This guide will take you through the five essential steps for getting your account set up. Don't hesitate to explore our Onboarding Video Library, Help Centre, or contact us through the chat icon in the bottom right of the screen for support!

🔎 Before We Begin 

  1. Bookmark the unique URL for your custom Optix dashboard. It should look like this: https://yourvenuename.optixapp.com

  2. Download the mobile app to see your user's experience with Optix

  3. Take a look at where to find everything in your admin dashboard

🖥 Step 1 - Create your Resources

Resources are the bookable assets that exist within your space, such as desks, meeting rooms, equipment or anything you'd like to make bookable for your Users. Resources are organized and made bookable through your Resource Types. You can create as many unique Resources and Resource Types as you need to manage your space.

  • Create your Resource Types first. Resource Types help control the access and booking times for the Resources within each Type. They also greatly help elevate the booking experience for your users in-app.

  • Add your Resources. We recommend being as detailed as possible with each Resource's profile. This helps reduce the number of questions your Users have about their booking and your space.

Resources can either be booked or assigned. Assignments are a great way to manage your users’ ongoing bookings and a fantastic way to build long term relationships with members by offering them their ‘own’ dedicated resource.

Assignments differ from bookings in that they can have customized pricing, invoicing, and booking times for each unique user assigned to a resource. Bookings on the other hand are designed for shorter instances and will always use the resources’ hourly or daily price to determine the overall cost.


📖 Step 2 - Create your Plans & Passes

Plans provide users recurring access and/or allowance to Resources and/or Location(s). Plans are set up on a recurring basis and are integrated with the invoicing functionality in Optix. They can be added to an individual User or a Team. Read more about how Allowance, Plans & Passes work with Optix, here.

Note: Plans and Passes can include either Resource Bookings, Check-ins, or Access Only access types. Learn about the difference here and how to automate your Check-in process.


👩‍💻👨‍💻 Step 3 - Add your Users & Teams

Users refer to your leads, active members, and inactive members. Users will have the ability to book Resources, purchase Plans, engage with your community, pay for their invoices, and so much more – all seamlessly through your mobile app.

Note: The status of your Users can be either ‘Active’, ‘Inactive’, or ‘Lead’. An ‘active' user in your dashboard is anyone who has access to your mobile app and will count towards your Optix billing User count.



💼 Step 4 - Configure your Organization and Location Settings

Staying in silent mode allows you to play with features, change settings or users’ accounts, without any notifications or emails being sent out to your users. To test communicating with Users before officially launching to your community, you will need to disable silent mode.


💵 Step 5 - Configure your Invoicing & Payment Settings

Questions? Get in touch with our Customer Sucess Team!


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