Plans

How to create and manage membership plans in Nexudus — pricing, billing cycles, prorating, cancellation terms, benefits, limits, and virtual office configuration.

Overview

Plans (also called memberships) define what a membership includes, how often it’s invoiced, what benefits customers receive, and what limits apply. Plans are the foundation of your recurring revenue — every customer with an active contract is on a plan.

A plan can represent:

• A full-time desk or office membership
• A part-time hot-desking plan
• A virtual office with mail handling
• Storage-only access
• Any other recurring subscription model

Plans are sold via contracts. When a customer signs up for a plan, a contract is created linking them to that plan.

How to access

Navigate to Inventory → Plans.

Requires the tariff role.

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Plan kinds

Every plan has a kind that classifies the membership type. This helps you organize your plans and is used in analytics.

Kind	Typical use
Full-time Private Office	Dedicated office with 24/7 access
Part-time Private Office	Dedicated office with limited access hours/days
Full-time Dedicated Desk	Assigned desk with 24/7 access
Part-time Dedicated Desk	Assigned desk with limited access
Full-time Hot Desk	Unassigned desk with 24/7 access
Part-time Hot Desk	Unassigned desk with limited access
Other Full-time plans	Other models with 24/7 access
Other Part-time plans	Other models with limited access
Storage	Storage unit only, no workspace access
Virtual Office	Mail handling and business address without physical workspace (see dedicated section below)
Virtual	Virtual-only services
Other plans	Anything else

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Creating a plan

1. Navigate to Plans

   Go to Inventory → Plans and click the ”+” button.

2. Enter plan details

   • Plan name — a clear name shown to customers
   • Plan kind — select the category that best fits
   • Plan description — explain what’s included (shown in the members portal)
3. Set pricing and billing cycle

   • Price — the recurring charge amount
   • Every (months/weeks) — how often the plan is invoiced (e.g., 1 month, 3 months, 1 week)
4. Configure portal display

   • Display this plan on the website/App — whether customers can see and purchase it
   • Category — a grouping tag for the shop
   • Display position — sort order
5. Save

   Click Save to create the plan. Additional tabs become available for benefits, limits, restrictions, deposits, and legal terms.

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Pricing and billing

Billing cycle

Field	Description
Price	The recurring charge per billing cycle
Every (months)	Bill monthly, quarterly, etc. (e.g., 1 = monthly, 3 = quarterly, 12 = yearly)
Every (weeks)	Alternative to monthly billing — bill weekly or fortnightly (e.g., 1 = weekly, 2 = fortnightly)

You can choose either month-based or week-based billing, not both. Setting one clears the other.

Additional invoices

You can create supplementary invoices between the main billing cycles — for example, invoice monthly but send a secondary reminder invoice every 2 weeks.

Field	Description
Create additional invoices	Enables mid-cycle invoicing
Every (months/weeks)	Frequency of the additional invoices

This is separate from advance invoicing (see below) — additional invoices are reminders, not advance charges.

Billing day and prorating

Billing day

Option	Description
Fixed day	All customers on this plan are billed on the same day of the month (e.g., 1st of each month). Select a number from 1–28.
Day of signup	Each customer is billed on the day they signed up (e.g., signed up on the 15th → billed on the 15th).

First invoice prorating

Prorating discounts the first invoice when a customer signs up partway through a billing cycle.

Field	Description
First invoice prorated discount	Number of days before the billing day that triggers prorating. If a customer signs up within this window, their first invoice is discounted proportionally.
Prorate day of month	The target day used to calculate the prorate discount. If not set, falls back to the fixed billing day (if set).

How it works:

1. Customer signs up on day X

2. System calculates how many days until the next prorate day (e.g., day 1 of next month)

3. If that number of days ≤ First invoice prorated discount, prorating applies:

   • Days in the full billing cycle = M (e.g., 30 days for a monthly plan)
   • Days until next billing = N
   • Days to discount = M - N
   • Price per day = (Plan price) / M
   • Discount = (Price per day) × (Days to discount)
   • A negative line item is added to the first invoice with this discount amount

4. After the first invoice, prorating is turned off for that contract

Example: Monthly plan, $100/month, prorate day = 1st, prorate window = 30 days. Customer signs up on Jan 15th. Days until Feb 1st = 17. Since 17 ≤ 30, prorating applies. Days in Jan = 31. Days to discount = 31 - 17 = 14. Discount = (100/31) × 14 =$45.16. First invoice = $100 -$45.16 = $54.84.

Set First invoice prorated discount to match your billing cycle length (e.g., 30 days for monthly) to always prorate proportionally, regardless of signup day.

Last invoice prorating (cancellation discount)

Field	Description
Last invoice prorated discount	When enabled, the final invoice is discounted for the unused portion of the billing cycle after the cancellation date.

How it works:

• Customer cancels mid-cycle
• The invoice period is shortened to the cancellation date
• Days from cancellation to the original period end are discounted using the same formula as first invoice prorating

Example: Monthly plan, $100/month, customer cancels on Jan 20th. Original period ends Jan 31st. Days to discount = 11. Discount = (100/31) × 11 =$35.48. Final invoice = $100 -$35.48 = $64.52.

Prorating only applies if you set First invoice prorated discount with a prorate day. Without that configuration, cancellation prorating cannot work.

Advance invoicing

Field	Description
Advance payments	Number of billing cycles to invoice upfront (e.g., 2 = invoice 3 cycles at once: current + 2 advance).

How it works:

• The system generates a single invoice containing multiple billing periods as separate line items
• Each line shows the date range it covers
• If the customer cancels during an advance period, the affected line is pro-rated (if last invoice prorating is enabled)

Example: Monthly plan, $100/month, advance payments = 2. Customer signs up on Jan 1st. First invoice contains:

• Line 1: Jan 1 – Jan 31 ($100)
• Line 2: Feb 1 – Feb 28 ($100)
• Line 3: Mar 1 – Mar 31 ($100)
• Total: $300

Booking charges due date

Controls when charges from bookings (resources, meeting rooms) are added to invoices.

Option	Description
When the next contract renews	Booking charges accumulate and are invoiced on the next plan renewal date
When the booking ends	Charges are invoiced immediately after the booking finishes
When the booking was created	Charges are invoiced as soon as the booking is made
A specific day of the month after the booking	Charges are invoiced on a fixed monthly billing day (specify day 1–28)

Minimum price

Ensures a customer spends at least a certain amount each billing cycle, regardless of usage.

Field	Description
Minimum price	The floor amount per billing cycle. If the customer’s charges fall below this, a top-up charge is added to meet the minimum.
Consider passes	Include pass purchases in the minimum calculation
Consider bookings	Include booking charges in the minimum calculation
Consider events	Include event ticket purchases in the minimum calculation

How it works:

• After the first billing cycle, the system calculates total spend (plan price + passes/bookings/events if selected)
• If total < minimum price, a line item is added: “[Plan Name] (min.)” for the difference
• This does not apply to the first invoice

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Benefits

The Benefits tab lets you bundle credits, passes, and allowances with the plan. Customers automatically receive these when their contract is active.

Benefit type	What it provides
Money credit	A monetary credit applied to the customer’s booking balance
Time credit	An allowance of booking time for specific resource types
Passes	One or more passes granting time-limited access to the space
Printing credit	An allowance for printing services

Each benefit is a separate linked entity with its own expiration rules, usage limits, and renewal behavior.

Discounts

You can also configure percentage discounts on certain charges for customers on this plan:

Discount	Applies to
Bookings discount	Booking charges for resources
Passes discount	Pass purchases (including pay-as-you-go passes)
Charges discount	Generic charges added to the customer’s account

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Limits

Limits control customer behavior on a plan. These settings appear under the Limits tab.

Cancellation and pausing

Field	Description
Can cancel from portal/app	When unchecked, customers cannot cancel their own contracts — they must contact you
Can freeze from portal/app	When checked, customers can pause their contracts temporarily
Pauses a year	Maximum number of times a customer can pause per year
Cycles per freeze	Maximum billing cycles a customer can freeze each time they pause

Account management

Field	Description
Suspend newly signed up customers	When checked, new contracts start in a paused state and must be manually activated by an administrator
Maximum number of members	Cap on how many customers can be on this plan simultaneously

Contract terms

Field	Description
Minimum contract term	Number of billing cycles the customer must remain on the plan before canceling (e.g., 3 = 3 months for a monthly plan). If set, this term is copied to the contract on creation.
Cancellation notice period	Number of days before the contract end that the customer must give notice to cancel. This is copied to the contract on creation.
Automatic cancellation	Number of billing cycles after which the contract automatically cancels itself (e.g., 12 = cancel after 12 months)
Unpaid account cancellation	Number of days an account can remain unpaid before the contract is automatically canceled

The minimum contract term and cancellation notice period are set at contract creation from the plan defaults. Changing them on the plan does not affect existing contracts.

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Restrictions

Restrictions are hard limits — once a customer reaches them, they are blocked from further use, even if they purchase additional passes or credits.

Use these cautiously. Customers who hit a restriction cannot check in, book, or bring guests until the next reset period.

Access day restrictions

Field	Description
Days of access per billing cycle	Maximum days the customer can check in within one billing cycle
Days of access per month	Maximum days per calendar month
Days of access per week	Maximum days per calendar week

Access time restrictions

Field	Description
Hours of access per billing cycle	Maximum hours the customer can be checked in within one billing cycle
Hours of access per month	Maximum hours per calendar month
Hours of access per week	Maximum hours per calendar week

Booking time restrictions

Field	Description
Booking minutes per month	Maximum booking time per calendar month
Booking minutes per week	Maximum booking time per calendar week

Visitor restrictions

Field	Description
Visitors per month	Maximum number of guests the customer can bring per calendar month
Visitors per week	Maximum guests per calendar week
Visitors per day	Maximum guests per calendar day

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Deposits and sign-up fees

Under the Deposits tab, you can add one-off charges that are invoiced when a customer signs up.

Type	Description
Deposits and sign-up fees	One-time charges added to the first invoice (e.g., key deposit, setup fee, admin fee)
Plan components	Recurring charges bundled with the plan (invoiced every billing cycle alongside the plan price)

Plan components

Plan components are products that are added to the contract as recurring charges. They are invoiced every cycle along with the plan price.

Field	Description
Unlink component price when contract created	When enabled, the product’s price is copied to the contract at signup. Future changes to the product price do not affect existing contracts.

Use plan components for add-ons like parking, lockers, or extra services that should be bundled with the plan and invoiced together.

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Virtual office plans

Virtual office plans provide customers with a business address and mail handling services without physical workspace access. They have special configuration options for compliance, identity verification, and delivery handling.

To enable virtual office features, check “This plan is a virtual office plan” on the General tab. The Virtual Office tab then appears.

Virtual office onboarding

Virtual office customers must complete a multi-step onboarding process that includes company details, personal details, AML screening, identity verification, and mail preferences. See Virtual Office Onboarding for the customer-facing flow.

Proof of address

Field	Description
Require proof of address	When enabled, customers must upload proof of address documents before the contract is activated
Address check provider	Select Manual (administrator reviews documents)
Accepted documents description	Instructions shown to the customer about what documents are accepted (e.g., “Utility bill or bank statement dated within the last 3 months”)
Repeat the check	How often the address verification must be repeated (Never, Every 3/6/12/24 months)
Keep paused if address mismatch	When enabled, contracts remain paused if the address on the uploaded document does not match the customer’s registered address

Proof of ID

Field	Description
Require proof of ID	When enabled, customers must provide identity verification before activation
ID check provider	Select Manual (admin review), Stripe Identity (automated), or Open Sanctions (AML database check)
Accepted documents description	Instructions for manual ID checks (not shown if using Stripe Identity)
Repeat the check	How often identity verification must be repeated (Never, Every 3/6/12/24 months)

Stripe Identity provides automated ID verification using a selfie and document scan. It returns instant results and checks against fraud databases.

AML screening

Anti-money laundering (AML) checks screen directors and company information against sanctions lists and watchlists.

Field	Description
Require AML screening	When enabled, AML checks are triggered after the customer completes their company and director details
Enable OpenSanctions	Use the OpenSanctions database for screening (requires API configuration)
Enable Pappers	Use the Pappers business registry for screening (France-focused, requires API configuration)
OpenSanctions dataset	Specify which dataset to use (default = all datasets)
Match score threshold	The minimum match confidence score (0.0–1.0) to flag a potential match (default: 0.7)

AML check statuses:

Status	Meaning
Not started	Checks haven’t been triggered yet
In progress	Screening is running
Clear	No matches found — customer can proceed
Under review	Potential match detected — requires manual review by an administrator
Match found	Confirmed match against a sanctions list — customer must contact support
Error	Processing error — customer should review details or contact support
Manually cleared	An administrator has manually approved the customer despite a match

AML checks must pass (status: Clear or Manually Cleared) before identity verification is triggered. If AML checks fail, the customer can return to the personal details step to correct director information.

Contract activation

Field	Description
Keep contracts paused until checks pass	When enabled, contracts remain in a paused state until all required checks (address, ID, AML) are successfully completed

Custom onboarding form

Field	Description
Send custom onboarding form	When enabled, a custom form is emailed to the customer as part of the onboarding process
Select form	Choose a form page from your Content → Form Pages list

Virtual office delivery handling

Virtual office customers can choose how their mail and deliveries are handled. You can configure which handling options are available for each delivery type and link products to charge for those services.

Delivery categories

Configure handling options separately for:

• Mail — letters and small envelopes
• Parcels — packages and large items
• Checks — checks and payment documents
• Publicity — marketing materials and unsolicited mail

Handling options

Option	Available for	Description
Store for collection	All types	Hold the item for the customer to collect in person
Forward	All types	Send the item to a forwarding address
Open, scan & forward	Mail, Checks, Publicity	Open, scan to PDF, and email the scan to the customer, then forward the original
Open, scan & recycle	Mail, Publicity	Open, scan to PDF, email the scan, then dispose of the original
Open, scan & shred	Mail, Publicity	Open, scan to PDF, email the scan, then securely shred the original
Open, scan & store for collection	Mail, Checks, Publicity	Open, scan to PDF, email the scan, and hold the original for collection
Recycle	Mail, Publicity	Dispose of the item without opening
Return to sender	All types	Send the item back to the sender
Shred	Mail, Publicity	Securely destroy the item without opening
Deposit a check	Checks only	Deposit the check into the customer’s bank account

Charges linked to handling actions

You can link products to specific handling actions. When a customer selects that handling option for an item, the linked product is automatically added to their account.

Action	Product link
Forward	Charge for forwarding postage and handling
Shred	Charge for secure shredding
Recycle	Charge for disposal
Scan	Charge for scanning and digitization
Return to sender	Charge for return postage
Deposit a check	Charge for check deposit processing
Store	Charge for storage beyond the free storage period
Collect	Charge when the customer collects the item

Field	Description
Max free storage days	Number of days an item can be stored for collection without charge. After this, the “Store” product is charged per day or period.

Contact limits

You can restrict how many company aliases, recipients, and forwarding addresses a virtual office customer can register.

Field	Description
Company aliases limit	Maximum number of company names the customer can receive mail under
Recipients limit	Maximum number of individuals who can receive mail at this address
Forwarding addresses limit	Maximum number of addresses the customer can forward mail to

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Legal

The Legal tab lets you attach terms and conditions to the plan. Customers must accept these terms when signing up.

Field	Description
Terms and conditions	The legal terms the customer agrees to when signing the contract. Supports Markdown formatting.
Version history	A read-only log of all changes made to the terms and conditions, including timestamps and who made the change

Use the version history to track changes to your legal terms over time and prove which version a customer agreed to when they signed up.

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Best practices

• Use descriptive names — customers see these in the portal, so make plan names clear (e.g., “Full-time Hot Desk – 24/7 Access” instead of “Plan A”).
• Set prorating consistently — if you bill monthly, set First invoice prorated discount to 30 days and enable Last invoice prorated discount for fair billing.
• Use fixed billing days for easier accounting — all customers are billed on the same day, simplifying cash flow tracking.
• Enable minimum price for usage-based plans to ensure baseline revenue.
• Link deposits to plans instead of adding them manually — sign-up fees and key deposits should be configured on the plan so they’re automatic.
• Use plan components for bundled add-ons (parking, lockers) instead of separate products.
• Set minimum contract terms to reduce churn — require customers to commit for a minimum period (e.g., 3 months).
• Enable cancellation notice periods to give yourself time to fill vacancies.
• Test virtual office onboarding thoroughly before launching — the compliance requirements can be complex.
• Configure delivery handling charges carefully — some handling options (forwarding, scanning) incur real costs that should be passed to customers.

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Related pages

Products

Create products to use as sign-up fees, deposits, or plan components.

Contracts

Manage customer contracts linked to plans.

Resources

Configure resources and link them to plans via access rules.

Virtual Office Onboarding

The customer-facing onboarding flow for virtual office members.