During these challenging times, we want to enable you to connect with your community and support your members as much as possible. Here are some ways you can leverage Optix. Please reach out to us anytime with your thoughts or questions about these or other suggestions you have.

Removing and voiding charges on a pending invoice

If you are looking to stop a payment on an upcoming month, modifying Pending invoices for an upcoming month is one option you have. You can remove and void a plan subscription or booking charge, which will prevent an invoice from being sent to the user.

  1. Select the user or team that you'd like to add credits for
  2. Click on 'Invoices' from the right menu to view the 'Pending' invoice
  3. You'll see a three-dot menu beside each charge item, which you can click on
  4. Select 'Remove and void' to remove this charge from the invoice

Providing credits on invoices

If you are planning to adjust charges for your members, the best way to do this is to apply credits to invoices in Optix.

  1. Select the user or team that you'd like to add credits for
  2. Click on 'Invoices' from the right menu to view the 'Pending' invoice (for the upcoming month), or any finalized invoices that are 'Due' or 'Upcoming'
  3. You can add credits to any invoice by opening clicking 'View' and adding a credit line item
  4. If you intend to adjust charges for an upcoming month, select the 'Pending' invoice
  5. Alternatively, you can add credits to finalized invoices if they have already been created

Enabling silent mode to prevent invoice emails from being sent

If you wish to prevent any emails from being sent to users during this time, you can enable Silent Mode. Click here to learn more.

Changing plan prices

Another option to adjust next month's billing is to change the plan prices, which will affect all users or teams who have those plans assigned. Changing plan prices will not affect any finalized invoices for the current month; only next month's 'Pending' invoice will be affected.

  1. Click on the 'Plans' menu option in the left-side navigation
  2. Select the plan you'd like to modify and click 'View/Edit'
  3. Under 'Billing', change the price to update your members' pending invoice for the upcoming month

Creating new virtual membership plans

We encourage you to think about creating a 'virtual' membership plan to continue to engage your members during this time. Click here to learn about how to create and update plans in Optix.

For your virtual membership plans, you don't have to provide access to your resources or for check-ins - you can make it a one-time payment or a monthly charge if you intend to keep it live on an ongoing basis. 

Limit social interactions by removing drop-in plans and blocking out meeting rooms

If you use any 'day pass' or 'drop-in' plans to offer access to members, you may wish to hide those plans from your members.

  1. Click on 'Plans' from the left-side navigation
  2. Select the plan you'd like to modify and click 'View/Edit'
  3. Turn off the first toggle switch, which makes a plan not 'Public Facing'
  4. This will ensure no members can self-select this plan

You may also wish to stop members from booking meeting rooms, desks, or other resources in your location.

  1. Click on 'Resources' in the left-side navigation to view your bookable resources
  2. When you view each resource, there is a toggle switch to make a resource 'Bookable by Administrators only', which will restrict it from being booked directly in the mobile app
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