SpaceOS Onboarding Process

Owned by Alex Do (Unlicensed)
Aug 17, 2023
4 min read

To properly gauge what needs to be done to integrate your property with spaceOS, our team would need to get enough information about what you need, how you want your spaces to work, and what hardware you use.

That's what the Onboarding is - a way for us to learn more about you and your needs. Let's take a closer look at the steps needed to complete it.

Welcome Email

At first, you will receive a welcome email with 2 links to kickstart your onboarding:

  1.  

Link to the calendar (invite for our first meeting together) - choose the date and time that best suits you and your team. Don't forget to invite everyone involved in the project.

  1.  

Link to the questionnaire - information we require you to provide to start building your app/platform. Please provide this before our first meeting.

Required information includes:

  • Your contact details

  • Name of the building (e.g. Hogwarts)

  • Desired name for your spaceOS platform (e.g. MagicSchool)

  • Whether you'll need a branded (your brand) or a generic mobile app

  • For a branded app - we require a Google Play/App Store developer account to be able to build your app for you. Please let us know if you already own those accounts or have to set them up.

  • Your Website address URL for your platform web version with a

spaceos.io domain (e.g. magicschool.spaceos.io)

  • Visuals (e.g. logo, brand book)

  • Application languages (e.g. primary - English)

  • Currency that you'll use (e.g. USD)

Kick-Off Meeting

Kick-Off is a meeting where we conduct a deep analysis of your company, overview the chosen modules, and agree on an action plan. 

For this meeting we will prepare a high-level project plan and a use case proposition based on the information from the previously mentioned questionnaire, so please make sure to complete it.

After this meeting, we at spaceOS will then start the process of building the web version and mobile application with all modules you require.

Discovery Call

Following the kick-off call, we will be inviting you to a Discovery Call with your dedicated Customer Success Manager.

Schedule a session at the most convenient time for you and invite team members involved in the project.

We at spaceOS do understand that one size does not fit all; in this meeting, we will dig deeper into your specific location setup, use case, and business model to provide the most value via the app/platform to your team and tenants.

Global Admin Training

The next step is training Global Admins (platform managers) on the app's functions and creating a Support Portal for them.

When all modules function as agreed, you can start testing the app and upload the content - inventory, assets, companies, buildings, etc.

If you’ve chosen Plans & Invoicing, please decide on a payment method (Stripe or manual payment). If Stripe is chosen, please set up an account and inform spaceOS, so that we could connect it with your app.

From now on, you'll be testing your web and mobile apps.

Required Content

Before the app can be launched, it needs to be filled with the following content:

TENANTS / COMPANIES

END-USER

LOCATION

BUILDINGS

  • Name of the Company

  • Email address

  • Logo

  • Offices, desks, conference rooms, and parking spots assigned to this Company

  • Legal name

  • Tax ID

  • Full address

  • Start and end date of the contract

  • Access card number

  • Name and surname

  • Email address

  • Company name (see above)

  • Role: Member, Global Admin, Company admin, Staff

  • Name of the location

  • Size in sqm (m2)

  • Open hours

  • Languages

  • Full address

  • Office Manager/ Property manager email

  • Office Manager/ Property manager phone number

  • Name of the building

  • Location of the building (see above)

FLOOR

BOOKABLE PRODUCT

PARKING

 

  • Name of the building

  • Floor number

  • Floor plan

  • Product type (conference room, flex desk, fixed desk, locker, etc.)

  • Location and building

  • Product picture

  • Name of the product

  • Nb of seats

  • Floor plan/ Room plan

  • Amenities available in the room (projector, board, etc.)

  • Who can book the product (which tenant etc.)

  • For how long the product can be booked (hourly, daily, monthly, etc.)

  • Price

  • Parking plan and photograph

  • Nb of parking spots

  • Building and location

 

Knowledge Transfer

Knowledge Transfer is a cycle of training sessions for global admins, property managers, and office managers. 

spaceOS will also provide video guides, demos, and documentation to support these sessions if necessary.

Tenant workshops are led by global admins and supported by spaceOS.

Brand Brief

Brand Brief is a stage where together with spaceOS you will discuss the launch activities and a marketing strategy for your company.

Our specialists will present examples of previous launches and marketing campaigns, and provide materials and support with the creation process.

Launch

The official launch means that from this moment the app is officially live and available for users.

Customer Success Manager will stay in contact with you and help you with the end user engagement. 

If you have any issues or requests post-launch, please open a ticket on our Support Portal.

Note: Prior to launch, make sure that all end users and the content is added