This guide walks you through everything you need to set up your Optix dashboard, configure your space, and launch successfully. Follow each step in order to ensure a smooth onboarding experience.
With this guide, you can:
Get up and running quickly: follow a clear, step-by-step path from setup to launch
Understand key features: learn how each part of Optix works together to power your space
Avoid common mistakes: configure settings correctly the first time with built-in guidance
Launch with confidence: complete a pre-launch checklist so you know everything is ready
Step By Step Checklist
Step By Step Checklist
1. Chat with Felix, your AI-Agent
Click the chat bubble in the bottom-right corner of your dashboard and select "Send us a message." Felix gives you instant answers, setup guidance, and support — right when you need it.
2. Download the Optix App
Optix is a mobile-first solution, and exploring your app as a user is key to understanding your members' experience. Download the Optix app from the Apple App Store or Google Play Store and sign in with your Optix credentials.
3. Kick off your White Label App
If you've purchased — or plan to purchase — a White Labeled App, this is where your brand truly comes to life. Your custom app replaces the Optix app with your own name, logo, and identity in the Apple App Store and Google Play Store. Learn more about White Label Apps
4. Delete Demo Data
Your dashboard includes demo data to help you explore features. When you're ready to make it your own, delete the demo data before adding your information. Learn how to delete demo data
5. Enable Your Features
Select which Features you want to enable for your organization. Disable any Features you're not planning to use so Users don't see them in-app.
6. Integrate a Payment Gateway
To begin accepting payments, connect your preferred Payment Gateway under Apps & Integrations in the left navigation. Explore available payment gateways
Pro Tip: Create a test User, create a $0.01 invoice for that User, and process a payment. This is an important step in understanding how invoicing works in Optix.
7. Review Feature Settings
Carefully review your Feature Settings — this step is critical to your success. Your settings control how Optix behaves for your Users — from Invoicing to Plans & Passes, and User Settings. Quick Guide to Settings
Pro Tip: Use Felix as a thought partner to clarify any questions you may have.
8. Customize Organization & Location Details
Update your business information under Settings > Organization Details and Locations. Some of these details appear in-app for your users.
9. Connect Your Email
Connect your email account so that automated emails are sent from your own email address, and lead and member replies land directly in your inbox. Learn how to connect your email
10. Create Resource Types and Resources
Resource Types organize your bookable entities — such as spaces, equipment, or services. Create Resource Types to define how your resources are grouped and displayed in-app. Once created, add your Resources via the All Resources tab. Learn how to create Resource Types
Pro Tip: Include clear details to minimize user questions.
11. Understand Allowance
Allowances let Users and Teams make bookings, purchases, or check-ins without being charged each time. They can be set in hours, currency, uses, or custom credits and are granted via Plans, Passes, or manually. Learn more about Allowance
12. Create Plan Templates
Plans are recurring memberships that can be sold in-app, on your website, or assigned manually. Create your Plans as Plan Templates — customizable and reusable templates. Learn how to create Plan Templates
13. Create Passes
Passes are one-time purchases of Allowance — ideal for day passes, punch cards, or top-ups. Learn how to create Passes
14. Add Users
Users are the individual accounts in your dashboard — including Active Users, Unconfirmed Leads, and Inactive Users. Navigate to the Users tab and click Add User to create new accounts. If you already have members, bulk upload your user list. Learn how to bulk import users
Note: Active Users directly impact your Optix subscription. Learn about what defines an Active User.
15. Add Teams
Teams group Users who share memberships or billing. Teams are most commonly used for companies that have one User paying for a membership available to multiple employees. Navigate to Users and Teams to create a Team and assign a Team Admin responsible for payments. Learn about teams
16. Add Assignments
If you rent private offices, dedicated desks, or long-term spaces, use Assignments to track utilization, availability, and more. Learn how to create Assignments
Pro Tip: To bundle private office access with a Plan, create a free Assignment and charge through the Plan.
17. Collect and Track User Information
Use Custom Properties to capture and filter member-specific data. These fields personalize experiences, power Automations, and enhance segmentation. Learn more about User Properties
Note: Available on the Optix Pro Tier and above.
18. Enable Forms
Embed Optix functionality directly on your website with Forms so leads can inquire, book tours, book Resources, or purchase Plans and Passes. Customize the theme and each Form in its respective section. Quick Guide to Forms
Pro Tip: Include Custom Properties on your Forms as required or optional fields.
19. Confirm User Onboarding Settings
Configure your User Onboarding Settings to define how users go from being leads to signing up at your space. This experience starts with either the Inquiry, Tour, or Sign-up Forms or directly in-app.
20. Automate Lead Nurturing
Customize the "Retarget Unconfirmed Users" Automation Template to re-engage leads and convert them into members. Learn about Automations
Pro Tip: Explore additional Automation Templates for more automated workflows!
21. Turn Off Silent Mode and Launch
When you're ready to launch, turn off silent mode and select whether you'd like to send welcome emails to your Users. Before doing so, double-check:
You've turned off all features that will not be utilized
Your payment gateway is connected, and you've processed a test payment
You've downloaded your app and understand the in-app experience
Your Automations are configured and turned on
You're now ready to launch your Optix-powered space!
FAQs
FAQs
How long does onboarding typically take?
Most organizations complete their initial setup within 1–2 weeks, depending on the complexity of their plans and the amount of data to configure.
Do I need to complete all steps before launching?
We recommend completing all steps to ensure the best experience for your members. However, you can launch with the essentials (Features, Payment Gateway, Resources, and Plans) and continue configuring other settings afterward.
Can I get help during onboarding?
Absolutely! Use Felix for instant answers, or reach out to the Optix Support Team via the chat icon in the bottom-right corner of your dashboard or by emailing support@optixapp.com.