Guides

If you rent space here

Getting an account

Nobody has to send you an invitation. You sign up, say where you are, and the building manager confirms it.

1. Go to the sign-up page and create an account with the email you already use. Choose a password of at least ten characters. A short phrase is easier to remember and harder to guess than a scrambled word.
2. Confirm your email. We send a link. Open it.
3. Say where you are. Pick your building, choose whether you are a company, a resident or building staff, and select your company from the list. If your company is not listed, type its name and the manager will sort it out.
4. Wait for approval. The manager sees your request and confirms you belong. You will get an email. Until then the app is empty on purpose, because you have not been placed in a building yet.

Reporting something broken

1. Open Requests and describe what is wrong. Say where it is, in the words you would use out loud.
2. Send it. You get a reference number and a timestamp straight away.
3. Follow it. The request shows who it was assigned to and how long it has been open. You can add a comment at any point and the manager sees it on the same thread.

Booking a room

1. Open Book and choose the room. You will see the next several days.
2. Pick a slot. Taken slots are not offered.
3. Confirm. If your company has used its monthly hours, the app tells you so rather than failing silently. Ask the manager to raise the allowance.

Inviting a visitor

1. Open Visitors and enter your guest's name. Add their car if they are driving in.
2. Create the pass. You get a QR code, valid for the number of days you chose.
3. Send it to them. They show it at the door and reception scans it.

The rest of it

1. Deliveries. When reception logs a parcel for you, it appears in the app and you are told. Nobody has to remember to call.
2. Valet. Request your car before you leave your desk instead of waiting downstairs.
3. Notices and the feed. Building announcements, and a board you can post on. The bell only shows what concerns you.
4. Surveys. If the building asks a question, answering takes a few seconds and the manager gets a number instead of a guess.
5. Marketplace. Offices and space available in the buildings you are already in, which is where most companies expand to next.
6. Your invoices. What you owe, what you have paid, and a numbered receipt for each payment. Under My space.

If you manage the building

Letting people in

People sign themselves up and land in a queue. You decide who actually belongs.

1. Open Requests to join. Everyone waiting is there, oldest first, with how long they have waited.
2. Check what they claim. Their name, email, which company they say they are with, and any note they left, such as which floor.
3. Match the company if needed. If they typed a name instead of picking one, choose the right company from the list first.
4. Approve. That is the whole action. They get access to their building and their company, and nothing else.

Running the maintenance queue

1. Open Maintenance. Newest first, each showing how long it has been open.
2. Assign it, to yourself or a member of staff, so the tenant can see it has an owner.
3. Move it along. Mark it in progress, then resolved. The tenant sees each change.
4. Reply on the thread rather than by phone where you can. Then the answer is attached to the request instead of living in someone's memory.

Invoices and payments

1. Create the invoice from Billing. Add the lines and a due date. VAT is added at 11%.
2. Issue it when it is ready. The tenant can see it from their side.
3. Record the payment however it arrived, cash, bank transfer, cheque. The tenant gets a numbered receipt.

Money that repeats, and money that gets split

1. Recurring charges. Set rent, service charge or parking once under Subscriptions and the invoices generate on schedule. You stop remembering them.
2. Shared costs. Under Shared costs, add the building's expenses for a period. The app splits them across tenants by floor area, so each company can see how their share was worked out.
3. Set the floor areas first. Shared costs divide by area, so a space with none recorded gets no share and everyone else pays more. Buildings, then the space, then the area.

Equipment, contractors and paperwork

1. Assets and planned maintenance. Record the lifts and generators, then schedule the servicing. Work gets logged against the equipment rather than against a memory.
2. Vendors. Keep the companies who do the work, so the next person to need them does not have to ask around.
3. Insurance certificates. Store each tenant's certificate with its expiry. What is lapsing is visible before it lapses.
4. Leases. Start and end dates per company. Use End rather than Delete when one finishes, so the record survives.
5. Deliveries. Reception logs a parcel and marks it collected. That record is the answer when someone says it never arrived.
6. Surveys, notices and reports. Ask the building something and count the answers. Post a notice. See what was invoiced, what is outstanding and how the queue moved, per building or across all of them.

Putting the app in front of people

1. Open Buildings, choose the building, and open the poster. Print it.
2. Put it where people already stand: the lift lobby, the reception desk, the back of office doors.
3. Leave it up. The app is only useful at the moment something goes wrong, and that is the moment somebody is standing in the lobby.

If you work at reception

Checking a visitor at the door

1. Scan the QR code the guest shows you, or open the link they were sent.
2. Read the verdict. The screen tells you whether the pass is valid, who invited them, and until when. It is a yes or a no, not a list to search.
3. If it is not valid, the tenant can issue a new pass from their phone in under a minute.

Logging a request for someone

Plenty of people will always prefer to tell you in person. That is fine. Put it in the app while they are with you so it gets a number.

1. Open Maintenance and add the request against their space.
2. Say how it reached you, in person, by phone or by email. The tenant's view says it was logged on their behalf, so the record is honest about where it came from.
3. Give them the reference number before they walk away.

On your phone

Add Premise to your home screen

It opens full screen with its own icon and works like any other app. There is nothing to install from a store.

1. iPhone: open the app in Safari, tap Share, then Add to Home Screen.
2. Android: open the app in Chrome, tap the menu, then Add to Home screen.