The Drop-in Users feature in Optix lets you welcome and manage guests or one-time visitors — often referred to as drop-ins — without requiring a full membership. Whether your space operates with flexible day passes or pay-as-you-go bookings, Optix gives you several ways to handle casual visitors seamlessly.
Adding drop-in options to your coworking or flex space can help you:
Increase accessibility: Allow new users to experience your space without committing long-term
Maximize utilization: Fill unused desks or rooms during off-peak times
Streamline payments: Offer automated invoicing for hourly, daily, or single-use access
Simplify check-ins: Let guests book or check in directly through your app or Visitor Management kiosk
Convert leads: Turn one-time visitors into active members with a smooth first experience
There are different ways to manage guests or visitors, referred to as drop-in Users in Optix, at your organization, whether that's through creating a Day Pass containing Allowance or allowing them to pay for the resource by the hour. How you'd like to manage these drop-in Users will depend on how you operate your organization.
How Drop-in Users work
How Drop-in Users work
In Optix, Drop-in Users are managed through short-term access options rather than recurring memberships. Depending on your setup, Drop-in Users can:
Purchase a Day Pass with a limited allowance
Pay only for what they use (pay as you go)
Be checked in as a visitor using the Visitor Management App
A Drop-in User becomes an Active User once they complete their first booking. Before that, they are not counted as an active user in Optix.
How to mange manage Drop-in Users
How to mange manage Drop-in Users
1. Create a Day Pass
Utilizing Passes allows your Users to pay upfront for their Day Pass prior to making any bookings or checking in. One key piece to consider is how you want your Users to consume this pass. Below are some examples of how to create Passes for your organization:
If you'd like to give drop-in Users Allowances to book a resource
Depending on the type of Allowance you use at your organization (i.e. Hours, $, Uses, Custom Coins), you'll want to add a limited amount of Allowance to grant drop-in Users access to booking resource(s) at your organization (ie. 1 use for Bookings of any Hot Desk). Once your User has made their booking, their Pass will be consumed.
If you'd like drop-in Users to check into your organization
You'll need to include a limited Allowance of 1 use of Check-in at your organization. Once the User has checked-in, their Pass will be consumed. This is a common example for open-concept spaces, where Users can sit at any desk for the day as long as they are checked-in.
2. Allow Users to pay as they go
Booking resources
Set the Hourly and Daily cap price for your Resources and Users will simply be invoiced according to the duration of their booking. No purchase of a Pass would be required if you would like your Users to book the Resource directly. You can even name your Resources 'Day Pass'!
You can also allow your Users to make bookings on your website via the drop-in web widget.
Check-in
Allow your Users to check-in in the app, and have your Check-in rate be charged to their account. Simply navigate to Settings > Check-ins and include a Day Rate pricing if you would like to charge your Users to check-in via the app.
Note: If you want to charge Day Pass Users immediately, we recommend making additional charged 'Due today. You can turn this on in your Settings > Features > Invoicing > Invoice policy, under 'Choose when to invoice additional charges' > 'On a new invoice, due today' or 'On next month's invoice' |
Note: You can also decide if you'd like to require payment methods from your Users.
If you have auto payments enabled for your organization, the invoice will be finalized and automatically processed within three hours. If you do not have auto payments enabled, you can manually trigger the charge for the invoice. |
Note: Drop-in Users will not be counted as Active Users until they complete their first booking. Once a booking is made, their user status will be automatically upgraded to Active (similar to how Community Users are upgraded).
3. Visitor Management App
The Visitor Management App allows admins to accept and manage visitors and deliveries via a device (i.e. iPad) at the entrance of your organization. Click here to learn more about the Visitor Management App.
Note: The Visitor Management App is a paid feature. |
FAQs
FAQs
Are Drop-in Users counted as Active Users?
No. Drop-in Users are not counted as Active Users until they make their first booking. After the first booking, their status is automatically upgraded to Active.
Do Drop-in Users need a payment method?
This depends on your organization’s billing and payment settings. You can choose whether to require payment methods.
Can Drop-in Users later become members?
Yes. Drop-in Users can later be assigned a Plan/Pass or make their first booking and become full members.
Can I limit how many passes are sold (e.g., only 6 available)?
No. Optix does not currently support limiting the total number of passes sold (for example, offering only 6 spots). Passes function as unlimited sellable items.
What is a recommended workaround for limiting capacity?
If you need to enforce a capacity limit, you can use a Day Booking or Hot Desk resource with a finite quantity (e.g., 6 desks available per day). Users book the resource directly, and availability will prevent excess bookings.
What are the limitations of the day pass as a resource?
Using Day Booking or Hot Desk resources instead of Passes means you cannot require a Plan or Pass as a prerequisite for mobile app access. Access is controlled by bookings, not pass ownership, and the booking requirement will not enforce app access rules tied to Plans/Passes.
Troubleshooting
Troubleshooting
Drop-in Users are not being charged immediately
Check Invoice policy under Settings > Features > Invoicing
Confirm additional charges are set to Upfront Charge
Verify whether auto-payments are enabled
A Drop-in User can’t check in
Confirm that a Check-in rate or allowance is configured
Confirm the user has an active Day Pass/Allowance
Drop-in Users aren’t appearing as Active Users
Confirm the user has completed at least one booking
Active status is applied automatically after the first booking
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