Depending on your settings, users can either register themselves, request access to your coworking space, or must be invited by administrators before registering. This gives you full control over who signs up for your space and how they become a user.
To configure your preferred access flow, head to Settings > User Settings > Onboarding. Under Access to the app, you can select one of three options:
Users must be invited — Admin-controlled. Users cannot access the app until an admin adds them.
Users can request access — Users submit a request and remain as Leads until an admin approves them.
Users can sign up and obtain access — Open self-registration. Users become Active immediately upon sign-up.
Each option has different implications for user status and Active user billing. See the sections below for details on each mode.
How the Users must be invited works
How the Users must be invited works
In this mode, an admin must add the new user within the Optix dashboard before the user is granted access to the app. Users who try to access the app before this step will be unable to progress past the app's login page.
User status impact: User status is fully controlled by the admin. No one becomes Active unless an admin explicitly adds or invites them. This is the most restrictive option and is best suited for spaces that want complete control over who can access the app and when they start counting toward Active user billing.
To learn how to add a new user within your Optix dashboard, see How do I add a user into my Optix dashboard?
How the Users can request access works
How the Users can request access works
In this mode, any user can download the app and enter their name and email address to request access. This notifies an admin via email of a new membership request.
User status impact: The user remains a Lead until the admin approves the request. They will not become Active or count toward your Active user billing until approved.
How to approve an access request
When a user requests access, an email is sent to the administrator with the name and email address of the user. You will also see them on the User page as a Lead or Unconfirmed.
To approve their request:
Click on Users from the left hand menu
Click on the three-dot menu beside the user name
Select Change status
Update the status to Active
Once you've done this, the user will receive a notice that they've joined your organization and will be able to log in to your organization's mobile app.
How the Users can sign up and obtain access works
How the Users can sign up and obtain access works
In this mode, any user can download the app and sign up without approval from the administration. This is the most open option and allows users to start using your space immediately. More on configuring self-registration here.
User status impact: Users who self-register will immediately become Active and count toward your Active user billing, even if they have not yet purchased a plan or completed a booking.
Important: In this mode, a user may become Active before purchasing a plan or completing any booking. If you want to prevent unpaid self-registered users from becoming Active and affecting your billing, consider switching to "Users must be invited" or "Users can request access" instead.
How to change your app access setting
How to change your app access setting
To change how users gain access to your app:
Navigate to Settings > User Settings > Onboarding
Under Access to the app, select your preferred option
Click Save
Note: Changing the access flow setting only affects how new users gain access going forward. Existing Active users will remain Active regardless of which option you select.
FAQs
FAQs
How do I prevent users from becoming Active before being approved or paying?
Switch your app access flow to either "Users must be invited" or "Users can request access" in Settings > User Settings > Onboarding. Both options ensure that users cannot become Active (and count toward your Active user billing) without admin approval.
Does the "Users must have allowance or an active plan to access the mobile app" setting prevent users from becoming Active?
No. That setting (found in Settings > General > App access) is an app access restriction only. It controls whether users without an active plan or allowance can log in to the mobile app, but it does not change user status or affect Active user billing. To control who becomes Active in the first place, use the Access to the app setting described above. See also: How do I enable leads to sign up for a Plan or Pass on my website?
Where can I learn more about Active user billing?
See How is my Optix subscription cost determined? for a full breakdown of how Active users affect your subscription cost.
Troubleshooting
Troubleshooting
I see users with Active status and $0 revenue who never purchased a plan
This typically happens when your access flow is set to "Users can sign up and obtain access." In this mode, users become Active immediately upon self-registration, regardless of whether they have purchased a plan. To prevent this, switch to "Users must be invited" or "Users can request access." Note that existing Active users will remain Active after changing the setting — you will need to manually update their status if needed.
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