Welcome to Optix! This article will explain a few key concepts to help you understand the platform before you dive in.
Any members or clients who you want to have access to your space, Resources, and the services that your workplace offers will need to be added in Optix and will be referred to as USERS. Users will have access to the Mobile App and can be grouped into TEAMS, which supports the sharing of Plans and a common Invoice for all Team members.
RESOURCES refer to any assets you’ve made available to book. Have a hot desk ready for drop-in Users to book? Create a Resource for it. Have a Team looking for a meeting room to discuss quarterly financials? Create a resource! This way, you can set prices per hour, manage your Resources' scheduling, Invoice Users for their usage, and sign Users up to access specific Resources through PLANS.
PLANS are the tool by which you can provide your Users with Allowance and discounts for using Resources or purchasing Products. Allowances can be provided in hours, uses, monetary currency, as well as in credit. Plans are assigned to a User or Team, and this is how recurring charges are created in Optix. The same User or Team can have multiple Plans assigned to them if desired.
PASSES are a one-time package(s) of Allowances that you can provide your Users. Unless specified with an expiration date, Allowances added to a Pass can be used at the User's pace until completely exhausted, and will not renew.
BOOKINGS allow Users to reserve a particular Resource within your workplace, and they are made on an hourly basis. CHECK-INS are used to track the days your Users have come into your workplace. When a Booking or Check-in is created, Optix will draw the available Allowance on the relevant User’s Plan and display their remaining balance in the mobile app.
INVOICE charges are created automatically based on Plan or Pass assignments and any Booking or Check-in activity not covered by a User's Plan or Allowance. Custom charges can also be created by administrators. In your dashboard, you can review any User's spending, upcoming/due/overdue or failed invoices to track your incoming revenue and to charge Users for any additional usage.
Now you’re ready to dive in! We recommend following along with the in-trail prompts and guides as they will help you understand each of these core functions and how they work.