields, the editor and the rules are the ones document templates use, so Writing the blanks applies here too. A template's page shows what it fills in and a Preview for a member, so you can read it as one member will before anyone does.

A new organization starts with sample message templates — a welcome, a payment reminder, kitchen booking tips and an announcement — filled with blanks like the organization's name and the member's email. As with document templates, Add sample templates appears only while some are missing.

To use one, choose it under Start from a template on the New message page — it fills the subject and the text, and you can change either before sending — or press Send to one member on the template's own page. As with document templates, an archived message template has Delete, which works only while nothing was ever sent from it.

Sending one message to many members

On a message template's page press Send to many members. Every member the template is offered to is listed and ticked; untick anyone who should not get it, filter by location if the template is for everyone, and press Send to N members. A search or a letter narrows who gets it the same way: only the ticked members that match are sent to, so clear the search before sending to everyone. Up to 100 go in one press, three at a time, and the page shows how each went beside their name. Stop ends it early: the sends under way finish and the rest stay ticked. A template that uses contract fields shows each member's contract in the list; choose one for every ticked member, or untick them. When everyone is reached the run is done; the next press is a new run. Start a new run does the same while a run is still open, once you confirm; either way the members already reached are not ticked again (they show Sent in an earlier run). This run's conversations opens the run's conversations in the inbox. Each member gets their own copy and their own conversation, so their replies come back one by one, the way they would with email.

If you leave the page mid-way, coming back shows who was already reached and offers only the rest. Sent to many on the Messages tab lists every run, and Delete run takes back every conversation a run started — the members' copies go with it.

You can also write to a group without a template. On the New message page choose Many members under Send to, pick a location under Members at (or leave All locations) and write the message: the same ticked list and Send to N members follow, and once everyone is reached by email you land on Sent to many (if someone could not be emailed, the page stays and says so beside them). This page does not remember a run you leave, so stay until it finishes; pressing send again while you are on it reaches only the members not reached yet. Change the text first and it goes out as a new run, still only to those not reached. Start a new run on this page ticks everyone again, including the members already reached.

Messages from SpaceBloom

SpaceBloom writes to your organization the same way: a notice about the platform, a question about your account. From SpaceBloom on the Messages tab opens those conversations, with a red count when one is waiting; owners and staff both read them, and your owner is emailed each one. Open a conversation and answer under Answer SpaceBloom in plain text, the way a member answers you. You cannot start one yourself; for that, use the contact page. The email has no reply address: answers belong in the conversation. SpaceBloom's own emails (these messages, the monthly summary, the notices about your trial and subscription) carry SpaceBloom's logo; everything your organization sends its members carries yours.

Good to know

• Members write first too. On their portal a member can press Write to [your organization]; it arrives in your inbox like a reply.
• Deleting a conversation removes every message in it, for you and for the member. Messages are correspondence, not contracts — there is nothing to keep on file, and nothing is stored outside your organization's records.
• Limits. An organization can email 500 messages a day; a member can send 20 replies and start 5 conversations a day. Until your subscription is active, only 20 of those emails a day can go to members who haven't joined yet, and once a trial or subscription has lapsed, sending, replying and deleting wait for it (members can still write to you). A message body can be 64 KB — plenty for a notice, not for a lease. Attach a document on the member's Documents tab instead of pasting it into a message.
• Replies by email go to your contact address, not into the conversation. The email a member gets says where to reply; one who answers their mail client anyway still reaches you, as long as your organization has a contact address.

Locations and kitchens

A location is a building or address you run; add each one on the Locations tab. Members belong to locations, plans and contracts can point at one, and each active location has a sign-up link for your own website.

Give a location an invoice code — 2 to 4 letters or digits, such as TU — and every invoice issued for it is numbered TU-000042 instead of INV-000042. The form suggests one from the name; change or clear it as you like. One count runs across the whole organization, so the codes share it; invoices with no location keep INV, invoices already issued keep their numbers, and no two locations may share a code or take INV for their own.

A location can also keep its own time zone. Left at Same as the organization, its kitchens follow the zone on the Billing tab; pick one and its opening hours, bookings, standing reservations, the Schedule and the kitchen log read in it instead. Invoice dates keep the organization's zone either way. A location whose kitchens have time booked ahead keeps its zone until that time has passed or been canceled, and its standing reservations have ended.

Inside a location you can list its kitchens, further down the same tab:

• A shared kitchen is booked by the hour — one member per zone at a time.
• A dedicated kitchen is rented to a single member, like an apartment.

Add a kitchen with a name, the location it is in, and its kind. The location and the kind are fixed once the kitchen is added — if either changes, archive the kitchen and add another. You can rename a kitchen at any time, and the new name follows every contract that rents it, including documents you make later.

Renting out a dedicated kitchen

A dedicated kitchen is rented through a contract, the same way everything else is billed. On the contract form, pick the location and then the kitchen; only free dedicated kitchens at that location are offered. The price comes from the plan, as it always does.

• One live contract per kitchen. If someone else already rents it, the contract will not activate and tells you so — end theirs first.
• The kitchen is chosen when the contract is added. To change it, cancel the contract and write a new one.
• A paused contract keeps the kitchen. The member's equipment is still in there, and pausing is not moving out. It does close their door, though.
• Canceling or ending a contract frees the kitchen straight away.
• Use {{kitchen.name}} in a template to print the room's name on a lease. It is filled from the contract the document is made for, so use it beside a contract field such as {{contract.startDate}}: a template with no contract field is never asked for a contract, and the name comes out empty.

Zones in a shared kitchen

A shared kitchen often holds more than one station — a hot line, a bake station, a prep bay — each rented on its own. Split it into zones and two members can book the same hour, one in each zone.

On the Locations tab, find the shared kitchen and press Zones. Every shared kitchen starts with one zone, named after the kitchen; rename it, then use Add a zone for each station and press Save zones. Members then pick a zone beside the kitchen when they book, and the Schedule tab shows the kitchen as a heading over a row per zone.

• Opening hours, booking rules, doors and the hours a plan includes stay the kitchen's. An hour in any zone spends the plan's hours and bills at the plan's rate, the same as before.
• A member may book two zones at the same hour; both count toward their weekly limit for the kitchen.
• Archive a zone you no longer use; at least one stays in use. A zone with bookings still ahead or a standing reservation cannot be archived until they are canceled or ended.
• Remove is for a zone added by mistake: archive it and save first, and it can then be removed only if nobody ever booked it. The kitchen's first zone can be archived but never removed.
• A kitchen can have up to 20 zones in use.
• With one zone in use, nothing about zones shows anywhere — members, the calendar and the reports see just the kitchen.

Which doors a kitchen's members get

On the Access tab each door has a Kitchen column. Leave it on The location itself for a shared entrance like a street door, and every member at the location whose plan includes the building gets it (more on that below). Point it at a kitchen and the rule changes:

• A dedicated kitchen's door opens only for the member whose contract rents that kitchen. Nobody else at the location gets it.
• A shared kitchen's door opens for you and your staff, and for no member. Members reach it by booking, and during a booking they can open it — see Opening the kitchen door during a booking.

Sometimes the kitchen door and the building door are the same door. Leave such a door on The location itself (or on the dedicated kitchen it serves) and tick the shared kitchen under Also opens for bookings of, beneath the kitchen picker in the Kitchen column: members with everyday access keep the door all month, and a booking of that kitchen opens it too — the Unlock button on the booking, and a code or Kisi access for each booking if you switch that on for the door — exactly as it would the kitchen's own door.

Which members have everyday access is the plan's call. Tick Door access only during bookings on a plan sold by the hour and members on it never hold the location's doors all month; they get a door that also opens for the kitchen they booked with each booking. A plan that rents a dedicated kitchen always opens the building for its tenant, whatever the box says. A contract takes the setting from its plan when it is made, like the price, and you can change it for one contract under Kitchen time on the Contracts tab; contracts already made keep what they have when you change the plan.

Moving a door to another location clears its kitchen and the kitchens it also opened for, since kitchens belong to one location. If a member already has a badge you adopted from your own access system, SpaceBloom cannot take a single door off it — remove that door from them at the access system itself.

Good to know:

• Kitchens are not charged for. Your subscription counts locations, however many kitchens each one holds.
• A location usually has one shared kitchen. Add a second only when it is a separate room; stations in the same room are zones.
• Archive a kitchen you no longer use. Delete is for one added by mistake. Archived kitchens and locations leave their lists until you tick Show archived kitchens or Show archived locations; the same box sits under plans and products, where an archived plan or product has Delete, which works only while no contract or invoice ever named it.
• A kitchen cannot be archived while a contract rents it, while a door still points at it or also opens for its bookings, or while anyone still has it booked or holds a standing reservation in it. Free the contract, move the door back to The location itself or untick the kitchen under Also opens for bookings of on the Access tab (doors are the owner's to change), and cancel the bookings and end the standing reservations on the Schedule tab, first.
• A location cannot be archived while a kitchen inside it is still active — archive its kitchens first. Deleting a location needs its kitchens gone altogether, archived ones included. Archiving a location that members get in through asks first: Archive anyway takes their door access there away that night. Restoring the location gives it back at the next nightly run to members who kept a door somewhere else; anyone whose only doors were there needs Give access again.

Scheduling a shared kitchen

A shared kitchen is booked by the hour, one member per zone at a time, so it has a calendar. Nothing appears on anyone's portal until you switch it on.

Setting the rules

On the Locations tab, find the shared kitchen and press Booking rules.

Opening hours are when members may book, in the location's time zone (its own on the Locations tab, else the organization's on the Billing tab — the form names it). Tick a day to open it and pick the window; untick it to close the day. A window that runs to Midnight (end of day) lets somebody book overnight into the next day, as long as that day is open too — so a kitchen that is open round the clock should be open midnight to midnight every day. Use Add another window if a day has a break in the middle; a day takes up to four windows.

Bookings is how members may use those hours:

• Slot size — start times fall on this mark: every 15 minutes, every half hour, or on the hour.
• Shortest and longest booking — both in whole slots, up to 12 hours.
• How far ahead members may book. You are never held to this yourself.
• Cancellation cutoff — how close to the start a member may still cancel here, counted from when the door opens (the start less Door opens early by). Past it, or once they have unlocked the door, they are told to ask you, and you can always cancel for them.
• Weekly limit — hours per member per week, Monday to Sunday. A new kitchen starts at 20 hours, so no one member can book it solid; tick No limit if you don't need one.
• Door opens early by / stays open after — minutes either side for loading in and cleaning down. These widen the door's window, not the booking.

Last is Members can book this kitchen. Ticking it puts the kitchen on the member portal straight away, so set the hours first.

The Schedule tab

The Schedule tab is a calendar of every shared kitchen. Day shows a row per kitchen with the hours across and a line at the present minute; Week and Month show every day at once; Agenda lists the week. Move with Previous day / Next day (or week, or month), or pick a date, and narrow the calendar to one kitchen with the Kitchen picker. A kitchen split into zones is a heading over a row per zone, so two members at the same hour sit one above the other; booking it from Add to this day asks for the Zone. Times are the kitchen's own with one kitchen picked and the organization's with every kitchen shown; the time zone is named under the heading.

Open a booking for its details (who, which plan it spends, the door credential) and use Cancel booking from there: it works at any notice, including on a booking that has already started, though not on one in a period that has already been invoiced. Show canceled bookings brings canceled ones back, struck through. The colored edge of a booking says what it costs the member, and the legend under the calendar names each color: included in the plan, over the plan and still to be billed, over the plan and billed, over the plan but not charged (the plan has no overage rate), or covered by no plan.

Underneath, Add to this day does three things:

• Booking for a member — book somebody in yourself, over the phone or at the counter. It counts against their weekly limit like their own booking would, but you are not held to the limit or to how far ahead members may book. Your booking still has to fit the opening hours, start on a slot mark and run between the shortest and longest booking, and the member must have signed in at least once.
• Hold — kitchen closed — take the kitchen out of circulation for a deep clean, a repair or an inspection. A hold belongs to nobody, blocks the hours for everyone, and members see only that the time is taken.
• Standing reservation — give a member hours they keep every week on one zone. The next section says how it works.

Standing reservations

A member who pays monthly rent for a station usually keeps it on fixed hours — every weekday noon to seven, say — while the station is anyone's to book the rest of the day. That is a standing reservation: pick Standing reservation under What, tick the Days, set From and To, and name the member. A reservation runs from the day shown until you end it, or until the date in Until (optional) if you set one, and may last up to 12 hours a day.

Two things make it different from booking the member in day by day:

• The rent pays for it. The hours spend none of the member's plan hours and none of their weekly limit, and the calendar marks each day as a standing reservation rather than as included or over the plan. The member's own bookings outside those hours are counted as ever.
• It need not fit the opening hours. A tenant can hold 5am to noon in a kitchen whose public hours start at eight. Only the quarter-hour grid and the 12-hour ceiling apply.

Name a Contract (optional) if the rent is on one: the reservation then ends on its own when that contract pauses, is canceled or ends. Without one it runs until you end it.

The next 35 days are written to the calendar as ordinary bookings the moment you reserve, and every night the calendar is extended a day. Past that the pattern itself holds the hours, so nobody can book into a Tuesday afternoon three months out that is already the tenant's. If somebody already has a day you are reserving, the form names the bookings in the way: cancel them first, or press Reserve anyway, keep those bookings to leave those days to their bookers.

Each day of a reservation is a booking like any other on the calendar. Open one for its details: Cancel booking frees that one day for everyone else, and End standing reservation ends the whole pattern and gives back every day still ahead. Standing reservations, beside the Bookings report button, lists every reservation — whose, when, and which days could not be written (somebody had the slot, the clocks changed, or the member was not active at the location) — and ends one from there too. A kitchen can hold up to 50 at a time, and two reservations on one zone can never share a minute. To change the hours, end the reservation and make a new one; a zone or kitchen that has had one can be archived but not removed.

What members see

On their portal, members with an active plan at the location get Book the kitchen: a kitchen (and its Zone, when it has several), a week at a time, then a start time, then a length. Times that are taken show as Taken and nothing more — members never see each other's names or how their neighbors use the kitchen.

Their own bookings are listed underneath with a Cancel button, which disappears once they are inside your cutoff. A member with a standing reservation sees it once, under Reserved for you, above the days it has written; canceling one of those days frees it for everyone else, and the reservation itself is yours to end.

Hours included in a plan

Each plan says how much shared kitchen time comes with it. Set it under Shared kitchen time when you create the plan on the Plans tab, or later with Edit on its row:

• Unlimited — members on it book as much as your booking rules allow, and nothing is counted or billed. This is where every plan starts.
• Hours included — so many hours a month. Hours don't roll over, and a short first month still gets the full amount. Add an Overage per hour and time past the included hours is billed; leave it blank and booking simply stops there until the next month.
• Kitchen days — so many kitchen days a month, for plans sold by the day. Set the Days per month and the Hours in a day, and optionally a price for an Extra day and a price Per hour past a day's hours. A kitchen day is any date with a booking on it: a morning and an evening session on the same date are one day, and its hours don't have to be in a row. Unused hours on a day don't carry to another day, and unused days don't roll over. Leave a price blank and booking stops there instead — no more days once they are used, or no more time on a day once its hours are.
• Pay as you go — no hours included; every hour booked is billed at the rate you set.
• Not included — members on it can't book the shared kitchen. Switching a contract to this cancels the member's upcoming bookings, unless another of their contracts includes the kitchen.

A plan's hours start with the contract: a member whose contract begins on the 1st can book from the 1st, and the calendar says so for the days before.

A contract takes its plan's kitchen time when it is created, the same way it takes the price, and you can change it for that one contract with Kitchen time on the Contracts tab. A change applies from the current month on; months already invoiced stay as billed. Changing a plan later never changes the contracts already on it.

The same form holds Door access only during bookings, for a plan whose members should get through the door only when they have booked — see Which doors a kitchen's members get.

How it is billed:

• Booked is used. Hours count when they are booked, not when somebody badges in — a booking canceled in time gives them back.
• Overage is billed at the end of the month, as a Kitchen time over plan line. A monthly member's invoice goes out at the start of each month, so the month behind it rides on that one; a member paying ahead gets an invoice of its own for it (see Paying ahead and contract terms). The month runs from the contract's billing day, however the plan is paid.
• When a contract is canceled or runs out, whatever overage is left over is billed once on a final invoice.
• Once a period is invoiced, its bookings are settled: they can't be canceled or added any more. If a member was charged for time they didn't get, void that invoice on the Invoices tab and issue a corrected one.
• A member with two contracts at a location spends the older one's hours first.
• When you book the kitchen for a member, their hours are spent the same way, but the plan never stops you — time past the hours with no overage rate is simply not billed.

On Book the kitchen, members see how many of their hours are left this month, and — before they book — what any time past them will cost.

On a kitchen-days plan a day is counted on the date its booking starts, so a booking that runs past midnight belongs to the day it began. The days of a period are used in date order, and an extra day and any time past a day's hours are billed together as a Kitchen days over plan line at the end of the month. Members see how many days they have left, how much of today's hours remain, and — before they book — whether the booking adds an extra day.

Opening the kitchen door during a booking

If your door access is connected (the Access tab) and you have mapped a door to the shared kitchen, or ticked the kitchen under Also opens for bookings of on a door of the building, members get into it from the portal, only during their booking. Turn Unlock from portal on for that door: while a booking is on — plus the door opens early by and stays open after minutes — the member's booking on Book the kitchen shows an Unlock button for it. Outside that window there is no button, and the door refuses them.

Because members never get a shared kitchen's own door on their code or badge, the portal button is the only way a member gets through it during a booking — unless you give each booking its own code (below). A building door that also opens for bookings stays on the everyday code or badge of members whose plan includes the building. If Unlock from portal is off, or your hardware can't open that door remotely, members with a booking can't open it at all — the Access tab says so on the door.

A code for each booking

On some doors you can also give every booking its own way in. Tick A code for each booking on a door that bookings open, on the Access tab (on a Kisi door it reads Kisi access for each booking). It's off until you turn it on.

• Smart locks (August, Schlage, Yale and the like): each booking gets its own keypad code, which works only for that booking's hours plus the minutes either side you set. The member sees it on their booking on Book the kitchen from the day before.
• Kisi: each booking gets Kisi access to that door for the same hours. The member opens it with the Kisi app, as they open everything else.
• Access-control systems such as Brivo keep one code per person, so they can't do this — the Access tab says so on the door, and members use the Unlock button. So does a smart lock without a keypad.

The code follows the booking: canceling it or a plan that stops takes the code away, and it stops working at the end of the booking in any case. To take a member off a location while one of their bookings there has a code, cancel that booking on the Schedule tab first — the Members tab will ask you to. A member's own door access works the same way: if it opens a door at the location you are taking away, revoke it on the Access tab first, then change their locations and grant it again for the ones they keep. The Schedule tab shows whether a booking's code has been issued, and why not when a member can't be given one (a Kisi user switched off, for one). The Unlock button keeps working beside it.

About the Unlock button itself:

• Members don't need to ask for door access to use it. A shared kitchen's own door is never part of a member's everyday code or badge — only a booking opens it.
• It follows the booking as it stands: a canceled booking, a paused or ended plan, a member taken off the location, or your Revoke on the Access tab stops the button working at once.
• Every press is on the Access tab's log with the member's name, including a press that failed.
• You and your staff open the door as you always have.
• An adopted badge (one your access system already had before SpaceBloom) is still whatever your panel says it is. If it already opens the shared kitchen, remove that door from the user at the panel.

Good to know:

• Times are the kitchen's, not the browser's. Everyone sees the same hours whichever time zone they are in. Pages say which zone that is when it isn't the reader's own, and the Schedule always does. A kitchen keeps its location's zone: with one kitchen picked, Change time zone under the day's heading opens that location's row on the Locations tab; with every kitchen shown, the calendar is laid out in the organization's zone, says so when your kitchens keep different ones, and the link opens the Time zone picker on the Billing tab, which every location follows unless it has its own.
• One member per zone at a time. Two people booking the same hour in the same zone is settled the instant it happens: one gets it, the other is told to pick another slot.
• If a member's contract is paused, canceled or runs out, their future bookings are canceled and the hours go back into the kitchen. Bookings already under way are left alone. A member who holds another live contract at that location keeps everything it still covers.
• The same happens if you take a member off a location on the Members tab: time they had booked in that location's kitchen goes back. Time at a location they still belong to is untouched.
• A member cannot be removed while they still have kitchen time booked or a standing reservation — cancel or end it on the Schedule tab first.
• Hours included in a plan, and overage, are described under Hours included in a plan.

Reports

The Reports group is a second view into your organization's records: read-only lists and totals, each row linking back to the page where that record is managed. Owners and staff can both open it. The group opens on an index of every report, sorted into five areas: Money, People, Kitchens, Doors and Documents. ← All reports at the top of a report takes you back to it.

Every report works the same way:

• The filters sit in one row at the top, and everything below follows them.
• Long lists show 25 rows a page, with Previous and Next underneath. The kitchen log and bookings read from the server as you go: Load more fetches the next rows.
• Download CSV saves what the filters show as a spreadsheet file; for the kitchen log and bookings, the rows loaded so far.
• Dates are the organization's local days (a kitchen report narrowed to a location or kitchen that keeps its own time zone uses that one, and says so), weeks run Monday to Sunday, and a custom range has a limit: 5 years for revenue, 92 days for the kitchen log, and 62 days for bookings and utilization.

Revenue

What your organization earned: the total for a period, and the same money by location, by kitchen and by member, with a chart of how it moved week by week, month by month or year by year.

1. Pick a Period: this month, last month, this year, the last 12 months, or Custom with your own dates. A report covers at most 5 years.
2. Pick a Breakdown: weekly, monthly or yearly. A choice that would need more than 62 periods is grayed out; pick a coarser breakdown or a shorter period.
3. Pick What to count: Money received or Amount invoiced (see below).
4. Narrow to one Location if you like. Archived locations are listed too, because their history is still yours.

Every figure on the page follows those controls: the tiles at the top, the chart, and the tables by period, location, kitchen and member. The location, kitchen and member tables show their top 10 rows; Show all shows the rest. A member's row has View invoices, which opens the Invoices tab on that member. Download CSV saves the four tables as one spreadsheet file. A member's own page also carries a Revenue card with what they have paid over the last 12 months and the last 5 years, and Open in Reports takes you to the report for that member alone.

What the numbers mean

Money received counts paid invoices on the day they were paid (the day you entered for an offline payment, or the day a card or bank payment went through) minus anything refunded. An invoice whose bank payment was returned drops out, since the money did not stay. Amount invoiced counts every invoice on its issue date, paid or not, and leaves out voided ones; its third tile shows how much of that is still unpaid. Weeks run Monday to Sunday, and days are the organization's local days.

Revenue by kitchen

No invoice names a kitchen, so the kitchen table is worked out from the contracts and bookings behind each invoice:

• A dedicated kitchen earns the whole of every invoice of the contract that leases it, even after that contract has ended.
• A shared kitchen earns only the charges for kitchen time or kitchen days over the plan. When a member's overage covers time in several kitchens, it is shared out by the minutes booked in each.

Plan, product and deposit charges of members who book shared kitchens go to the member and the location, but to no kitchen, so the kitchen table does not add up to the location total, and the page says so.

Outstanding balances

What each member still owes on open invoices, split by how long it has been due: Not yet due, 1–30 days, 31–60 days, 61–90 days and 90+ days, counted on the organization's today. Bank payments still on their way count as owed until they settle. The tiles give the total outstanding, how many members have a balance, and how much is more than 90 days late. Each row links to the member, to their invoices on the Invoices tab, and to their oldest unpaid invoice.

Contracts

Every contract, with its plan, location, kitchen, monthly price with add-ons, start and end dates and next invoice. Filter by Status, by Ending within 30, 60 or 90 days (soonest first, live contracts only), by Started this month, and by location or kitchen. A contract is changed on the Contracts tab.

Members per location and kitchen

Show by Location lists the members who belong to a location, with the live contract each holds there. Show by Kitchen asks the same question the booking page does: a dedicated kitchen lists its tenant, and a shared kitchen lists every active member whose live contract includes it. A member marked not admitted has a contract that includes the kitchen but is not assigned to its location, so they cannot book it yet; add the location on their member page.

Waiting to join

Requests awaiting your approval and invitations not yet accepted, oldest first, with how long each has waited, whether the invitation email went out or bounced, and when the invitation link expires. Approve or resend from the Members tab.

New members by month

How many members joined in each of the last 12 or 24 months, with a running total, for the whole organization or one location.

Applications

Applications to join from your portal's listing, month by month over the last 12 or 24 months: how many arrived, and how many were approved, waitlisted or declined in that month, with how many are still waiting for a decision. Your monthly summary email carries the month's main numbers too.

Leads

The food businesses found near your locations, month by month over the last 12 or 24 months: how many were delivered, how many you sent an introduction, and how many were invited, applied or became members, with how many are still waiting for you on the Leads tab. Your monthly summary email carries the month's main numbers too.

Kitchen log

Who came through the doors. Pick a period (today, yesterday, the last 7 or 30 days, or up to 92 days of your own), and narrow it to a location, a kitchen, a door or a member. Every event lists each unlock, lock, refusal and exit, newest first. Visits pairs each member's way in with their way out: measured when a reader recorded the exit, estimated when the visit was closed by their next entry somewhere else or by the stay your Access tab assumes. Visits are worked out from the newest 5,000 events of the period, and the page says when there were more.

The log holds unlocks from the member portal and the events your access system sends, which today means smart locks and Kisi. Badge reads at an access-control entrance are not recorded yet, and who booked a shared kitchen is on the Bookings report.

Bookings

Who booked which shared kitchen and when, across every shared kitchen or one, for this week, last week, the next 7 days, the last 30 days or up to 62 days of your own. Each row shows the length, the plan it counts against and the state of the booking's door credential. The date opens that day on the Schedule tab.

Kitchen utilization

Booked time against opening hours for each shared kitchen, week by week or month by month. Open time comes from the kitchen's booking rules on the Locations tab; a kitchen with no hours set shows no percentage. Time you hold yourself is counted and shown apart. Bookings you make outside opening hours can take a period past 100%. The Over plan column is member time past the hours their plan includes, shown in the week or month it was used. It is billed as usage when their contract has an overage rate. It is worked out from each contract's terms today, so an issued invoice stays the record for a past period.

Below the kitchens, Hours sold against hours open adds up, for each location, the shared-kitchen time the live contracts' plans include and sets it beside the open time of that location's shared kitchens for the same week or month. A plan's hours are a cap on what one member may book, not a reservation, and nothing stops you selling more hours than a kitchen is open: this line is where you see it, and a period past 100% is marked. A contract for any location counts at every location, a plan sold by the day counts its days times the day cap, and plans with no cap (unlimited time, or every hour at a rate) are counted in their own column rather than added. A month is exactly the monthly allowance; a week is its share of an average month.

Door access

Who holds door access right now, and to which doors: every member, the owner and staff, with their status, whether the credential was issued by SpaceBloom or adopted from your access system, and how many doors they are eligible for. suspended means an adopted credential that SpaceBloom has paused because the contract no longer covers it. Grant, revoke and map doors on the Access tab. Members who open a shared kitchen's door from a booking are on the Bookings report, not here.

Document templates

Every document template with its format, status, version, how many fields it fills, how many of those SpaceBloom does not recognize, and whether it needs a contract. How many documents were made from a template is on the template's own page. The list opens on active templates; change Status to see archived ones.

Message templates

Every message template, and how often it was sent to many members: the runs, the messages sent and failed, and the last run. Runs written without a template are counted on one row of their own. This list opens on active templates too.

Awaiting signature

Documents sent for signature that are still open, soonest to expire first, with who has signed, who still has to, and how many days are left. Narrow by location, template, or requests expiring within 7 or 30 days. The 500 soonest to expire are listed.

Expiring records

Member and location records that run out soon or already have, the most overdue first: who, the requirement, its standing, the expiry date and the days left. Show expired records only, or those expiring within 7, 30 or 90 days (30 to start with); narrow by location (a member counts at the locations they belong to) and to members, locations or both. Records are filed and reviewed on the Compliance tab.

The monthly summary

Early each month, everyone who runs your organization (you and every active member of your staff) gets an email about the month before, with SpaceBloom's logo at the top:

• Revenue billed: what your invoices for the month came to, split into plans, products, kitchen time, deposits and anything else.
• Payments collected: what members actually paid in the month, after refunds.
• Still owed: what is outstanding today, and how much of it is past due.
• Members: how many members had a live contract at the end of the month, and how many joined.
• Shared-kitchen time: the hours members booked and the hours you held the kitchen yourself, when you have a shared kitchen.
• Member portal: how many members opened your portal in the month.
• Applications to join and Leads near your locations: how many arrived in the month and what became of them, once you have had any.

Most parts show the last 7 months. An organization with more than one location gets a table by location, and a separate email for each location as well, up to 10 locations. The numbers come from the same records as the Reports, so Open your reports at the bottom takes you to the detail.

It goes out on the 1st, in your organization's time zone, and in the language you chose for yourself (English until you choose one). To stop it, untick Monthly summary on your account page; each person decides for themselves. Portal visits are counted from the first visit after the summary started, so that line fills in over the first months.

Your free trial

Your organization is free to set up — name, web address, logo, members. The 30-day free trial starts the day you add your first location (locations are what SpaceBloom charges for: $99 per location and $2 per member each month, plus $5 per door if you connect a door access system and $39 per lead pack if you add any — the Subscription page lists each line and the monthly estimate). Invited members count from the day you invite them, and doors on Kisi or on your own Seam workspace are not charged. During the trial everything works exactly as it will afterwards, including member payments through your own Stripe, Forte or QuickBooks Payments account.

We email you 7 days before the trial ends, the day before, and when it ends. You can start your subscription at any point from Account → Subscription. Subscribe at least two days before the end and your card is first charged on the day the trial would have ended, not when you enter it; in the final two days (or after it ends) the first charge happens when you subscribe — the page tells you which applies.

If the trial ends before you subscribe, your organization pauses: no new contracts, invoices or charges until you subscribe, and most other work waits with them — sending messages, adding documents and asking for signatures, filing compliance records, booking the kitchen for a member, approving applications, giving door access, leads and imports. Nothing is deleted — your members, locations, plans and invoices stay put, members can still pay invoices you already issued, write to you and upload their documents, and you can export your data at any time. Subscribing picks up where you left off.

Once you are subscribed, a renewal that fails shows Payment overdue on the Subscription page. Everything keeps working while the card is retried, and we email you once for that billing period. A subscription that is canceled or left unpaid pauses the organization the way an ended trial does. Staff who meet the pause are told to ask the owner. An organization cannot be deleted while its subscription would bill again: cancel the subscription first.

Exporting to QuickBooks

If your books live in QuickBooks Online, Billing → Export to QuickBooks hands your bookkeeper a month's invoices, payments and customers as files QuickBooks imports — no retyping. Pick a range of days and press Prepare the export; the page proposes the day after your last export, and a range can reach yesterday at the latest, so a day is never exported before it is over. One export covers 5 years at most.

What's in the zip

• customers.csv — every member named in the export, under the name QuickBooks will know them by (their billing name, else business name, else full name, else email). The first export that includes a member fixes that name; later exports reuse it, so a member you rename stays one customer in QuickBooks.
• products-and-services.csv — the items your lines are booked to (set their names in Names in QuickBooks on the same page; Membership, Kitchen time, Security deposits, Opening balance, Other charges and Bad debt to start, plus one item per product). The file holds only the items this export's lines use.
• invoices-01.csv, invoices-02.csv, … — every invoice issued in the range, one row per line, open or paid alike. QuickBooks takes at most 100 invoices and 1,000 rows a file, which is why there may be several. Voided invoices are left out.
• credit-memos-01.csv, … — every write-off, and an invoice voided after it was exported, as a credit memo in the same shape.
• payments.csv and refunds.csv — money received and money given back, dated by the day the invoice was settled and the day of the refund. QuickBooks Online has no import of its own for these; the files are shaped for the common third-party importers (SaasAnt Transactions, Transaction Pro).
• review.csv — whatever no file can carry, with what to enter by hand: a payment for an invoice QuickBooks never received (issued before your first export), money on a voided invoice, an overpayment, a returned bank payment, a write-off paid later, a negative line, two members under the same customer name.
• README.txt — the import order and the notes below.

Importing

1. In QuickBooks Online, open Settings → Import data and import products-and-services.csv first, so every line lands on its item.
2. Import customers.csv. QuickBooks matches customers by name and skips one that already exists.
3. Import each invoices-NN.csv in turn, picking MM/DD/YYYY as the date format. Every line is marked not taxable; QuickBooks refuses this import when sales tax is set up in the company.
4. Import each credit-memos-NN.csv the same way, where your edition offers credit memos under Import data.
5. Bring payments.csv and refunds.csv in through your importer, then work through review.csv.

Good to know

• Owner and staff can run it, and it works even if your subscription has lapsed.
• Up to 20 exports a day per organization; the download link works for 15 minutes.
• A month's refunds here may differ from the Revenue report, which counts a refund on the day the invoice was paid rather than its own day.

Syncing your books

If your books live in QuickBooks Online or Zoho Books, connect them once under Billing → Connect your books and SpaceBloom keeps them in step: every night (and whenever you press Sync now) your customers, invoices, payments, refunds, voided invoices and write-offs are pushed to your accounting. SpaceBloom is the record — changes made here reach your books, never the other way — so make changes in SpaceBloom. Unticking Sync every night on the page pauses all of it, Sync now included.

Connecting

1. Open Billing → Connect your books (the page is titled Accounting sync) and press Connect QuickBooks Online or Connect Zoho Books. Only the organization's owner can connect or disconnect; staff can run the sync and change its settings.
2. Sign in with your accounting provider and allow SpaceBloom to write customers, invoices and payments. You come back to the accounting page connected. A Zoho account with several organizations asks you to pick one first. Books already connected to another SpaceBloom organization are refused.
3. Under Accounts in your books, pick the income account your items are booked to and the account payments are deposited to. The lists are read from your books' chart of accounts, so whatever you pick exists; a name your books lack is flagged there (QuickBooks' stock chart has no Sales, for one). On QuickBooks you may also let QuickBooks decide where payments go — its own Payments to deposit (or Undeposited Funds) account; a refund is then paid from the deposit account named on the export page when your books hold it, and waits, listed after each sync, until they do. The pick is saved as the names the export page shows.
4. Set Sync invoices issued from, which starts on the first day of the current month: invoices issued before that day stay out of your books, and payments for them are listed for review. You can move it earlier at any time; later only before the first sync.
5. Press Sync now. It pushes up to 200 changes at once, up to 20 times a day; the nightly run carries on with the rest, up to 1,000 changes a night, so a long history can take several nights.

What is pushed

• Customers, one per member, matched by name — the same name the file export uses — so books that already know your members gain no duplicates. The first sync that includes a member fixes that name.
• Items: your lines are booked to the items named under Names in QuickBooks on the export page (Membership, Kitchen time, Security deposits, Opening balance, Other charges and Bad debt to start, plus one per product). An item that does not exist yet is created under your income account; an income or deposit account that does not exist stops the sync and names it — pick one under Accounts in your books.
• Invoices with your numbers, dates and lines, open or paid alike; an invoice that changes here is updated there. A voided invoice is voided in your books. An invoice whose number your books already use for another customer is never pushed onto theirs: the page names it after each sync, and the next sync pushes it once that invoice is renumbered in your books.
• Payments applied to their invoices, dated by the day the invoice was settled, with the method and the payment id as the reference. A returned bank payment deletes the payment there, so the invoice is open again on both sides.
• Refunds as a refund receipt (QuickBooks) or a credit note refunded to the member (Zoho).
• Write-offs as a credit memo to the bad-debt item applied to the invoice (QuickBooks) or a write-off (Zoho); a write-off paid later is undone there before the payment lands.

Whatever cannot be pushed — an overpayment, a payment on a voided invoice, a refund whose payment is not in the books, a negative line, two members under the same customer name — is listed on the page after each sync for a bookkeeper to enter by hand, the first 50 at a time. A change your books refuse, such as one the connected account has no permission for, is listed apart. Payments on invoices issued before the start date are your choice, not a job: the page says how many there are in one line, and moving the start earlier pushes those invoices.

If the connection stops

Your provider can revoke SpaceBloom's access (a password change, a token that lapsed). The page then shows Reconnect your books with one button for your provider; the owner presses it, signs in again and the sync carries on where it left off. Disconnect removes nothing from your books; it only stops the sync until you connect again.

Exporting your data

You can download everything you have in SpaceBloom at any time: on your Account page, follow Export data under Export your data and press Prepare export. It builds a single .zip covering your organization. Only the owner can export, up to 20 times a day.

What's inside

• One folder for your organization (sites/<your-address>/) with:
  • members.csv, locations.csv, kitchens.csv, plans.csv, products.csv — your roster and catalog.
  • contracts.csv, invoices.csv, payments.csv — your billing history, and ach-authorizations.csv, the bank-debit authorizations members gave through QuickBooks Payments.
  • bookings.csv, standing-reservations.csv — shared-kitchen bookings, canceled ones included, and standing reservations.
  • documents.csv, document-templates.csv, message-templates.csv — the register of your documents (not the files) and your templates, with what each template written in SpaceBloom says under templates/.
  • message-threads.csv, messages.csv — your conversations with members, the text of each message included.
  • applications.csv, leads.csv — applications to join and the leads you were shown.
  • compliance-requirements.csv, compliance-records.csv — what you ask members and locations to keep on file, and every record filed against it. The files themselves are not included.
  • site.json, billing-settings.json — your organization and billing configuration.
  • data.json — a complete, lossless copy of all of the above, plus the safe details of members' saved payment methods, each document's recent history and your accounting settings.
• manifest.json, account.json, and a README.txt at the top level.

Amounts are shown in dollars in the CSVs (and in exact cents in data.json). The CSV columns line up with the import format, so an organization's catalog and members can be re-imported elsewhere.

Good to know

• It always works, even if your SpaceBloom subscription has lapsed — your data is yours to take at any time.
• No secrets are included. Payment credentials, your encrypted gateway key, and members' saved card/bank tokens are never in the export — only the safe details (like a card's brand and last four) appear.
• The download link is private and short-lived (about 15 minutes). Generate a fresh export whenever you need one; old links simply expire.

Choosing your language

SpaceBloom is available in English and Spanish. The globe beside the theme switch, in the header, changes the language for you on every SpaceBloom page: the site, your dashboard and your organization's portal. Your choice is remembered in a cookie on spacebloom.app, so it follows you from one page to the next; until you choose, pages follow your browser's language. You can also change it in the Language field on the Account page.

The email SpaceBloom sends you follows the language you chose while signed in (English until you choose one), and the same goes for each member: a shared document, a signature request or a message reaches them in the language that member chose while signed in.

For members who have not chosen yet, including people you have just invited, SpaceBloom uses your organization's Default language for members. Invitations always go out in that language. You set it under Settings, on the Overview tab.

The certificate on a signed document prints in your organization's default language and records which language each signer read the electronic-signature disclosure in.