Proximity Features | Workspace Management Software

An Integrated Solution for Flexible Workspace Management

Proximity offers a powerful platform with all of the essential capabilities for flex space operations. Provide your members with a smooth experience at every touchpoint and simplify space management.

Membership Management

Create custom membership types
Manage member profiles, contact information and payment sources
Enable online membership sales
Manage punch passes and day passes
Create memberships for accessing multiple locations
Offer memberships for multiple members who share a single account
Set a future membership start date when a new member joins
Pause memberships and billing
Manage contact emails to follow up with prospective members
Send an automated welcome email when new members join
Enable automatic check-ins when members access your space

Digital Door Access

Provide members with digital keys via iOS and Android mobile apps
Set custom door schedules for business hours, events, weekends or holidays
Offer customized schedules to your members based on membership type, such as 24/7 access or weekend access
Allow members to come and go from your space without a manager present
Allow digital key access to members only when they’re in close proximity to your space
Lock or unlock doors remotely from any location as a manager
Understand exactly who unlocks a door at your space and when
Provide temporary keys for conference room reservations that are automatically removed when the reservation ends
Revoke key access automatically when a membership expires or is unpaid
Use a wide range of compatible lock types including electric strike or maglock

Guest Management

Prompt guests to check in at your space upon arrival
Notify members when guests arrive for meetings
Notify members when packages or food deliveries arrive
Capture requests for tours of your space
Allow members, guests or event attendees to join your space’s email list

Wi-Fi Access Control

Leverage a Meraki or RADIUS integration to provide members with a secure Wi-Fi network that requires login via captive portal
Provide or restrict Wi-Fi access based on membership type and status
Allow Wi-Fi access only for users with current and active memberships
Create a unique, temporary network to grant Wi-Fi access to meeting attendees for the duration of a reserved meeting
View user access data to know when a member was last seen on your network

Reservation Management

Enable members to reserve conference rooms, phone booths or other dedicated spaces via mobile app, member portal or on site at your space
Customize access to reservable resources, time allotments and pricing based on membership type
Accept one-time or recurring reservations
Require manager approval for reservations
Enable managers to make reservations for members
Grant temporary digital door access to guests who reserve meeting space
Create a temporary Wi-Fi network and display login information for meeting guests
Prompt attendees to check in for their meeting and remind them when their reserved time is almost over
Allow members and guests to extend reservation time during a meeting or end a reservation early
Display upcoming reservations via iPad outside of meeting rooms

Billing and Payment Processing

Bill members automatically on a recurring schedule via Stripe payment processing
Collect member deposits or new member sign-up fees
Process payments for reservable resources, event space or add-on amenities
Create custom charges for one-time purchases
Generate monthly invoices for your members
Accept credit card or ACH payments
Apply member discounts, credits and process refunds
Send automatic email notifications to members when failed payments occur
Downgrade memberships with multiple failed payments to restrict access to your space
Pull transactions into accounting systems including Quickbooks and Xero

Branded Member Portal and Mobile Apps

Create a custom domain name for your space’s member portal
Showcase images of your space on the homepage of your member portal
Display your brand’s logo and colors throughout your member portal
Customize member mobile apps with your brand’s logo and imagery of your space
Customize automated member emails and invoices with your business’s information

Smart Occupancy & CO2 Sensors

Real-Time Air Quality Monitoring: Continuously track and display CO2 levels to maintain optimal air quality, ensuring a healthier and more productive workspace environment
Dynamic Space Utilization Insights: Leverage occupancy data to maximize workspace efficiency, enabling informed decisions on space allocation and layout adjustments
Seamless Integration with Existing Systems: Easily integrate with your current Proximity platform for a cohesive and comprehensive workspace management solution
Automated Alerts and Reporting: Receive instant notifications and detailed reports on air quality and space usage, allowing for proactive management and planning

Digitally Display Your Meeting Room Schedules

Digital Room Schedules: Display real-time meeting room availability, resources, and capacity to eliminate booking confusion
Cross-Platform Compatibility: Integrate seamlessly with iPads and Androids for versatile deployment
User-Friendly Interface: Easily locate meetings or open spaces with intuitive displays that enhance user experience
Live Room Health Monitoring: Display real-time CO2 levels on the screen, providing immediate insights into air quality for a healthier meeting environment
Instant Room Booking: Check-in or release rooms directly from the display, offering convenience right at the door
Customizable Permissions: Control settings for each space, deciding which rooms require check-in or privacy
Brand Customization: Tailor display aesthetics with background images and logos to match your company’s branding
Automatic Updates: Receive automatic improvements and updates to ensure your system is always running optimally
Booking Conflict Prevention: Increase visibility on room status to prevent double-booking and scheduling conflicts
Meeting Check-In Feature: Automatically release rooms if no-show meetings are detected, optimizing space usage

Multi-Location Support

Connect locations and flexible workspace inventory across your entire brand
Manage memberships that include access to multiple locations
Keep billing and reporting separated by location while viewing combined data across locations including membership numbers and total revenue
View upcoming reservations and events across all locations

Member Directory and Benefits Display

Provide your members with a searchable directory of people at your space
Allow members to display a profile picture, professional skills and contact information
Enable members to hide their profiles to increase privacy
Display special offers and discounts from local businesses that are offered uniquely to members of your space
Customize member benefits by membership type

Event Management

Display public or private events happening at your space or virtually
Allow members or guests to register for events in advance or on site
Provide Zoom links or other private event information upon registration
Check in attendees directly from the registration list for your event
Share your event on social media or external sites with a preview-friendly image and description

Analytics and Reporting

View billing invoices by date or member and sort paid and unpaid invoices
View revenue and deposit reconciliation, revenue by type and accounts receivable aging
Pull transactions into accounting systems such as Quickbooks and Xero
Access active member roll reports to view expected monthly membership revenue, as well as revenue from punch pass subscriptions that renew monthly
Track daily member check-ins to support contact tracing
View utilization for reservable resources such as conference rooms or phone booths

Safety and Security

Send automatic emails to members and guests upon daily check in to notify them of information such as modified business hours, local health regulations or current guidelines for your space
Record automatic check-ins when members unlock a door, access your Wi-Fi network, check in for a room reservation or redeem a punch pass
View which members or guests unlocked a door at your space or accessed your Wi-Fi network and when
Prompt members and guests to self-certify they are not experiencing symptoms of illness when they enter your space
Display a customizable banner on your member portal to notify members and guests of important updates or alerts
Lock all doors to your space immediately while on site or from a remote location
Pause all member access, billing, reservations and registrations in the event of a temporary closure
Enable secure Wi-Fi access only for members with active memberships and unique, temporary networks for guests with a meeting reservation
Convert flex desks, dedicated desks or any workspace into a reservable resource that must be booked for use

Visual Floorplans

Make it easy for members and guests to book space by displaying your floorplans in an interactive map.
Users can book directly from the map with by clicking on the space they want to book.
Set up bookable spaces to be booked by the individual seat or as a whole.
It’s easy for users to invite guests directly to their reservation.
Digital door access is tied to reservations so users gain access to their digital keys 15 minutes before and after the reservation time.
No more wifi credentials on whiteboards. Wifi integration is tied to reservations and emailed to users 15 minutes before their reservation starts. Users can also see credentials on RoomView, our included reservation display app for tablets.

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Integrations

Provide a safe and secure way for members to access W-Fi at your flexible workspace with our advanced Cisco Meraki integration

Gain the flexibility to merge the business-class networking hardware you need with the ease-of-use that Proximity provides using an enterprise-grade RADIUS integration