User Guide

You want to know what the app is for and what you may do in it. DesKilo answers three everyday questions of a shared workspace: where can I work, what do I owe, and who needs to approve this. Around the spaces sits Me, your own account, which follows you into every space you belong to.

Inside a space, what you may do depends on your role. Roles add up: everyone is a member, and the others come on top.

Steps

1. Open Settings, named My account when you administer nothing.
2. Choose What you can do here.
3. Read which role gives you each ability. A member sees As every member; an administrator also sees From the Administrator role.

Good to know

• The owner decides in the role matrix what administrators and other roles may do, so two spaces can differ.
• A space can have other roles besides these, for example one for billing. They appear in the same list.
• There is no invitation that makes someone an owner: only an existing owner grants ownership.

See also: The role matrix · Join a workspace

You want to get in, whether this is your first time or your hundredth. One account works in every space you join on the same server.

Steps

1. Open the app. The sign-in screen asks for your Email and Password.
2. To sign in, tap Sign in.
3. To make a new account, tap New here? Create an account, add a Display name, and tap Create account. The password needs at least 8 characters.
4. If the server offers it, tap Google under or continue with.
5. Some servers ask you to confirm your address first. The screen Check your e-mail says a link was sent: open it on this device. If nothing arrives, look in the spam folder or tap Send the e-mail again.

Good to know

• The eye button beside the password shows or hides what you type.
• The first time you sign in, you are asked to read and accept the privacy terms before anything else opens.
• A new account with no space lands on Me, where you can find, join or create a space.
• Join by invitation on the sign-in screen keeps the errand in mind: you make your account, then paste your invitation.

See also: Reset a forgotten password · Join a workspace · Your data, your rights

You cannot remember your password. You get a one-time code by e-mail and use it to set a new one. There is no link to click, so it works even where links do not open the app.

Steps

1. On the sign-in screen, tap Forgot password?.
2. Type your Email and tap Send code.
3. Open the e-mail and copy the code.
4. Type it into Code from the email, choose a New password and tap Set new password.

Good to know

• The message Password updated — you are signed in. confirms that it worked; you do not sign in again.
• A code that is invalid or has expired is refused: ask for a new one.
• If the code is accepted but the password is not saved, tap Save the new password again.

See also: Create an account or sign in

You want to look around before you commit to anything. The demo is a made-up space, Atelier du Marché: the people, bookings and bills are invented, nothing you do reaches a real space, and no account is needed.

Steps

1. On the sign-in screen, tap Explore the demo workspace.
2. Read the note, then tap Start exploring.
3. Use the strip at the top to choose who you look through: The owner, A member or An administrator. Each tap on the name moves to the next one.
4. Tap Reset the demo to put everything back as it started.
5. Tap Leave the demo when you are done.

Good to know

• The strip is marked Demo and stays above every screen, so you cannot mistake it for a real space.
• Seeing the same screen as the owner, an administrator and a member is the quickest way to learn what each role can do.
• The demo stays on this device. Leaving it does not create an account.
• Discover in Me lists the demo space and two invented neighbours, Le Quai Numérique and La Fabrique des Halles. Read a page and its Plans and prices, ask to join or Write to the hosts: the demo answers, and nobody real receives anything. As the owner or an administrator, Messages holds a stranger's visit request to answer.

See also: What DesKilo is and who does what · Create an account or sign in

You were given a workspace ID, a QR code or an invitation message, and you want in. You ask to join as a member, and an administrator lets you in.

Steps

1. Sign in, then tap Join with a code on Me. From the sign-in screen, Join by invitation takes you there once you have an account.
2. On Welcome to DesKilo, keep Join a workspace selected.
3. Type the workspace ID into Invite code, or paste the whole invitation message: the ID is found automatically. Paste reads it from the clipboard, and Scan QR code opens the camera on a printed code.
4. Tap Review invitation. The card Check before you join names the workspace, its server, the role offered and whether an administrator must approve.
5. Tap Join workspace.

Good to know

• Until an administrator approves, you see Workspace membership awaiting approval. Check again refreshes it, and your other spaces and your account stay available.
• You join with exactly the role the invitation carries. The workspace ID always joins as a member; a personal admin code joins once, as an administrator.
• An expired or replaced code is explained on screen: ask the sender for a current one.
• In a browser the camera cannot scan: type the ID or paste the message instead.
• If the card names another server, Use this server switches this device to it.

See also: The workspace ID · Me: your home and your spaces

You run a community and want a space of your own. You become its owner at once.

Steps

1. Open Create a workspace from Create a space on Me.
2. Type a Workspace name, then tap Next. Use the suggested settings skips straight to the last step.
3. On Where, choose the Country; the Currency and Time zone follow it, and you can change them.
4. On the same screen, under What to create, pick One test workspace, One real workspace or A linked test and real pair.
5. On Start from, choose Empty space to draw your own plan, or a ready-made template.
6. On Confirm, read what will be created and tap Create workspace.

Good to know

• The selector starts on One test workspace, which is safe for trying things: every screen and document says so, and there is no real billing. A real one issues invoices that are owed.
• The pair gives you two spaces with the same name, one to try things in and one that is real. You own both.
• If the answer is lost on the way, the app keeps your entries and offers Retry as sent, so you never create the space twice.
• The new space opens as soon as it exists. Setting it up is covered in the owner chapters.

See also: Prepare a space with the setup questionnaire · The workspace ID

You do not have a code but you would like to find a space near you. Spaces that publish a page appear in a public directory.

Steps

1. Tap Find a workspace on the sign-in screen, or open Discover on Me.
2. Type a name or a place into Search workspaces.
3. Switch between the Map and the List with the button at the top.
4. Open a result to read its public page. There, Request a workspace profile asks to join, and Enter opens a space you already belong to.

Good to know

• Only spaces that chose to be visible are listed. In the demo, the map shows the demo space and two invented neighbours; their pages, a request to join and a message to their hosts all stay inside the demo.
• You can look without an account; joining needs one.

See also: Join a workspace

You want one place that shows who you are and every space you belong to. Me is yours alone and never takes a space's colours. Under your name, My spaces lists each space as one card.

Steps

1. Open Me. If you owe money somewhere, a card at the top says To pay and opens your finances.
2. Find your space under My spaces. A real space has an Open workspace button; a space with a test twin also has Test space.
3. Tap the button to enter. The screen fills with the space's colour, pattern and logo, then the space opens.
4. Tap Join with a code or Create a space below the list to add another.

Good to know

• The small clock on a button marks the side you used last.
• The small number on a button counts what waits for you there, side by side for the real space and its test twin. Press and hold the button to read the full sentence.
• The pattern on the card's left edge is the space's own identity. If animations are switched off, the space simply opens.
• A space that is still Waiting for approval shows that instead of your role.
• A space that lives on another server shows Open on that server; opening it switches server and asks you to sign in there.

See also: Keep your spaces in order · Profiles: one account, several spaces

You belong to several spaces and want your own order. Hearts, groups, stars and the order are yours and stay on this device.

Steps

1. On Me, tap the three dots on a space's card.
2. Choose Add to favorites: the space moves to Favorites and shows a heart.
3. Choose Move to group… to file it in another group, or tap the folder button above the list for New group.
4. Tap one of the five stars to rate the space, or No rating to clear it.
5. Type in Search my spaces to filter, and use the sort button to choose My order, Recently used, Best rated or A–Z.

Good to know

• In My order, hold a card for a second to drag it, or use Move up and Move down.
• Tap a group's name to fold it. Groups you made can be renamed or deleted from their menu; Favorites and Other are always there.
• Leave this space is in the same menu. You stop being a member; bookings, invoices and messages stay with the space. Owners hand the space over first.
• Manage my spaces at the bottom opens the profiles list.

See also: Profiles: one account, several spaces · Erase my data

One account can belong to many spaces. Each space gives you a profile there: your role and your own data. The Profiles list shows them all and decides which one the app opens with.

Steps

1. Open Profiles, or tap Manage my spaces on Me.
2. Read each row: the space's name, your role there and the environment it is in.
3. Tap a row to switch to that profile. The check mark shows the Active profile. The app opens with it next time, on every device.
4. To make a profile the default without switching to it, tap the star (Use as default at startup); tap it again to clear it.
5. Tap Add a profile to join or create one more space.

Good to know

• A space with a test twin shows one row that opens into two choices, Development — for trying things out and Production — the invoices are owed. Tap the one you want; the check mark follows.
• Everything you see in the app belongs to the active space.
• Your account, photo and language are not part of a profile: they are in Me and the same everywhere.

See also: Me: your home and your spaces · Join a workspace

You are in a space and want to reach a screen. Everything is in one menu, and a few buttons sit at the top.

Steps

1. Tap the ☰ button at the top left. The menu opens with your space's name, Back to Me and the daily destinations: Reserve, Calendar, Members, Money.
2. Tap a destination to open it. A blue number beside it counts what waits there.
3. Open Reporting, People & access, Billing & payments or Workspace setup to see the administration tools your role allows.
4. At the bottom, Documents, Privacy & data and Settings are always close.
5. Tap the avatar at the top right, or Back to Me, to leave the space and return to Me.

Good to know

• Destinations come and go with the features the owner switched on and with your role. A plain member sees none of the administration groups.
• When your space has Events switched on, Events at the top right (the tray icon with a count) collects what happened and what awaits your decision; when the Calendar holds the alerts, use its Alerts view. Scan a space code and Edit workspace appear on the Reserve screen when you may use them.
• On a wide window, the menu stays open as a sidebar. A narrow window or enlarged text uses the ☰ menu.
• In the apps for phones and computers, Navigation style in Settings lets you choose the classic bottom bar with the round Reserve button. Swipe that bar down for a full-screen view; swipe up, or long-press the Reserve button, to bring it back. A browser always uses the menu.

See also: Navigation style · Me: your home and your spaces

You open a space and are not sure what to do first. The Get started card names one next step for you, and short tips explain each screen.

Steps

1. Open Reserve. The card Get started in your space appears at the top of the plan.
2. Follow the action it offers, for example Choose a time to book.
3. Tap Not now to put it away.
4. To bring it back, open the view menu at the top of the plan, the one that says Plan, and choose Get started.

Good to know

• For an owner or an administrator the card tells what is missing before anyone can book, with Finish setting up.
• Tips are small cards on each screen. Dismiss hint hides one, and Next tip shows another.
• You can show every dismissed tip again with Restore the hints.

See also: Restore the hints · Find your way around

You want to see which places are free. The Reserve hub opens on the floor plan of one level of your space, drawn for the day and the time you are looking at.

Steps

1. Open Reserve.
2. Read the plan: every place carries its name and a small symbol, and a colour that says what it is.
3. Tap a place to act on it. A free place opens the booking sheet; your own place offers check-in and cancel; someone else's place tells you who has it and until when.
4. The legend under the date explains the colours. It is the same on the plan and in the Day, Week and Month views.

Good to know

• An occupied place shows who is there: an initial, or a photo when the person set one and your space shows photos on the plan. A small green dot means they are using the app right now.
• A whole table, room or level that is booked says so on the plan, with the name of who holds it.
• Some spaces show fewer states: a booked place and a checked-in place then look the same, and blocked reads Unavailable.
• When the latest availability could not be loaded, a banner says Offline with the time of the last data and a Retry button, because a place shown free may have been taken since.

See also: Choose the day and the time · The booking sheet

You want to reach the level, the room or the desk you have in mind. The plan can be moved, zoomed and switched from one level to another.

Steps

1. Tap the level name at the top right of the plan, for example First floor, and choose another level. Your choice is kept for the next time you open the hub.
2. Zoom with two fingers, or with Zoom in and Zoom out. Drag the scroll bars along the edges to move.
3. Tap Fit the plan to the screen to bring the whole level back into view.
4. Read the room names in the corner of each room. Tap a place inside it to book it.

Good to know

• The level selector only offers a menu when your space has more than one level.
• A level, a room or a desk that can be booked as a whole shows its own button or double-tap: see Book a whole desk, room or level.

See also: See the places as a list · Day view

You prefer rows to a drawing, or the plan is hard to read on a small screen. The list shows the same places, level by level and desk by desk.

Steps

1. In Reserve, tap List view, the button beside the view menu.
2. Find the place. Each row names it and says whether it is free, reserved or yours.
3. Tap Reserve on a free row to open the booking sheet.
4. To go back to the drawing, tap Plan view.

Good to know

• The list follows the day and the time you chose, exactly like the plan.
• With favourites and ratings switched on, each row also carries a heart (Add to favourites) and stars.

See also: Choose the day and the time · The booking sheet

You want to book for another day, or for a time that is not now. The two rows of controls at the top of the hub say what you look at and when.

Steps

1. Tap the date, for example 14 May, and pick a day in the calendar. You can look up to a year ahead.
2. Choose the time. If your space books half-days, tap Morning, Afternoon or Full day. If it books by the hour or on a free time range, tap the first time to set From and the second to set To.
3. Read the line under the controls: it names the day, the period and the hours in the workspace's time zone, and in yours when it differs.
4. To come back to today, tap Now.

Good to know

• Which controls you see follows the space's rules: some spaces book half-days, some whole days only, some any time on a grid.
• On a phone the day-part chips are small icons of a half or a whole day. Hold one to read its name and its hours.
• The plan answers for the time you chose: a place shown free is free for all of it.
• Where bookings are per half-day, the period you start on is your usual one, set in Default booking period.

See also: The Reserve hub and the floor plan · Book a place

You want to see who is where during the day, not only at one moment. The Day view lays out every place as a row along the hours.

Steps

1. In Reserve, open the view menu, which reads Plan at first, and choose Day.
2. Pick the day with the date button. Choose a level with the chips above the rows: All levels or one level.
3. Read the bars. Each one is a booking, with the name of who holds it; yours stand out in the colour of Mine.
4. Tap a free stretch of a row to book that place for the time you chose. Tap your own booking to open its details; tap someone else's to see who holds it and until when.

Good to know

• A closed day is drawn as closed and cannot be booked.
• The menu behind the View control also holds Week and Month.

See also: Week view · Change or cancel a booking

You want to find a free morning or afternoon in the coming days. The Week view shows places down the side and the days of the week across.

Steps

1. Open the view menu and choose Week.
2. Find your day. Each day has two cells side by side, the morning and the afternoon. A filled cell shows the initial of whoever holds it.
3. Tap an empty cell to book that half of the day on that place.
4. Tap a day name at the top to jump to that day in the Day view.

Good to know

• Closed days are greyed out and carry a closure mark.
• Choose All levels or one level with the chips above the grid.

See also: Day view · Month view

You want to know which days have room. The Month view counts the free places for every day.

Steps

1. Open the view menu and choose Month.
2. Read each day: the number of free places out of the total, for example 6/6. Closed days read Closed.
3. Tap a day to open it in the Day view, where you see who is booked.

Good to know

• The count covers all levels of the space.
• Today is ringed.

See also: Closure days and public holidays · Day view

You tapped a free place and the sheet opens. It shows what you are about to book and lets you adjust it before you confirm. The sheet only proposes: the space's rules are checked when you confirm.

Steps

1. Read the summary: the workspace, level, desk and place, who the booking is for, the day, the hours and the repetition.
2. Adjust the period. Under half-days, tap Morning, Afternoon or Full day. On a time grid, set From and Until; on a minute grid a slider named Duration sets the length.
3. Open More options to repeat the booking.
4. Optionally add the place to your favourites with the heart, or rate it with the stars.
5. Tap Reserve.

Good to know

• If the chosen period is not allowed, a line in red under the period says why and Reserve stays greyed out.
• If another booking follows on the same place, the sheet says that the seat is reserved from that time and stops your booking there.
• Administrators see Book for and, for blocking a place, Manage resource.
• When the chosen period includes this moment, a switch Check in right away appears, off by default.

See also: Check in now when you are already there · Repeat a booking · Book for someone else

You are standing at a free place and want to take it right now. On today's plan the booking sheet offers two actions side by side.

Steps

1. Open Reserve on today, with no other time chosen, and tap a free place.
2. At the top of the sheet choose Reserve or Check in now.
3. Reserve keeps the period you chose. Check in now switches to the current period and marks you present.
4. Tap Check in to confirm.

Good to know

• The check-in stops where the next booking on that place begins, and the sheet tells you.
• A walk-up check-in must start today.
• Where bookings are per half-day, the check-in ends with the current half-day, or with the day when your usual period is the full day.

See also: Check in and check out · The rules you meet when you book

You need the whole table, the whole room or the whole floor, for a meeting or a day. Spaces that are set up for it can be booked as one.

Steps

1. On the plan, double-tap the desk, the room or the empty floor. For a level you can also tap Reserve level, the button under the level selector.
2. The sheet names the space, the period and the Price per half-day when there is one.
3. Tap Check in to take it now, or Reserve to book it for the period shown.
4. In the booking sheet that opens, choose the period and tap Reserve.

Good to know

• A member needs the right to book whole spaces; owners and administrators have it. Without it the sheet says You are not allowed to reserve a whole desk, office or level.
• A whole space cannot be booked while one of its places is taken in that period, and no place can be booked while its table, room or level is booked as a whole.
• Where the owner asks for approval, a whole-space booking blocks the space at once and waits for the validators; if they reject it, it is cancelled.

See also: When a booking is awaiting confirmation · Scan a space code

You want to book a place on a member's behalf. Administrators can pick the member in the booking sheet.

Steps

1. Tap a free place in Reserve to open the booking sheet.
2. Open Book for and choose the member.
3. The summary now reads Booking for that member, and the button changes to Send for confirmation.
4. Tap Send for confirmation. A message says Sent to the member for confirmation.

Good to know

• The member has to accept before the booking exists. They find the request on their Calendar and in their notifications.
• A booking made for someone else is never checked in and cannot repeat.
• The Book for field only appears if the owner lets administrators book for members. For a whole level, the owner decides who may assign it.

See also: When a booking is awaiting confirmation · Decisions waiting for you on the Calendar

You sit at the same place every Tuesday, or every weekday for a month. A repeating booking creates all the dates at once.

Steps

1. Open the booking sheet on a free place and the first day you want.
2. Open More options.
3. In Repeat, choose Every day, Every weekday or Weekly. The default is Does not repeat.
4. Set Repeat until, the last date. The sheet proposes four weeks ahead.
5. Tap Reserve. A dialog tells you how many bookings were created.

Good to know

• Dates that could not be booked are listed in the dialog and skipped. The others stand.
• To cancel a repeating booking, open one of its dates and choose Cancel this occurrence or Cancel this and following.
• You can also turn a single booking into a repeating one from Edit times in its details.
• Repeating is not offered when you book for someone else.

See also: Change or cancel a booking · The booking sheet

You want to know why a day cannot be booked. Your space is closed on some weekdays and on the closure days the owner has added, such as public holidays.

Steps

1. Choose the day in Reserve. A closed day shows a banner, Closed on this day.
2. Tap the shortcut in the banner, which reads "Show" and the next open day, to go there.
3. In Month, closed days read Closed; in Week they are greyed with a mark; in Day they are marked as closed, under the legend entry Closed day.
4. In the Calendar, closed days are struck through, and the day's list states Closed with the reason when the owner gave one.

Good to know

• On a closed day the places carry the blocked symbol and cannot be booked or checked in to.
• Public holidays appear exactly like any other closure day.

See also: Month view · Closure days · Open weekdays

You arrive at your place, and later you leave. Checking in says you are there; checking out frees what you no longer need.

Steps

1. Open Reserve, find the day of your booking and tap your own place, the one marked Mine.
2. Tap Check in. If it is greyed out, it tells you when it opens, for example "Check-in opens on 14 May".
3. When you leave, tap your place again and tap Check out. The rest of the booking is released at once for others.
4. The booking then reads Completed: checked out at the time.

Good to know

• Check-in opens 15 minutes before the start, or one grid step before when the grid is coarser. Where bookings are per half-day, per day or per real hour, it opens for the whole day of the booking.
• It closes when the booking ends: This reservation is over — check-in is no longer possible.
• If you are still checked in somewhere else, check out there first.
• With auto check-in and check-out on, a booking nobody checked in or out completes itself once its time has passed. Without it, a booking you did not check in reads This period is over without a check-in.
• At a wall kiosk you check in with your badge; see Your badge and NFC badge check-in.

See also: Scan a space code · Change or cancel a booking

You stand in front of a desk, a room or a seat that carries a QR card, or a chair with an NFC tag. Scanning shows what you may do there, without searching the plan.

Steps

1. In Reserve, tap Scan a space code, the scanner icon at the top of the screen.
2. Point the camera at the card, or type the printed number in Code and tap Confirm. Hold your phone to a chair's NFC tag where the device supports it.
3. For a seat, choose Check in, Reserve or Check out, the same actions as at the kiosk, without the badge step.
4. For a table, an office or a level, the sheet shows its state, its period and its Price per half-day; tap Check in, Reserve or Show on plan.

Good to know

• If someone else holds the space, the sheet says who and offers to message that person.
• A code that is not from this workspace says Not a space code of this workspace. A removed space says This code does not match any space here anymore.
• In a browser the camera is not available: type the code instead. An NFC tag only identifies seats.
• The scanner icon only appears when your space uses QR codes.

See also: Book a whole desk, room or level · Check in and check out

Your plans changed. You can move a booking, shorten it, extend it or cancel it, as far as it has not been used.

Steps

1. Open the booking: tap it in the Day or Week view, in the Calendar, or tap Details in the message that follows a booking.
2. For a booking that has not started, tap Edit times to choose another period, or Cancel reservation to remove it.
3. For a repeating booking, choose Cancel this occurrence or Cancel this and following.
4. For a booking you are checked in to, Stay longer and End earlier appear when the space's rules allow a later or earlier end. The start does not move.
5. For a booking that has started, been checked in or been completed, and where your space allows deletion requests, tap Request deletion, give a reason if you wish, and tap Send request.

Good to know

• Request deletion does not delete anything: an owner or administrator decides whether the check-in was only forgotten, in which case the booking stays, or whether the booking was never used, in which case it is removed.
• An administrator can remove someone else's booking with Remove reservation (overrule); the member and the administrators are told.
• Show on plan jumps to the place on the plan.

See also: Check in and check out · Save a booking to your own calendar · Repeat a booking

You want everything dated in one place: your bookings, check-ins, alerts, messages, payments due. The Calendar tab lists it by day and every row opens its source.

Steps

1. Open Calendar. It opens on the Agenda: the next 30 days, grouped under Today, Tomorrow and the day names.
2. Use the arrows to step 30 days at a time, or tap the date for a day picker. The button at the top right brings you back to Today.
3. Tap a row to open it: a booking opens its details, a message its conversation, an invoice its sheet.
4. Narrow the list with the chips below, as described in Filter the Calendar.

Good to know

• Bookings appear for everyone in the space, because the plan shows occupancy to everyone. Messages and money stay private to you and to the people the space's rules allow.
• A member with the finance or member permission can switch the list to another member with the Me chip. What the server does not allow shows as locked, not as an empty day.
• If your space keeps the simpler calendar, you pick one day or a range of days instead of the three views.

See also: Agenda, Week and Month in the Calendar · Save a booking to your own calendar

You want to see a week or a month at a glance. The Calendar offers three ways to look.

Steps

1. Choose Agenda, Week or Month in the bar at the top. The fourth button, Alerts, shows your alerts when your space offers them.
2. In Week, tap a day among the seven to read its list below.
3. In Month, tap a day in the grid. Under each day up to three dots show what it holds: bookings and presence, alerts and messages, money. Today is ringed.
4. Closed days are greyed and struck through.

Good to know

• In Month the list below shows only the day you selected; in Week it lists the whole week.
• The arrows step by a week or a month, according to the view.
• The Calendar also shows the date a payment is due and each scheduled expense that falls due.

See also: The Calendar tab · Closure days and public holidays

You were asked to confirm something. When something needs your answer, it is pinned at the top of the Calendar, under Waiting for your confirmation.

Steps

1. Open Calendar. Each waiting decision is a card with a short text and the date it was sent.
2. Read the card. It may show how many validations it has, for example 1/2 validations.
3. Tap Accept to agree, or the cross to refuse.
4. Open the Alerts view to see the whole list with its history.

Good to know

• The Alerts button in the bar shows how many decisions wait for you.
• Once you answered, the decision leaves the top and appears in the list with its outcome.

See also: When a booking is awaiting confirmation · Validation rules

The list is long and you only look for bookings. The chips under the bar narrow it.

Steps

1. Tap My bookings to keep only your own bookings. Tap it again to see everything.
2. Or choose chips such as Bookings, Check-ins and Check-outs; All shows every kind.
3. To undo your choices, tap Reset filters, the funnel button.
4. A line above the chips repeats what you see, for example Me · Bookings.

Good to know

• Several chips can be on at once.
• Which chips are offered depends on what your space has switched on, for example validations.

See also: The Calendar tab · Agenda, Week and Month in the Calendar

You want a booking in your phone's or your computer's calendar. The app writes a standard calendar file that Google, Outlook, Apple and others import.

Steps

1. Open one of your own bookings, in the Day view, the Week view or the Calendar.
2. Tap Save calendar file.
3. Read the preview: the Event, When, Location, Status and the File name. Open File contents to read the file itself.
4. Tap Save. The app saves the file, usually in your downloads folder, and tells you where; open it with your calendar.

Good to know

• The file carries the time, the place, the workspace name and whether the booking is confirmed or cancelled. No amount, no name, no e-mail address.
• It is a snapshot: if the booking changes later, a file already saved does not change.
• If the booking changed between the preview and Save, nothing is written and the preview refreshes.
• Your owner can switch this feature off.

See also: Change or cancel a booking · The Calendar tab

You want to see who is in your workspace, who is here today and who is about to be.

Steps

1. Open Members from the menu (or from the bottom bar if you chose the classic navigation style).
2. Read each card: photo or initials, name, role badge (Owner or Administrator; plain members carry none), the person's status line, and two small chips.
3. Read the chips. The first one is the booking: Checked in with the place, Reserved now, or the next booking (day, time, place). The second says Online, or when the person was last seen.
4. Tap a card to open the member's page.
5. Pull the list down to refresh it.

Good to know

• Only active members are listed, in alphabetical order.
• Administrators and owners also see each person's e-mail address under the name. Members do not: between members, contact stays opt-in.
• If your owner set up a WhatsApp group, a Open WhatsApp group line sits above the list.

See also: A member's page · Writing to a member

You want to know whether a colleague is in, when they come next, and how to reach them.

Steps

1. Tap a card in Members.
2. Read the top card: photo, role, presence and the person's own status line. Further down you can see how long they have been a member.
3. Read Right now: whether the person is checked in, holds a booking this minute, or when their next booking is. Tap a booking to open it.
4. Use the buttons: Messages, Chat on WhatsApp and, for administrators, E-mail.

Good to know

• Contact shows a WhatsApp number only when the person chose to share it.
• Where you may see them, money figures (open invoices, payments, the current month) sit on the same page. You always see your own; someone else's only with the right to view finances.
• Administrators and owners also get a Manage area with Membership, Booking rules, Billing and Badges & access, each row showing its current value.

See also: Writing to a member · The member's actions

You want to ask a colleague something without leaving the workspace.

Steps

1. Open Members, tap a card to open the member's page, then tap Messages.
2. Type in the Your message field.
3. Tap Send.

Good to know

• Messages read oldest to newest, under day separators. A tick under your message means it was delivered; a blue double tick means it was read.
• Tap the … beside a bubble for the message actions (react with an emoji, star, copy, edit within 15 minutes, forward, delete). The paperclip button attaches a reservation or a space; the other person sees a link that opens it.
• This needs the Member notifications feature of your workspace.

See also: Messages

You want to see what happened in the workspace, and what is waiting for an answer.

Steps

1. Tap Events in the top bar (the tray icon with a number), or open Events from the menu. The page opens on Alerts.
2. Read Waiting for your confirmation at the top: requests that need you.
3. Read the feed below. Each row says what happened; an hourglass means pending, a green check means confirmed. Money rows show who validated them and when.
4. Narrow the feed with the chips: All, Messages, Reservation, Check-ins, Money, Members, then Unread or Read.
5. Tap Type, Date or Member next to Group by to fold the feed into groups; tap the group symbol to go back to the flat list.

Good to know

• An event is created whenever something is booked, changed or cancelled, a payment or an expense is recorded, extra half-days or a deletion are requested, a role changes or someone joins.
• Members see their own events; administrators and owners see everyone's.
• Your filter is remembered. The number on the Events button counts new updates and decisions waiting for you.
• Open my messenger at the top takes you to your conversations.

See also: Accept or decline a request · Validation rules

Somebody asked you to confirm something, and you want to answer.

Steps

1. Open Events.
2. Find the request under Waiting for your confirmation.
3. Tap Accept, or the red cross to Decline.

Good to know

• When an administrator does something for you (books a place, records your payment), it stays pending until you confirm. What you do for yourself never needs your own confirmation.
• Nobody confirms their own request: it waits for another person, or for the rule's exception (validation rules).
• After seven days without an answer, an act that creates or changes something (an administrator booking for you, say) is confirmed automatically; a deletion or a charge expires instead.
• A row can show progress such as "1/2 validations" when the rule asks for several.

See also: Events & confirmations · Required validations

You decide, for each kind of act, whether a person must confirm it first, and who.

Steps

1. Open Validation rules (it is also in Settings).
2. Read the three groups: Money, Bookings and People and roles. Each states what stays unchanged until the act is accepted.
3. Read a card from left to right: someone asks, the people who may validate, it takes effect. A card says Inherits default or Customized.
4. Tap a card to edit its rule. Tap Default policy to change what every other card inherits.

Good to know

• A rule covers acts such as payments, expenses, services, extra half-days, booking deletions, reservations, role changes, new members, invoices, refunds and subscription changes.
• Every decision is an event: who decided, when, and on what. Nothing is validated silently.
• The banner on top applies to every rule: Nobody validates their own.
• You need the permission to configure validation policies; owners always have it.

See also: Required validations · The role matrix

You choose how many people must confirm before the act goes through.

Steps

1. Tap a card in Validation rules.
2. Tap the plus or minus beside Required validations.
3. Tap Save.

Good to know

• One is the usual case; two is common for money.
• If you ask for more validations than there are people who may give them, the sheet warns Not enough eligible validators and does not save: a rule nobody can satisfy would block the act forever.

See also: Who may validate

You choose which people are allowed to give the confirmation.

Steps

1. Tap a card in Validation rules.
2. Under Who validates, pick Admins, Listed persons or All members.
3. For Admins, keep Admins may validate on and choose All admins or tap the names of specific administrators. Switch it off and only owners validate.
4. For Listed persons, pick exactly the people you want.
5. Tap Save.

Good to know

• The owner may always validate.
• A named list is a deliberate choice: someone who later becomes an administrator is not added to it.
• The choice of scope appears when your workspace has the validation scopes feature on; otherwise a rule works with administrators.

See also: An owner is required

For some acts an administrator's approval alone is not enough.

Steps

1. Tap a card in Validation rules.
2. Switch on Owner must always validate.
3. Tap Save.

Good to know

• At least one of the confirmations then comes from an owner, whatever the required number says. The card shows "and the owner, always".

See also: Required validations · An owner may confirm their own request

You run a space on your own and need to be able to settle your own requests.

Steps

1. Tap a card in Validation rules.
2. Switch on The owner may validate their own.
3. Tap Save.

Good to know

• Off, an owner's own request waits for someone else. On, the owner settles it.
• This is the owner's exception alone: an administrator never validates their own act.
• The switch appears when your workspace has the validation chain feature on.

See also: Auto-validate an owner's own request

You want the confirmations collected in order, so the second person sees the first one's decision.

Steps

1. Tap a card in Validation rules.
2. Switch on One after another.
3. Tap Save.

Good to know

• The next validation is asked for once the previous one has passed, and the validation trail numbers each step.
• It is slower; use it when the order matters.
• On money rules you can also set Only above this amount: smaller amounts apply straight away.

See also: Required validations

You do not want a ping about a question that is already closed.

Steps

1. In Validation rules, tap the Booking deletion card.
2. Switch on Owners delete without validation.
3. Tap Save.

Good to know

• An owner's own deletion request then settles itself and stays marked Auto-validated in the feed, so the trail is unbroken.
• This switch exists on the Booking deletion rule only, and it is off by default.

See also: Auto-validate an administrator's own request

You want administrators to delete their own bookings without waiting.

Steps

1. In Validation rules, tap the Booking deletion card.
2. Switch on Admins delete without validation.
3. Tap Save.

Good to know

• It is independent of the owner switch: every owner is also an administrator, so one switch could not say "owners yes, administrators no".
• Off by default, and only for booking deletions.

See also: Auto-validate an owner's own request

You want all your conversations in one list, whichever space or server they belong to.

Steps

1. Open Messages in Me.
2. Read each row: the title, the context (for example "In" a space, "Person to person", "Group"), the last message and the unread count.
3. Filter with All, Unread or Archived, open Starred for the messages you starred, or tap the magnifier to search.
4. Press and hold a row to Pin to top, Mute notifications, Mark as unread or Archive.
5. Tap a row to open the conversation.

Good to know

• Conversations from your other connected servers appear in the same list, with the server named.
• Only the people in a conversation can open it; a space's owners and administrators cannot read it. Messages are not end-to-end encrypted: whoever runs the server a conversation lives on can technically reach it. See Your data, your rights.
• A message you wrote shows a tick when delivered and a blue double tick once read.
• An archived conversation keeps its history. A muted one stays silent but is still counted.
• From the workspace, Open my messenger (in Alerts) leads here.

See also: Writing to a member · Start a conversation or a group

You want to write to someone new, or to several people at once.

Steps

1. In Messages, tap New conversation.
2. Type a name under Find available people and tap the magnifier.
3. Tap the person; the chat opens.
4. For a group, tap New group instead, give it a Group name, Add people and tap Create group.

Good to know

• You find people who chose to be reachable: each person decides under Who can start a conversation with me.
• In a group, tap its name to see the members; an administrator can add or remove people, rename it or allow only administrators to post (Only admins can post). Anyone can Leave group.
• A long message is limited to 4000 characters.

See also: Message requests

You want a person to stop seeing you and writing to you.

Steps

1. Tap Block on a message request, or Block this person in a conversation.
2. Confirm.
3. To undo it, open Me, then Blocked people, and tap Unblock beside the name.

Good to know

• A block works both ways: neither of you sees or reaches the other.
• The person is not told.

See also: Message requests

You want to know what alerts you, and to switch alerts off on this device if you prefer.

Steps

1. Open Privacy & data.
2. Use the switch Push notifications on this device to turn push on or off.
3. To silence one conversation, press and hold it in Messages and choose Mute notifications.

Good to know

• You are alerted to requests waiting for your confirmation and to messages: in the feed and on the bell, by push when your installation has push set up, and, in the installed app (not in the browser), by a reminder on your device 15 minutes before a booking you have not checked in to yet.
• DesKilo sends no e-mail of its own: the only e-mails are your account's (sign-up confirmation, password reset).
• The count on the bell and the app icon adds your pending confirmations and unread messages.
• Off, the app keeps working; nothing is sent to this device. There are no separate switches per category. If your system blocks the app's notifications, allow them in the system settings.

See also: Events & confirmations · Your data, your rights

You want to find workspaces that publish themselves, and write to their hosts.

Steps

1. Open Discover in Me. It opens on the map.
2. Type in Search workspaces and tap the magnifier.
3. Swipe the cards under the map, or tap the pin symbol on a card to Locate on map.
4. Tap the list button to switch to List, and the map button to come back to Map.
5. Tap a workspace to read its public page: description, address, contacts, website, public floor plan.
6. Use Write to the hosts, the chat button beside a host, Enter or Request a workspace profile, as the workspace offers.

Good to know

• Only workspaces whose owner chose Visible in the public directory appear. If none match, the screen says No published workspaces found.
• Writing to someone or asking to join connects you to that workspace's server first, and asks you before anything is sent.
• Your messages with people on other servers appear in Messages; manage those servers under Connected servers.
• Owners publish their page from their settings.

See also: Start a conversation or a group

You want people outside your spaces to be able to read a few words about you.

Steps

1. Open Me, then the Privacy section.
2. Switch on Public profile and confirm Publish.
3. Tap Copy the link and share it.
4. Switch it off at any time to withdraw it.

Good to know

• Anyone with the link, signed in or not, reads your name, profession and bio. Contact details, presence and spaces stay private.
• A link to a profile that is withdrawn or unknown says This profile is not public.
• How others see me previews what each audience sees.

See also: Who can see my data

You want to know where a setting lives before you hunt for it.

Steps

1. Open Settings. If your workspace calls it My account, it is the same screen.
2. Stay on My settings for everything about you. Owners and administrators also see Manage workspace, which holds the workspace configuration; members who administer nothing see no second tab.
3. Use the three shortcuts under the tabs to jump: My account, My membership, Advanced.
4. Open Back to Me to return to your Me page.

Good to know

• My account is a short card: it points to Me, where your photo, language, theme and sign-ins live for every workspace.
• My membership is what concerns this workspace only: what you can do here, your badge and PIN, your status, your default booking period, your payment conditions and the documents.
• Advanced starts closed. It concerns this device: the server, push, the front camera.
• Under the sections you also find Help, the app version, the privacy policy and Sign out.

See also: The workspace-only switch · Your own server

You want English in one workspace and French in the others, or a dark theme in just one of them.

Steps

1. Open Settings and look at My account.
2. Switch on Only for this workspace. The language, theme and regional rows appear right there.
3. Change what you want. It applies to this workspace only.
4. To undo, tap Use my defaults.

Good to know

• With the switch off, you edit your defaults, the ones that apply everywhere.
• A setting you changed only for this workspace is listed under In this space in the card.
• The switch covers language, appearance and regional formats, nothing else.

See also: App language · Theme · Numbers and dates

You want people to recognise you in the directory, on the plan and in messages.

Steps

1. Open Me. Your account is the Profile, Preferences, Advanced and Privacy blocks of that page.
2. Tap Photo.
3. Choose Choose a photo and pick an image, or choose Remove photo.

Good to know

• The row says Tap to add a photo until you have one, then Tap to change.
• Who sees your photo is your decision: see Who sees me.
• Your account is yours across workspaces; your standing in one workspace is in its Settings.

See also: Profiles · Who sees me

You want your invoices and letters to carry your name and details correctly.

Steps

1. Open Me and tap Personal information.
2. Choose a Form of address if you want one printed before your name, then fill in First name, Family name, Company (optional), the address, Telephone and E-mail for documents.
3. Check On your documents, which shows how it will print.
4. Answer any questions your workspace adds under its own heading, then tap Save.

Good to know

• Your family name and your city are written in capitals, as on official mail.
• An empty form shows Not filled in yet.
• The answers to your workspace's questions are personal data: they are part of your export and are erased when you leave the space.

See also: Your address · Your VAT number

You want invoices sent to the right place.

Steps

1. Open Me and tap Personal information.
2. Fill in Street and number, Postal code and City.
3. Pick your Country, then tap Save.

Good to know

• Where your workspace does not use the personal information form, Me shows a simpler Address row with a Country choice instead.
• The address is printed on your invoices.

See also: Personal information

You are invoiced as a business and want the invoice to show your VAT number.

Steps

1. Open Me and tap Personal information.
2. Type your number in VAT number (optional).
3. Add your Company / registration id (optional) if you have one, then tap Save.

Good to know

• Leave it empty if you are a private person.
• Whether an invoice carries VAT depends on this number and on the country; the workspace applies its own rules.

See also: Personal information

You want to know on what terms you are invoiced.

Steps

1. Open Settings and, under My membership, tap Payment conditions.
2. Read the badge: Workspace default, or Member's own if terms were agreed with you.
3. Read the conditions: you cannot change them yourself. To have them changed, ask an administrator.

Good to know

• An administrator or owner with the permission proposes a change from your member page: Request a change, only the fields to change (a field left empty keeps the workspace's wording), a Reason (optional), then Submit request.
• The workspace sets these conditions; a change goes through its validation and applies once validated.

See also: Your VAT number

You want colleagues to reach you on WhatsApp, or to stop sharing the number.

Steps

1. Open Me and tap WhatsApp.
2. Type your number in WhatsApp number, with the country code.
3. Tap Save. To stop sharing, empty the field and save.

Good to know

• It reads Not shared until you set it.
• Who sees the number is under WhatsApp and e-mail in Who sees me.
• The row only appears when your workspace uses WhatsApp.

See also: Who sees me

You want a short line beside your name, such as "In a call · back at 14:00".

Steps

1. Open Settings and, under My membership, tap Status.
2. Type your line in Status.
3. Tap Save. To clear it, empty the field and save.

Good to know

• It is optional and short; the field stops you at its limit.
• Members of your workspaces see it in the member directory.
• It says No status until you write one.

See also: Who sees me

You want a badge or a card to identify you at the door or the kiosk.

Steps

1. Open Settings and, under My membership, tap My badge.
2. Tap New badge to get your QR code, then Save as PDF to print it, or tap Register card and hold your RFID or NFC card to the back of the device.
3. To retire a badge, tap Revoke.

Good to know

• A new QR code is shown only once: save it right away.
• A revoked badge stops working at once. Issue a new one rather than looking for the old.
• Signs me in is off by default: a badge that checks you in does not sign you in until you switch it on, and it needs a PIN first.
• New badge needs the QR badges feature and Register card the RFID / NFC badges feature; your workspace may offer only one of them.

See also: Your badge PIN

You want to sign in by scanning your badge instead of typing your e-mail.

Steps

1. Open Settings and, under My membership, tap My PIN.
2. Choose Set a PIN, enter it in New PIN, repeat it in Repeat it and save.
3. Open My badge and switch on Signs me in for the badge you want.

Good to know

• The row reads No PIN yet or PIN set.
• Only you can set it, and nobody, not even an owner, can read it back.
• Change PIN replaces it; Remove PIN switches off badge sign-in for all your badges.

See also: Your badge

You want the app in your own language.

Steps

1. Open Me and tap Language.
2. Pick a language, or System default to follow your phone.

Good to know

• It applies to every workspace, unless you set one for a single workspace with Only for this workspace.
• Each language is written in its own name, so you can always find yours.

See also: Numbers and dates

You want the app lighter or darker.

Steps

1. Open Me and tap Theme.
2. Pick System default, Light or Dark.

Good to know

• System default follows your phone's own light and dark switch.
• Like the language, it can be set for one workspace only.

See also: App language

You want amounts and dates written the way you read them, whatever the app language.

Steps

1. Open Region & formats.
2. Tap Numbers & dates and pick a region, or Automatic to follow the app language.
3. Check the preview line above: it shows an amount, a date and a time as you will see them.

Good to know

• It is independent of the language: an English app can write French dates.
• It can be set for one workspace only with Only for this workspace.
• The row appears only when your workspace uses Region & formats.

See also: Clock

You prefer 24-hour or 12-hour times.

Steps

1. Open Region & formats.
2. Under Clock, choose Auto, 24h or 12h.

Good to know

• Auto does what your region does.
• It changes how times are written, never what they mean.
• The row appears only when your workspace uses Region & formats.

See also: Show times in my time zone

You are travelling and want times as your own clock shows them.

Steps

1. Open Region & formats.
2. Switch Show times in my time zone on.

Good to know

• Off, times are in the workspace's zone, the one bookings are made in. This is the default.
• On, times follow your device and are labelled wherever they differ from the workspace's.
• The row appears only when your workspace uses Region & formats.

See also: Clock

You dismissed the help hints and now want them back.

Steps

1. Open Me.
2. Tap Show help hints again.

Good to know

• A message confirms: Help hints will be shown again.
• Nothing else is reset.
• The row appears only when your workspace uses help hints.

See also: How Settings is organised

You scan badges with a wall-mounted tablet whose back camera faces the wall.

Steps

1. Open Settings and open Advanced.
2. Switch Scan with the front camera on to use the screen-side camera, or off for the back camera.

Good to know

• It is on by default and applies to this device only.

See also: Your badge

You want to sign in with another identity, such as a Google account, as well as your e-mail.

Steps

1. Open Me and tap Linked accounts.
2. Tap Link beside a provider and finish in the browser.
3. To remove one, tap Unlink.

Good to know

• A linked identity shows Linked.

See also: Profiles

You want to know who can read what about you, and who actually looked.

Steps

1. Open Privacy & data.
2. Tap Who can see my data.
3. Read the rule for each category, the people it names today, and Who accessed your data.

Good to know

• Your data is never tracked or sold. Roles decide who reads it, and the server enforces that.
• The sheet states the rule; there is nothing to switch on it. To choose what other members see of your profile, use Who sees me.

See also: Who sees me · Your data, your rights

You want to decide, one item at a time, who sees your name, bio, contact details and presence.

Steps

1. Open Me and scroll to Privacy, to the Who sees me card.
2. Tap an item: About me, Name and photo, Profession and bio, WhatsApp and e-mail, In the space today or Who can start a conversation with me.
3. Choose an audience, for example Nobody, Members of my spaces or Members of chosen spaces, tick spaces if you chose some, and tap Save.
4. Check How others see me at the foot of the card.

Good to know

• Nothing is public unless you choose it.
• Widening an audience asks you to confirm first.
• Blocked people below the card lists whoever you blocked; they cannot see or reach you and you cannot reach them. Tap Unblock to undo it.
• Anyone signed in is offered only for some items, such as Name and photo and Profession and bio. WhatsApp and e-mail and In the space today never go wider than your own spaces.

See also: Public profile · Who can see my data

You want a page with your name and a few words that people can read without an account.

Steps

1. Open Me and find Public profile in the Who sees me card.
2. Switch it on and confirm with Publish.
3. Tap Copy the link to share it.

Good to know

• Anyone with the link reads your name, profession and bio. Contact details, presence and spaces stay private.
• Off, people who are not signed in see nothing of you.

See also: Choose who sees me

You want a copy of everything DesKilo holds about you.

Steps

1. Open Privacy & data.
2. Tap Export my data.
3. Save or share the file that is produced.

Good to know

• It is one JSON file, built at the moment you ask.
• The row appears only when your workspace offers data export.

See also: Rights requests

You want to leave a workspace and have your data erased.

Steps

1. Open Privacy & data.
2. Tap Leave this workspace and erase my data.
3. Read what it will do, type the confirmation word and tap Erase.

Good to know

• It cancels your open bookings and blanks your messages in this space. Your profile is cleared when this is your last space; past bookings stay as the space's occupancy record.
• Accounting records stay for the legal retention period, by identifier and not by name.
• The row appears together with data export. It is greyed out for an owner, who must hand the workspace over first, under Co-ownership.

See also: Export my data

You want to ask the workspace for a copy, a correction, a restriction or erasure, and keep a record.

Steps

1. Open Privacy & data and tap My rights requests.
2. Tap Make a request and choose what you ask: see a copy of your data, take it elsewhere, correct it, restrict its use, object to a use, or erase it.
3. Add Details (optional) and tap Send the request.

Good to know

• The space answers within one calendar month; the sheet shows the date.
• Each request shows whether it was received, extended (with the new date and the reason), answered or refused.

See also: Export my data · Erase my data

You want to stop notifications from being sent to this device, or turn them back on.

Steps

1. Open Privacy & data.
2. Switch Push notifications on this device off or on.

Good to know

• Off, the app keeps working and nothing is sent to this device.
• On, this device's address and each notification go to the push service.

See also: Your data, your rights

You want to reread what you accepted about your data.

Steps

1. Open Privacy & data.
2. Tap Your data, your rights.
3. Read the text: what is processed and where, what is never done, who sees what, messages, push notifications, who is responsible, how long, and your rights.

Good to know

• It shows the date and version you accepted; a change of the text asks for your acceptance again.
• Privacy policy, just below, opens the full policy online.

See also: Who can see my data

By default the app uses DesKilo's service. Your community may run its own server, and you want to connect to it.

Steps

1. Open Settings, then Advanced, then Server.
2. Choose Connect an existing organization.
3. Tap Scan a server QR, or paste the code into Server code.
4. Save. The app signs you out and uses the new server the next time it opens.

Good to know

• You never need an administrator key.
• Use the app's server takes you back to the default at any time.
• Your account lives on a server, which is why switching signs you out.

See also: How to run your own

You run a community and want to host DesKilo yourself.

Steps

1. Open the Server screen and tap Use your own server.
2. Follow the four steps shown: create a project at supabase.com, install the schema, copy the Project URL and the publishable key, then paste them and Test the connection.
3. Or tap Create a new instance for the guided set-up.

Good to know

• The test tells you what is wrong: unreachable address, refused key or missing tables.
• Members join the same server by scanning the QR on this screen.
• The operator side, environments and deployment, is in the advanced chapter.

See also: Your own server

You want to know where the month stands: what you used, what it costs and what is left to settle.

Steps

1. Open Money and stay on Statement.
2. Use the arrows beside the month name to browse other months.
3. Read Balance first: Outstanding in red means you owe it, Settled means nothing is left.
4. Read This month below it: the days you used out of the days your plan includes, and the days left.
5. Read the cards that follow: your subscription, extra half-days, services, packages, open positions and Payments & credits.

Good to know

• A booked morning or afternoon counts as half a day, so you may see values like 0.5 days.
• The card also states your plan's rule. With pay as you go it always shows the rate of extra days; with the other two rules it tells you to ask an administrator or to buy a package once all your days are used.
• A line marked "pending validation" is waiting for someone to confirm it and is not counted yet.
• Tap the PDF icon beside the month to export the bill.

See also: Pay what you owe · What each booking cost

You want to know which figure to trust once the workspace has sent you an invoice for a month.

Steps

1. Open Money and go back to the invoiced month with the left arrow.
2. Look for the card named Invoice (or Credit note when the total is negative) followed by its number.
3. Read the state on the card, then Invoice total; a partly paid invoice also shows Paid so far and Remaining to pay.

Good to know

• Once a month is invoiced, the invoice decides whether it is settled. The payment that clears it usually arrives in a later month, so the month's own balance is no longer the reference.
• A credit note reads "The workspace owes you this amount": there is nothing to pay on your side.

See also: Your invoices

You want to settle your balance and know how the workspace expects the money.

Steps

1. Open Money and choose Payments.
2. Check Balance under Pay; overdue invoices from all periods are called out above it.
3. Read Payment instructions: the bank details, the payment reference to quote and the other ways the workspace accepts. Tap an IBAN or a value to copy it.
4. If the button is there, tap Pay online.
5. Once you have paid another way, record the payment.

Good to know

• The instructions appear only while something is owed, and only if the workspace has set them up. If there is nothing, ask your administrator how to pay.
• An online payment the provider has not confirmed shows as Online payment pending: the balance keeps showing what is owed until it is confirmed.
• Under Requests you can also submit an expense, ask for Request extra half-days or, if your plan works with packages, Buy a package.

See also: Record a payment · Submit an expense

You paid by transfer, cash or another way and you want the workspace to know.

Steps

1. Open Money, choose Payments and tap Record a payment.
2. Enter the Amount.
3. Tap how you paid: Bank transfer, Cash, PayPal, TWINT, Card, Wero, Lydia, Wise or Other. Tap it again to clear it.
4. Check Payment date and Applies to, the month this payment settles.
5. Add a Note (optional), then tap Submit for confirmation.

Good to know

• Your payment is not final when you send it. It waits as "pending validation" until the people the workspace has chosen confirm it, as set in Validation rules. Only then does it settle your balance.
• Your payment date cannot be in the future. Applies to can reach one month ahead, to pay in advance.

See also: Pay what you owe · Finance alerts

You want to find an invoice, see whether it is paid and get its PDF.

Steps

1. Open Money and choose Invoices.
2. Read the list, newest first. Each row shows the number, a status chip, the month, the date and the amount.
3. Tap an invoice to open it.
4. Tap Quick view to read it on screen, Download PDF to save it or Share PDF to send it.

Good to know

• The statuses are Open, Awaiting validation, Paid, Partially paid, Partially paid · remainder cancelled and Refunded. An open invoice says when it is due or how many days it is overdue, and how many reminders you have received.
• Tap the payment icon on an open invoice to go to Payments.
• If the list is empty, the workspace has not invoiced you yet; it invoices a month once it closes.
• Invoices cannot be edited. A wrong invoice is marked Erroneous and replaced by a new one, and the erroneous one leaves your list. When invoices are regrouped into one, the regrouped invoice replaces them in your list.

See also: Pay what you owe · Your finances across spaces

You want to see, booking by booking, what was billed this month.

Steps

1. Open Money and choose Usage.
2. Pick the month with the arrows.
3. Read each card: the day, the time, the place, then Booked, Present and Billed.
4. For a booking you left early, tap Bill the time I was here, add a reason if you like and tap Ask.
5. For a summary of the month, tap Month consumption report.

Good to know

• A booking nobody checked in to is billed in full, and the card says so.
• Your request is never decided by you: someone else accepts or refuses it. A corrected row keeps showing what it used to be.
• Administrators can ask to Remove this record.

See also: Reports · The booking sheet

You want to see what is waiting on you in money matters, without reading the whole feed.

Steps

1. Open Money.
2. Tap Finance alerts, the row at the top. The number on the bell is how many are waiting.
3. Read the list: the requests you must confirm come first, then the money events.

Good to know

• This is the usual alerts view of Events, already filtered on money.
• Payments, expenses and extra half-days you submitted appear here while they wait for confirmation, and show who validated or declined them.
• The row appears when the Events tab feature is on.

See also: Approve or decline an expense

You want a document about your own money, to read, keep or send to your accountant.

Steps

1. Open Money and choose Documents.
2. Pick the month with the arrows, for the reports that depend on a month.
3. Tap a report: My conditions, Payments report, Consumption report or This month's statement (PDF).
4. Choose Quick view, Download PDF or Share PDF.

Good to know

• The same three choices appear on every report and every invoice.
• Quick view shows the document on screen without saving anything.
• A report you cannot see is not switched on in your workspace.

See also: Your invoices · Your negotiated prices

You want to know whether you pay the workspace tariff or a price agreed just for you.

Steps

1. Open Money and choose Documents.
2. Read My negotiated prices: for Monthly fee, Overage per half-day and Discount on supplements, Tariff shows what everyone pays and Mine what you pay.
3. Tap Who can see this to learn who can read your prices.

Good to know

• "You are on the workspace tariff" means no deal applies; your column shows a dash.
• When a deal applies, the card says since which month, and the tariff figure is crossed out.
• A deal proposed for you waits as "awaiting validation" and applies only once validated.
• You cannot change a deal here; an administrator proposes it. See Price negotiation.

See also: Read your statement

You paid something for the space and you want the workspace to reimburse you.

Steps

1. Open Money, choose Payments and tap Submit an expense.
2. Enter the Amount.
3. Pick a Category: Coffee & kitchen, Equipment, Supplies or Other.
4. Write a Description.
5. If you bought something members will use, turn on This is a supply for the space (it appears when your workspace has Supplies from expenses switched on) and fill in the item, the quantity and the unit price.
6. Tap Submit for confirmation.

Good to know

• You see "Expense submitted — waiting for approval". The expense counts only once it is confirmed.
• A confirmed supply goes on the shelf as a service: members who use it pay for it.
• In a VAT-registered space with Input VAT switched on, choose the VAT on this expense and the Deductible share (%) — 100 % unless part of the expense is private or serves an exempt activity. Once the expense is approved, its deductible VAT is subtracted on the VAT return of the month it was approved. Turn on A fixed asset for equipment the space keeps and depreciates: its VAT is declared on its own line (CA3 line 19). A scheduled expense asks the same once, and every occurrence carries it.
• Recurring costs have their own door, Scheduled expenses, next to this button.

See also: Approve or decline an expense

An expense is waiting and you decide whether the workspace pays it.

Steps

1. Open Events, or tap Finance alerts in Money.
2. Look under Waiting for your confirmation for the line naming the amount and the member.
3. Tap Accept to confirm it, or the cross to Decline it.

Good to know

• Some expenses need more than one validation. The line shows how many are done, such as "1/2 validations".
• Who may validate, and how many are required, is set in Validation rules.
• Each decision stays on the line: who confirmed or declined, and when. The member sees the outcome.
• Finance alerts in Money appears when the Events tab feature is on.

See also: Finance alerts

You issue and chase the invoices of the whole workspace and want to know where to start.

Steps

1. Open Invoicing.
2. Read the tabs: To invoice lists members still to be invoiced for the month, Open the invoices issued and unpaid, and Archive those that are closed.
3. Read the line of four steps under the banner: To issue, To collect, To confirm and Closed, with a count for each.
4. Tap Month-close wizard to invoice a month, or New invoice for a single one.
5. Tap the tools icon for the invoice register, reminder rules, the invoice PDF template and My finances.

Good to know

• Invoices are never edited or deleted. A wrong one is marked erroneous and replaced.
• The full workflow, from month-close to settlement and reminders, is in chapter 08: Reminder rules and The invoice PDF template are good places to continue.

See also: Reminder rules

You want to give the building its floors, in the order people expect them. The Workspace editor lists every floor of the space.

Steps

1. Open Workspace editor, or tap Edit workspace on the Reserve screen.
2. Tap Add level, type the name and tap Save.
3. Drag the handle at the left of a floor to change the order.
4. Tap the three dots (Level actions) to Rename or Delete a floor.
5. Tap a floor to draw on it.

Good to know

• Deleting a floor removes every office, desk and seat on it. The confirmation says what becomes of bookings that point at them.
• The line under each floor tells you whether it is Bookable as a whole or Not bookable as a whole.
• Without any floor the editor says No levels yet. Add the first floor of your workspace.

See also: Book a whole floor · Draw rooms, desks and seats

You want one team to be able to take a complete floor for a day.

Steps

1. In the Workspace editor, tap the layers button on the floor's row.
2. Switch on Bookable as a whole.
3. Type the Price per half-day.
4. Tap Save.

Good to know

• The layers button is filled when the floor is bookable as a whole.
• Booking a whole floor, office or desk also needs the Desk, office & level reservations feature. Each member needs the level-reservation right; administrators have it automatically. See A feature switch.

See also: Office and desk properties

You want the plan on screen to look like the real floor. Everything sits inside a room: you draw a room, put desks in it, then put seats on the desks.

Steps

1. Open a floor from the Workspace editor. An empty floor offers Draw the first room.
2. Tap Office and drag on the grid to draw a room.
3. Tap Desk and drag inside the room to draw a desk.
4. Tap Seat, then tap a desk to add a seat to it.
5. Tap Image, then tap where an illustration should go.
6. Tap an element to select it. The bar at the bottom offers Duplicate, Properties and Delete.

Good to know

• Tapping the armed tool a second time puts it down again, and the canvas goes back to selecting.
• The app refuses a shape that is Overlaps an existing element. or Must be fully inside an office. Seats can only be placed on a desk, and a desk that is full says No room left on this desk.
• The picture button at the top right sets, replaces or removes the Background image of the floor, for example a scan of the real plan.
• Deleting a room takes its desks and seats with it.

See also: Seat properties · Desk transparency

You want a room or a desk to carry its own name, and to be bookable in one piece.

Steps

1. Select the office or the desk on the floor and tap Properties.
2. Change Office name (or Desk name).
3. Switch on Bookable as a whole if somebody may reserve it entire, with everything inside it.
4. Type the Price per half-day that appears.
5. Tap Save.

Good to know

• The price field only appears while the switch is on.
• A room that is bookable as a whole can only be reserved while nothing inside it is booked.

See also: Book a whole floor · Seat properties

You want a seat to say which way the chair faces, what comes with it and when it is out of service.

Steps

1. Select the seat on the floor and tap Properties.
2. Change Seat name.
3. Pick the Sitting direction: the arrow shows which way the chair faces on the plan.
4. Choose a Chair type.
5. Tap the Accessories that belong to this seat. A price shown beside one is a supplement per half-day.
6. If the seat carries a tag, type its number into NFC/RFID tag, or use Read a tag now. The tag field appears when the NFC/RFID chair tags feature is on, and reading needs a device that can read tags.
7. Switch on Blocked (maintenance) to take the seat out of service, then tap Save.

Good to know

• A tag number can only belong to one chair: This tag is already linked to another chair.
• With no accessory yet, the sheet offers No accessories yet — set them up.

See also: NFC badge check-in

You want people to find your space and ask to join. The Workspace ID & QR screen shows the member invite: a QR code and the ID behind it.

Steps

1. Open Workspace ID & QR. The Member invite tab is shown.
2. Tap Copy ID to paste the ID anywhere, or Share as PNG to print or post the QR code.
3. To choose an ID people can remember, tap Change workspace ID, type 4 to 20 letters or digits and tap Save.

Good to know

• The ID is unique across DesKilo. If it is taken, or not 4 to 20 letters or digits, the app says That ID was rejected.
• Anyone who scans the code or types the ID asks to join as a member. Nobody gets in without approval.
• Once you change the ID, the old one stops working. Print the QR code again.
• The Administrator invite tab is for owners and co-owners.

See also: Administrator invite · Invite someone

You want to bring in a person who will help run the space. The Administrator invite tab gives you a code for exactly one person.

Steps

1. Open Workspace ID & QR and tap Administrator invite.
2. Give the code, or its QR, to the person it is meant for.
3. For the next administrator, tap New administrator code.

Good to know

• The code admits one person as an administrator, then it expires.
• There is no owner invite. Only an owner can grant ownership, in Members & plans.

See also: The workspace ID · The role matrix

You want to send a friendly, ready-made invitation instead of a bare code.

Steps

1. On Workspace ID & QR, tap Invite someone.
2. Fill in First name (optional), Last name (optional) and the phone number if you want.
3. Under Roles on arrival, tap any role this person should receive when they join.
4. Pick the Message language.
5. Send it with WhatsApp, SMS or Share….

Good to know

• The message explains the steps: download, create an account, join. It is written in the language you pick, and starts from the one set as Workspace language.
• Each message carries its own personal code. You can write your own text under Invitation message.

See also: The workspace ID

You want the space to be open only on the days you work. The Availability screen starts with the days of the week.

Steps

1. Open Availability.
2. Under Open weekdays, tap a day to open or close it.

Good to know

• At least one weekday must stay open.
• A booking that touches a closed weekday is refused, and the plan draws that day as closed.

See also: Closure days · Granularity

You want bookings to follow a rhythm that suits your space: half days, full days, or any time you like.

Steps

1. Open Availability.
2. Under Booking granularity, choose the shape of a booking.

Good to know

• The choices are Free time period, 5-minute slots, 15-minute slots, 30-minute slots, 1-hour slots, Half days (morning & afternoon), Full days only and Real hours (exact from–to, half/full days as shortcuts). Real hours appears when the Working hours feature is on.
• The plan, the booking sheet, a scanned code and the kiosk all offer only what the granularity allows.

See also: Working hours

You want a morning, an afternoon and a day to mean the same thing everywhere.

Steps

1. Open Availability.
2. Under Working hours, tap Day starts, Half-day boundary and Day ends and set each time.
3. With Real hours granularity, also set Hours billed as a half day and Hours billed as a full day.

Good to know

• Half-day and full-day windows in reservations, check-in and invoicing follow these hours.
• The small tag under the title says whether the hours are the product default, come from a template or are your own. Reset to template and Reset to product default take them back.
• The day must run in order: start, then the half-day boundary, then the end.
• This section is part of the Working hours feature.

See also: Outside the opening hours

You want a holiday, a week in August or a day for the plumber to close the space without anyone booking it.

Steps

1. Open Availability and go to Closure days.
2. Tap Add closure day, pick the date and, if you like, a Reason (optional).
3. To remove one, tap the bin beside it.

Good to know

• A booking on a closure day is refused and the reason is shown.
• Days that are already invoiced cannot be turned into closure days by the public holidays generator.

See also: Public holidays

You want to relax or tighten the rules of booking. Whatever you set here holds on every way of booking: the app, a scanned code and the kiosk.

Steps

1. Open Availability and go to Booking policies.
2. Switch the policies you want on or off.
3. Under Outside the opening hours and Booking limits, set the rest.

Good to know

• The two switches are off by default.
• This section is part of the Booking policies feature.
• The line What the plan tells apart below it explains the states members see on the plan.

See also: Allow past bookings · Admins may check members out · Booking limits

You want to say what happens when somebody arrives early or stays late. One answer applies to every granularity.

Steps

1. In Availability, find Outside the opening hours.
2. Choose Off, Spontaneous only, Free or Charged.

Good to know

• Off: nothing outside the hours, no booking ahead, no walk-up.
• Spontaneous only: walk-up check-ins stay possible, evening overtime included, but booking ahead outside the hours is refused.
• Free: allowed, never counted and never charged.
• Charged: allowed and counted like ordinary usage, except on a day when the member already holds a regular booking.
• A booking that touches the working hours is an ordinary booking.

See also: Working hours

You want to say how far ahead people may book, how short or long a booking may be, and how many they may hold at once.

Steps

1. In Availability, find Simultaneous reservations per member and use the minus and plus buttons.
2. Under Booking limits, set Advance booking horizon, Minimum duration and Maximum duration.

Good to know

• Simultaneous reservations per member is how many overlapping bookings one member may hold. 1 keeps one place at a time.
• A booking ends on the day it starts, so a full day is the longest it can be.
• The minimum cannot exceed the maximum, otherwise no booking would be accepted. The screen warns you.
• Every refusal names the limit and its value.

See also: Booking policies

You want a bird's-eye view of what the space can do, and to switch a whole area on at once. The Features screen opens on one card per business process.

Steps

1. Open Features. The Processes view is shown.
2. Read each card: its state, how many subprocesses are active and how many features are on.
3. Open a card and tap Switch on or Switch off for the whole process or one subprocess.
4. Read the preview, then confirm.

Good to know

• A card is Active when all its features work, Partial when some do, Available when none is on yet, and Needs attention when a feature is on but waits for a prerequisite that is off.
• The chips All, Active, Available and Needs attention narrow the cards, and Search processes and features reaches everything.
• The preview lists what is switched on, what is Also needed from another process and what is already on. Switching something off that other features need is refused until you choose what happens to them.

See also: A feature switch

You want to turn one single feature on or off.

Steps

1. Open Features and tap Switches.
2. Find the feature with Search features, or narrow the list with Changed or Maturity.
3. Flip its switch.

Good to know

• Switch a feature on and every part of it appears: the tab, the button, the link. Switch it off and none remains, even a saved link.
• A feature that needs another sits under it with Requires… and says Waiting on the feature above while the parent is off. Its own choice is kept.
• Switching a feature on can also switch on what it needs. The app tells you.
• A feature not yet reviewed as stable asks you to confirm first: it may change and has known limits.
• Something already done stays done. An invoice issued while a feature was on keeps what it says.

See also: Switch whole processes on or off

You want the space to know where it is established. Workspace opens on General details.

Steps

1. Open Workspace.
2. Under General details, pick the Country.
3. Tap Save at the bottom.

Good to know

• The country proposes the currency and the time zone, and decides which VAT rates are offered.
• Once the space has issued a document or recorded money, the country can no longer be changed: saving says "The currency and the country are fixed once this space has issued a document or recorded money. Nothing was saved."
• Save writes the whole form together. If someone changed these settings meanwhile, nothing is saved and what you typed stays on screen.

See also: Currency and time zone

You want prices and days to be counted the way your space counts them.

Steps

1. In Workspace, under General details, pick the Currency.
2. Search for the Time zone and choose it.
3. Tap Save.

Good to know

• The currency is proposed from the country. You can override it until the space has issued a document or recorded money; after that it is fixed.
• The time zone is not cosmetic: a working day, a half-day boundary and a closure day are all counted in it, so a member abroad sees the space's day rather than their own.

See also: Country

You want invitations and documents to speak the language of your community.

Steps

1. In Workspace, under General details, open Workspace language.
2. Pick a language, or Sender's app language.
3. Tap Save.

Good to know

• Invitations are written in this language by default.
• It is not your own app language. That one only changes what you see, and lives in your personal settings.

See also: Invitation message

You want your postal address on the paper the space sends out.

Steps

1. In Workspace, under General details, fill in Workspace address.
2. Tap Save.

Good to know

• It is free text, printed as it is on letters and invoices.
• The structured address that an e-invoice needs is a separate entry, under the legal identity.

See also: Country

You want members to find your community's WhatsApp group.

Steps

1. In Workspace, open Community & invitations.
2. Paste the group's invite link into WhatsApp group link.
3. Tap Save.

Good to know

• The link must be a chat.whatsapp.com invite link, otherwise the field says so.
• Leave it empty to show nothing.

See also: Invitation message

You want invitations to sound like you, in every language you use.

Steps

1. In Workspace, open Community & invitations.
2. Under Message language, choose which language's text you are editing.
3. Write the text. Tap a tag such as {firstName} or {inviteLink} to insert it where the cursor is.
4. Tap Save.

Good to know

• Leave the box empty to use the built-in message in that language.
• The Message language row only says which draft is on screen. It is not saved, and it opens on the workspace language each time.
• The tags are filled in when you send an invitation. The code and the link come from the app, so do not paste them yourself.

See also: Invite someone by message

You want everyone who joins to begin with the same subscription and the same rule for when their days run out.

Steps

1. In Workspace, open New members.
2. Set the Subscription percentage with the minus and plus buttons.
3. Choose Blocked once used up, Pay as you go or Must buy a package.
4. Tap Save.

Good to know

• Until you choose, new members start at 100% with bookings blocked once the entitlement is used.
• A member's own subscription is set later, on the member's page.

See also: A member's subscription

You want the app to use your words: another name for a seat, for a status on the plan, for a tab.

Steps

1. In Workspace, open Appearance & wording and tap Wording.
2. Find a word with Search a word, or tap Changed only to see what you renamed.
3. Tap the pencil beside it and type your word, per language.

Good to know

• The product's word stays shown beneath yours, so you see what you replace.
• Reset removes your word instead of copying the product's. The term then follows the product when its wording changes.
• Terms are grouped by where they appear: Legend, The space, Navigation, Booking.

See also: Colours

You want the app to wear your colour. Pick one and the app derives its light and dark themes from it.

Steps

1. In Workspace, open Appearance & wording and tap Colours. The row is there while Workspace colours is on in the features.
2. Tap one of the colours, or type a code such as #0F766E into Colour.
3. Check What it looks like, in Light and Dark.
4. Tap Save. Product colours removes yours.

Good to know

• The app keeps its own contrast. If a colour would be unreadable somewhere, it is refused and the screen names the pair.
• Under Room colours you can add up to eight colours of your own for the rooms on the plan.
• The DesKilo mark, the colours of the seat states and the production banner are never restyled.

See also: Pattern · Symbol and emblem

You want your space easy to tell apart from the others a person belongs to.

Steps

1. Open Colours.
2. Under Pattern, tap Plain, Stripes, Dots, Grid or Waves.

Good to know

• The pattern draws your colour on this space's card in Me, on its chip and while the space opens.
• It saves as soon as you tap it.

See also: Colours

You want a small mark that stands for the space: letters on a colour, or your own logo.

Steps

1. Open Colours and go to Symbol.
2. Type one or two Letters, pick a colour and tap Save.
3. Under Emblem, tap Choose an image to add your logo. Remove takes it away.

Good to know

• Letters on a colour are unique to a workspace. If another space already has the same, the app asks you to change the colour or the letters.
• The emblem is shown beneath the app's name in the menu, and while someone opens this space. It is redrawn at most 512 pixels wide, and the photo's own details, such as where it was taken, are not kept.
• The emblem never replaces the DesKilo logo.

See also: Colours

You drew the plan over a photograph and want the room to show through the furniture.

Steps

1. In Workspace, open Appearance & wording.
2. Drag the Desk transparency slider. The value shows as Opacity.
3. Tap Save.

Good to know

• Lower the opacity so a level's background photo shows through the tables.
• Turn it up to 100% when the places matter more than the room.

See also: Draw rooms, desks and seats

You want people outside your space to find it and see what it offers.

Steps

1. Open Public workspace page, or tap it at the top of Workspace.
2. Switch on Visible in the public directory.
3. Choose the kind of host, and complete Description, Public address, Public email, Public phone and Website.
4. Tap Save and preview the external view.

Good to know

• Fields marked From workspace information follow the workspace's own details. Use workspace information puts them back after you changed them.
• Reset all public data to workspace information replaces every field that has a workspace counterpart.
• Administrators can choose for themselves whether they are shown as public administrators.

See also: Discover and the public network

You want to decide which permissions each role holds. Roles shows one card per role with a tick for every permission it holds.

Steps

1. Open Roles.
2. On the card of a role, tick or untick a permission such as Manage roles & permissions, Manage members, Edit workspace settings or Issue invoices & match payments.

Good to know

• Everyone has exactly one base role: User, Administrator, Co-owner or Owner. Other roles add to it and never take anything away.
• The owner always holds every permission, so that card is locked. A co-owner may hold less.
• Anyone who may not manage roles sees the matrix read-only, with Your role highlighted.
• A permission is checked by the server in every place, so unticking it removes it everywhere at once.
• The Roles entry shows when the Role management feature is on.

See also: Roles this space defines · Co-owners

You want roles that fit your space, such as a host or an accountant, on top of the basic ones.

Steps

1. In Roles, tap The roles this space defines, or open Roles this space defines. This screen appears when the Roles this space defines feature is on.
2. Tap Add a role.
3. Give the role a name, then choose What it adds.
4. Tap Save the role.
5. To give it to a member, open the member's page, find Roles and tap Add a role.

Good to know

• Each role adds permissions to what its holders can already do. None takes anything away, and the owner always keeps every permission.
• A role you no longer want can be put aside with In use switched off.
• The role's key never changes: the people who hold it point at it.
• Nobody can give a role to themselves. A role that manages roles can only be given by the owner.

See also: The role matrix

You want members to check in by tapping a card, with no phone.

Steps

1. Open RFID / NFC badges.
2. Switch on Enable NFC badge check-in.
3. Read the This device line: it says whether this device can read cards.
4. Give each member a card in Members & plans: open the member's badges, tap Register card, then hold the card to the back of the device.

Good to know

• You need an Android device with NFC. iPads have no NFC, and QR badges still work there.
• The badge manager also lets you issue a New badge, Revoke one, and Save as PDF for printing. A revoked badge can be deleted for good.
• Signs me in is off by default: a badge that checks you in does not log you in until the member chooses to.
• Each member can also make their own badge in their personal settings.

See also: A wall tablet for check-in

You want to gather your statutes, guides, statements and minutes in one place for the members who need them. The library holds links, not files.

Steps

1. Open Documents and tap the plus button.
2. Fill in Title and Link (https://…).
3. Choose Stored on, Category and Visible to.
4. Tap Save.

Good to know

• The library needs the Document library feature, and the permission to manage it.
• Remove a document with its bin: it asks Remove document? first.
• Members who may open the library see the documents they are allowed to, grouped by category.

See also: Document title · Link · Visible to

You want a file with the floor plan and settings, to keep as a backup, to reuse or to move to another space.

Steps

1. Open Workspace and go to Templates & data.
2. Tap Export workspace (XML).

Good to know

• It carries settings and the floor plan. It never holds members, bookings or money data, nor the invite code or payment credentials.
• With Configuration in the space file on, the file also carries tariffs, VAT rates, rules, roles and more.
• The file is saved on your device.

See also: Import the space (XML)

You want a document of every parameter, to read, sign or give to an accountant.

Steps

1. Open Reports and choose Workspace documents.
2. Tap Export configuration (PDF).

Good to know

• It is a complete snapshot of settings, members and the floor plan. It is a record, not a backup: only the XML can be imported back.

See also: Export the space (XML)

You want to see who is in your space, on which plan, and open anyone to change their settings.

Steps

1. Open Members & plans from the menu.
2. Read each row: the e-mail, the plan share (or No subscription), the role, and a status when it is not the usual one: Pending, Paused or Exited.
3. Tap a row to open that person's member page.

Good to know

• A row also shows max and at once chips when you set a reservation limit or more than one simultaneous reservation.
• Depending on the features switched on, the top bar (icon buttons with tooltips) offers Notify all admins, Add a managed profile and, for owners, Invite a member and Billing.
• Administrators reach this screen too; the controls that change money or roles stay with the owner.

See also: Invite a member · Billing

Someone has no account yet, but you want to book, invoice and manage for them. You create a profile, run it yourself, and hand it over when the person joins.

Steps

1. In Members & plans, tap Add a managed profile.
2. Fill in the person's identity and save. The member page then carries a Managed chip.
3. To correct the details later, open the member page and choose Edit identity.
4. When the person is ready, choose Hand over to the person. It creates a personal code bound to this profile.
5. Changed your mind before the code was used? Choose Revoke handover.

Good to know

• Whoever uses the code takes the profile over, with its reservations, invoices and subscription, once you approve the membership.
• Nobody can send a message to a managed member, because no one would read it.
• The feature must be switched on in Features.

See also: The member page

You want everything about one person on a single page: who they are, what they booked, how to reach them, what they owe, and every setting you can change.

Steps

1. Tap a member in Members & plans.
2. Read the top of the page: Right now shows the next bookings, then come the contact details and the money position.
3. Use the buttons under the name for a quick action. Depending on features and your rights you will see some of Messages, E-mail, Add a service or Send the financial agreement.
4. Jump to Manage to change the person's settings, grouped as Membership, Booking rules, Billing and Badges & access.

Good to know

• Every setting row shows its current value, so you rarely need to open it to know the answer.
• Your own page is shorter: nobody can grant themselves rights.
• If the page is not switched on for your space, the same actions appear in a list when you tap the row.

See also: The member's actions · Roles and co-owners

You want to know which setting lives where, and who may change it.

Steps

1. Open a member page and go to Manage.
2. In Membership, choose Pause membership or Reactivate membership, set Co-ownership, or Make kiosk device.
3. In Booking rules, set the Reservation limit, the Simultaneous reservations and the VAT treatment; the Whole-space bookings switch appears when the feature is on.
4. In Billing, set the Subscription, When days run out and Price negotiation.
5. In Badges & access, open Badges to issue or revoke the person's badges.

Good to know

• Billing and membership changes belong to the owner. Administrators set the booking limits.
• You can never change your own limits or co-ownership.
• Only active members offer most of these rows.

See also: Booking rules · Billing group

A newcomer waits for your decision, or a member takes a break, and you want the space to treat them accordingly.

Steps

1. Open the member whose row says Pending.
2. Under Membership, choose Approve membership to let the person in, or Reject membership to refuse.
3. To put an active member on hold, open their page and choose Pause membership.
4. To bring them back, choose Reactivate membership.

Good to know

• The decision on a new member can also be taken through the validation rules, as described in Validation rules.
• Pausing is for owners and keeps all history.
• A member who left shows Exited, and cannot be paused.

See also: Invite a member

You want to set which share of the month's days a member is entitled to. The share picks the fee band, and the band sets the monthly price.

Steps

1. Open the member page, go to Billing and tap Subscription.
2. Pick No subscription, one of the levels you offer, or type a number in Custom (1–100).
3. Tap a level to apply it, or Save for a custom value.

Good to know

• The levels offered are the ones you chose in Subscription levels.
• As owner you can always type a custom value.
• No subscription is for visitors who buy carnets. It cannot be combined with pay-as-you-go: choose a block or a package first.

See also: Fee bands · When days run out

You want to decide what happens when a member has used their whole monthly allowance.

Steps

1. Open the member page, go to Billing and tap When days run out.
2. Choose Block further booking, Charge overage (pay-as-you-go) or Require buying a package.

Good to know

• Pay-as-you-go is greyed out for a member without a subscription, because it would let them book for free.
• The overage price comes from the fee band; the packages come from Day packages.

See also: A member's subscription

You want to cap how many open reservations one member can hold in total.

Steps

1. Open the member page, go to Booking rules and tap Reservation limit.
2. Tap No limit, a preset (1, 2, 3, 5 or 10), or type a number in Custom (1–100).
3. Tap Save for a custom number.

Good to know

• It counts all open reservations, whenever they fall. It is a different thing from simultaneous reservations, which counts overlaps.
• The list shows max and the number beside the member.
• You cannot set your own limit.

See also: Booking limits

You want to allow one member to hold bookings that overlap in time, for example two places at once.

Steps

1. Open the member page, go to Booking rules and tap Simultaneous reservations.
2. Pick Workspace default, or a number: 1, 2, 3 or 5.

Good to know

• Workspace default follows the number set in Availability; one means one place at a time.
• It is not the same as the reservation limit, which counts all open bookings.
• You cannot set your own.

See also: Booking policies

You want to tell the app who this member is for VAT, so their invoices carry the right tax.

Steps

1. Open the member page, go to Booking rules and tap VAT treatment.
2. Pick Automatic, Domestic VAT, Reverse charge, Outside the EU or Exempt buyer.
3. For Exempt buyer, type the Exemption reason (printed on the invoice).
4. Tap Save.

Good to know

• Automatic applies the place of supply: a desk, an office or a room carries your VAT for every customer; only a general service (see Place of supply of a service) is reverse-charged for a business in another EU country, or outside the scope for a business outside the EU. A consumer pays your VAT wherever they live. The dialog shows what the chosen treatment does to each kind of line.
• Reverse charge is meant only for a member who buys services not connected with the premises: it applies to every line.
• The same group offers Customer capacity (Business, Consumer or Not stated), which decides which payment clauses an invoice prints. It needs the permission to issue invoices.
• Reverse charge, Outside the EU and Exempt buyer are recorded, but the invoices of such members cannot be issued in the app yet: they are issued outside the app with your accountant.
• The VAT by counterparty feature must be on for the VAT treatment row, which administrators and owners see; the rates are set in VAT rates.

See also: VAT regime

You agreed a price with a member that differs from your tariff, and you want it recorded as a deal rather than typed over the tariff.

Steps

1. Open the member page, go to Billing and tap Price negotiation.
2. Fill only what differs: Occupation, Monthly fee, Overage per half-day, Discount on supplements, or a unit price under Services and packages.
3. Add a Note if useful.
4. Tap Propose for validation.

Good to know

• A field left empty keeps the tariff.
• The deal waits for validation before it applies, as described in Validation rules.
• Once active, the member sees it on their money page, with Who can see this. People who may only view negotiations see it as Read only.

See also: Fee bands

You want someone to share ownership with you, or to take over if you leave.

Steps

1. Open the member page, go to Membership and tap Co-ownership.
2. Choose No co-ownership, Active co-owner, or Successor.
3. To make a co-owner a full owner right away, choose Promote to owner now.

Good to know

• An active co-owner has owner permissions now, and takes over automatically if you leave.
• A successor becomes owner when promoted or when the owner leaves.
• The row shows Co-owner or Successor in the members list.
• It needs the Co-owners feature to be on, and you cannot change your own co-ownership.

See also: The role matrix

You want to price your plans: what a month costs for each share of the days, and what an extra half-day costs.

Steps

1. Open Billing from the menu.
2. Under Fee bands, set To %, Monthly fee and Overage on each row.
3. Tap Add band to split the last band, or the minus icon to remove one.
4. Choose the VAT rate the tariff is taxed at. It is saved as soon as you pick it.
5. Tap Save to store the bands.

Good to know

• Each row starts where the previous one ends, and the last one always ends at 100%. If the bands do not add up, the screen says "Bands must increase and end at 100%."
• Prices are gross: VAT is included, when your space charges it.
• Removing a band merges its range into the one before.

See also: A member's subscription · Subscription levels

Up to %

The top of the band, from 1 to 100. The next band starts where this one ends, so a percentage always falls into exactly one band. The last band is fixed at 100.

Monthly fee

What a month in this band costs. When you charge VAT the row shows the VAT share included.

Overage

The price of one half-day beyond the allowance, for members whose policy is pay-as-you-go.

You want to choose which percentages you offer when you give someone a plan.

Steps

1. In Billing, find Subscription levels.
2. Tap a preset (25%, 50%, 75%, 100%) to switch it on or off.
3. To add your own, type a number in Level (1–100) and tap Add level.
4. Tap Save.

Good to know

• The levels you pick are the ones offered in a member's Subscription.
• Remove a level you added with the cross on its chip.

See also: Fee bands

Level value

One percentage from 1 to 100: the share of the month's days that the plan includes.

Allow a negotiated value

The switch Allow negotiated custom value is saved with the levels. As owner you can always type a custom percentage in a member's Subscription, whatever this switch says.

You want to sell blocks of days to members who run out of their allowance.

Steps

1. In Billing, find Day packages. Each row shows the days, the price and a switch.
2. Switch a package off to stop selling it, or on to sell it again.
3. To create a package, follow New package.

Good to know

• Members whose policy is Require buying a package buy these when their days run out.
• A package that has been sold keeps its price, days and rate. To change them, switch it off and add a new one.

See also: When days run out

You want to add a block of days to your price list.

Steps

1. In Billing, under New package, type the name, the days and the price.
2. Choose its VAT rate.
3. Tap Add package.

Good to know

• The package is for sale as soon as it appears, switched on.
• Where the carnets feature is on, a Carnets editor sits below.

See also: Day packages

Package name

What members see when they buy, and what the invoice line says.

Package days

How many days the package grants, one or more.

Package price

The price of the whole package, gross. The row shows the days, the price and, when VAT applies, the VAT included.

You sell something that is not a seat: a locker, printing, coffee. You list it once and add it to a member's month in a tap.

Steps

1. Open Services from the menu.
2. Tap a service to edit it, or the plus button to create New service.
3. Fill in the Name, the Price and, when you charge VAT, the VAT rate.
4. Tap Save.

Good to know

• A service is never deleted, only deactivated, because invoices refer to it.
• A service that comes from a stock shows how many are left, or Out of stock.
• To record one for a member, use Add a service on their page.

See also: Accessories · The member page

Service name

What the invoice line says. Rename it and only new documents change.

Service price

The price of one unit, gross: the member pays exactly this, and VAT is part of it. The VAT rate only decides how much of it is tax.

Place of supply of a service

Where the VAT on this service is due. Connected with the premises, the default, keeps your VAT for every customer: a desk, an office, a room and whatever is used on the premises are taxed where the building stands. Choose General service (not connected with the premises) only for what is not tied to the building, such as mail handling or a virtual office: for a business in another EU country that line is then reverse-charged, and for a business outside the EU it is outside the scope; a consumer still pays your VAT. Each charge keeps the choice it was recorded with. The field shows when you charge VAT and the Place of supply per service feature is on.

Active

When editing a service, the Active switch decides whether it can still be sold. Switch it off for something discontinued; the list greys it and writes Inactive.

You rent equipment with a place, such as a monitor or a chair, and charge a supplement for each half-day.

Steps

1. Open Accessories from the menu.
2. Tap an accessory, or the plus button for New accessory.
3. Fill in Name and Supplement per half-day; choose the VAT rate if your space charges VAT.
4. Switch Active off to stop offering it, then tap Save.

Good to know

• The list shows each supplement as an amount "per half-day", or No supplement.
• Like services, accessories are deactivated, never deleted.
• The feature must be on in Features.

See also: A service

You want members to know how to pay you by transfer or wallet, without you sending the details each time.

Steps

1. Open Payment instructions from the menu.
2. Fill what applies: IBAN, Bank name, Account number, the bank code, BIC / SWIFT.
3. Add the wallets you accept: PayPal.me link or handle, Wero phone number, Lydia phone number or username, Wisetag or Wise payment link.
4. Add a Payment reference hint if members should quote something.
5. Tap Save.

Good to know

• Members see these details on an unpaid statement. Leave everything empty to show nothing.
• The bank code field is named after your country: sort code, routing number, or bank code.
• This is manual payment. To let members pay by card inside the app, see The payment provider.

See also: Provider credentials

You want members to pay an outstanding bill online, into your own provider account.

Steps

1. Switch on the online payments feature in Features.
2. Open Online payments from the menu.
3. Find the provider you use: PayPal, Credit card (Stripe), Mollie — iDEAL, Bancontact… or Wero (via Mollie).
4. Fill its keys, as described in Provider credentials, and tap Save.
5. Check that the card says Configured.

Good to know

• Each provider is a separate card with a status chip, Configured or Not configured.
• Wero is paid through Mollie: enter the same Mollie API key and return URL on the Wero card as on the Mollie card.
• Providers charge their own fees. The manual transfer route stays free.
• Remove clears a provider.

See also: Payment methods

Provider credentials

The keys come from the provider's own dashboard: Client ID, Secret, Environment, Webhook ID and Return URL for PayPal; Secret key, Webhook signing secret and Return URL for Stripe; API key and Return URL for Mollie and Wero. Keep test and live keys apart: all keys you enter must belong to the same mode.

Secrets are stored on the server and never shown again. A saved one reads Set — leave blank to keep; type a new value to replace it.

You pay for something that comes back, such as internet or electricity. You describe it once and the app presents each due date to you.

Steps

1. Open Money and the Payments face.
2. Tap Scheduled expenses. Existing schedules show their amount, rule, state and next date.
3. Tap Schedule a recurring expense and fill in the form, as described in What and the fields after it.
4. Tap Schedule it.

Good to know

• A new schedule is Awaiting validation until the validators confirm it, then Active. It can also end Rejected or Ended.
• Each due date is then presented to you before it counts: confirm it at the validated amount, or at another amount with an explanation, which is validated again.
• Tap End this schedule to stop one. Finished ones are listed under Ended and rejected.
• The feature must be on in Features.

See also: Validation rules

What

The name each occurrence carries, for example Internet. Write it as you want to read it later. Amount is what one occurrence costs, and Description is optional text for whoever validates.

Amount

What one occurrence costs, in your workspace currency. A different amount at confirmation needs an explanation and is validated again.

Description

Optional text for the validators, such as a contract number or a supplier reference.

First occurrence

The date the first one falls due. Every later date counts from here.

Every

The interval, a number and a unit: days, weeks, months or years. Every 1 month reads "monthly".

Number of times

The field Repetitions (empty = until the end date): how many occurrences to raise.

Until

Until (optional) is the date after which nothing more is raised. With both a number and a date, the series stops at whichever comes first. With neither, it runs until you end it.

You run either a business or a non-profit association, and your invoices should read accordingly.

Steps

1. Open Legal identity & e-invoicing and scroll to Invoice mentions.
2. Choose Company / business or Association (non-profit).
3. Tap Save.

Good to know

• For an association, the example texts change (for instance a registration such as RNA instead of a trade register). Which payment clauses print depends on your country and on the customer's capacity, not on the organisation type.
• An association with no trading activity is normally outside the scope of VAT. The screen warns you if you pick "exempt" for an association; confirm the right choice with your accountant.

See also: Customer capacity · VAT regime

Business customers and private individuals are not owed the same payment clauses. You set the default for the workspace.

Steps

1. In Invoice mentions, find Default customer capacity.
2. Choose Not stated, Business or Consumer.
3. Tap Save.

Good to know

• The statutory late-penalty, recovery-indemnity and discount defaults apply only to business customers of a French workspace; for other countries nothing is printed unless you wrote it. A consumer never receives the recovery indemnity.
• A member's own capacity wins over this default.
• Every invoice keeps the clauses it was issued with.

See also: Late-payment penalty · Recovery indemnity

Your invoices state the legal form of your business and, where it applies, its share capital.

Steps

1. In Invoice mentions, tap Legal form & capital.
2. Type the line as it should print, for example "SARL au capital de 7 500 €" (an association might write "Association loi 1901").
3. Tap Save.

Good to know

• The text is printed as you type it, up to 300 characters. Check the exact wording required for your legal form with your accountant.

See also: Trade register

You show where your organisation is registered.

Steps

1. In Invoice mentions, tap Trade register.
2. Type the registration line, for example "RCS Saint-Brieuc 680 357 910". An association might enter an RNA number, and a SIRET if it has one.
3. Tap Save.

Good to know

• This line is a mention printed on the document. The identifier the e-invoice itself needs is the company registration number or the VAT number, depending on your regime.

See also: Legal form and capital

You state when invoices are due.

Steps

1. In Invoice mentions, tap Payment terms.
2. Type your terms, for example "Payment within 30 days of the invoice date".
3. Tap Save.

Good to know

• Left empty, invoices print "Payment on receipt."
• A member can have their own payment terms; those print on that member's documents instead.
• Reminders do not read this text: they count from the invoice date plus Days until the first reminder in the reminder rules. The payment terms are only what the document prints.

See also: Reminder rules

You state the penalty for late payment.

Steps

1. In Invoice mentions, tap Late-payment penalty.
2. Type your clause, or leave it empty.
3. Tap Save.

Good to know

• Left empty, nothing is invented for you, except for a French workspace invoicing a business customer, where the statutory wording prints (three times the legal interest rate).
• Confirm the clause that applies to your country with your accountant.

See also: Default customer capacity

You state the fixed indemnity for collection costs.

Steps

1. In Invoice mentions, tap Recovery indemnity.
2. Type your clause, or leave it empty.
3. Tap Save.

Good to know

• Left empty, the fixed indemnity of €40 prints only on invoices from a French workspace to a business customer.
• A consumer never receives this mention.

See also: Default customer capacity

You say whether paying early earns a discount.

Steps

1. In Invoice mentions, tap Early-payment discount.
2. Type the conditions of your discount, or leave it empty.
3. Tap Save.

Good to know

• Left empty, invoices from a French workspace to a business customer print "No discount for early payment."; elsewhere the line is left out unless you write one.

See also: Payment terms

If your activity requires you to name your professional insurance, it prints on your invoices.

Steps

1. In Invoice mentions, tap Professional insurance.
2. Type the insurer, the policy and the geographical cover as they should read.
3. Tap Save.

Good to know

• There is no default: an empty field prints nothing.
• Whether you must state it depends on your activity. Ask your accountant.

See also: Special mentions

A line of your own that must appear on every invoice.

Steps

1. In Invoice mentions, tap Special mentions.
2. Type the text.
3. Tap Save.

Good to know

• Nothing prints when the field is empty.
• Below the mentions, when the Envelope address window feature is on, Address window sets where the recipient's address sits so it shows through a window envelope.

See also: The invoice PDF template

You declare how your organisation stands with VAT. The choice decides which number your documents need.

Steps

1. Open Legal identity & e-invoicing.
2. In VAT regime, choose Outside the scope of VAT, VAT-exempt (small-business scheme) or VAT-registered (charges VAT).
3. Tap Save.

Good to know

• Outside the scope of VAT: no VAT number is printed; the company registration number identifies you.
• Exempt or registered: your VAT number is asked for.
• Choosing the regime is a tax decision, not a software setting. Confirm it with your accountant before you issue invoices.
• In this version the app issues invoices itself for workspaces in France or Germany, to domestic customers, under the VAT-registered or the outside-the-scope regime. Invoices under the VAT-exempt regime are issued outside the app with your accountant.

See also: VAT number · Company registration number

When you charge VAT and invoice a business in another EU country, the tax can be due by the customer.

Steps

1. Choose VAT-registered (charges VAT) as the regime.
2. Switch Reverse charge for EU businesses on or off.
3. Tap Save.

Good to know

• On: a general service (not connected with the premises) to a business in another EU country is reverse-charged. A desk, an office or a room never is: it carries your VAT, whatever the customer's VAT number. The app issues such an invoice once the customer's VAT number was found valid in VIES; otherwise, or with that feature off, you issue it outside the app with your accountant.
• Off: turn it off if you never invoice businesses abroad.
• The option appears only for the VAT-registered regime.

See also: VAT treatment of a member

Each invoice's VAT falls due on the day the law of your country sets — when you are paid, when the service is performed, or when you invoice. You keep that rule, or choose the option your country allows.

Steps

1. Choose VAT-registered (charges VAT) as the regime.
2. In VAT falls due, keep the first option, your country's legal rule, or choose the option your country allows: On invoices (accrual) in France, On receipts (cash) elsewhere.
3. Tap Save.

Good to know

• The legal rule for services: on receipts in France; the month the service is performed in Germany and Spain, advance payments when received; the invoice or the payment, whichever comes first, in Italy, the United Kingdom and Canada; the invoice in Switzerland.
• On receipts, an invoice paid in instalments falls into as many periods as it had payments. A credit note counts when it is issued (on receipts, when refunded), never in the period of the invoice it corrects.
• The choice is printed on every invoice and drives the VAT declaration, the VAT report and the FEC and DATEV exports alike. A French space that never chose follows receipts, and its owner is told once.
• Which option applies to you is a tax question for your accountant.
• An invoice keeps the rule it printed: one issued on receipts waits for the money, one that printed the option for the debits is due when issued, whatever the space chooses later.

See also: Preparing the VAT return

Your accountant wants collected VAT booked on a specific account.

Steps

1. Choose VAT-registered (charges VAT) as the regime.
2. Type your account number in VAT account.
3. Tap Save.

Good to know

• The accounting export books collected VAT on this account. Left empty, it uses 445710.

See also: Accounting exports

Your VAT identification number appears on your invoices and e-invoices.

Steps

1. Open Legal identity & e-invoicing.
2. Type the number in VAT number.
3. Tap Save.

Good to know

• The field appears for the exempt and registered regimes. Outside the scope of VAT it is replaced by the company registration number.
• Your members have their own VAT number in their settings, for their documents.

See also: Company registration number

When no VAT is charged, the law usually wants the reason printed on the invoice.

Steps

1. Open Legal identity & e-invoicing.
2. Type the legal basis in Why no VAT is charged, for instance "TVA non applicable, art. 293 B du CGI".
3. Tap Save.

Good to know

• The app cannot know which basis applies to you. Take the exact wording from your accountant.
• The wording is printed on the invoice. For now the app does not issue invoices under the exempt regime itself: they are issued outside the app with your accountant.

See also: VAT regime

If you are outside the scope of VAT, your registration number identifies you on e-invoices.

Steps

1. Set VAT regime to Outside the scope of VAT.
2. Type the number in Company registration number.
3. Tap Save.

Good to know

• Under the other regimes this field is replaced by the VAT number.
• An association usually uses its registration (for instance RNA, or SIRET if assigned).

See also: Trade register

An e-invoice needs your address in separate parts, not as one block of text.

Steps

1. Open Legal identity & e-invoicing.
2. Fill Street, Post code and City.
3. Tap Save.

Good to know

• The street starts from the address already in your workspace settings, so you complete it rather than retype it.
• Invoices cannot be issued without the workspace postal address.

See also: Letterhead address

You list the VAT rates your invoices may use. What members pay does not change: prices include VAT, and the tax is extracted from them.

Steps

1. Open VAT (from Legal identity & e-invoicing, tap VAT rates).
2. On an empty list, tap Use the usual rates (if your country has a catalogue) to start from your country's rates, or Add a rate and fill the name and Rate % (0 to 99.99).
3. Tap the star on exactly one rate to make it the default.
4. Tap Save.

Good to know

• The usual rates are a starting point. Which supply falls under which rate is a question for your accountant.
• The default rate is used by subscriptions and by anything without its own rate.
• A rate still used by an invoice or a service is kept, deactivated, rather than deleted.
• With no default rate in force while you are VAT-registered, no invoice can be issued; the legal identity screen warns about it.
• This screen needs the VAT management feature; the VAT rates entry on the legal identity screen shows only for the VAT-registered regime.

See also: VAT groups · Change by law

A group says what kind of rate this is, so the invoice puts it in the right category.

Steps

1. Open VAT.
2. On each rate, when the VAT groups feature is on, choose a Group: Standard, Intermediate, Reduced, Super-reduced, Zero rate, Exempt, Not subject, Deposit (outside VAT) or Excise-bearing.
3. For an exempt or not-subject group, fill the Exemption reason that appears.
4. Tap Save.

Good to know

• What falls in each group lists examples for your country, as a guide only.
• A line outside VAT, such as a refundable deposit, cannot share a document with taxed lines; issue it on its own.

See also: Setting the rates

A rate changes from a given date. Old supplies keep the old value; the new one applies from that day.

Steps

1. Open VAT and make sure the rate is saved.
2. Tap the Change by law button on the rate.
3. Type New rate % and the Effective date (YYYY-MM-DD).
4. Tap Save in the dialog, then Save on the screen.

Good to know

• The old rate closes on that date and a new one opens, with the star moved along if it was the default.
• Nothing already issued is re-pointed.

See also: Setting the rates

You want the VAT of a period computed from your invoices and payments, ready to file with the tax office or hand to your accountant.

Steps

1. Open VAT declaration.
2. Choose the Period and tap Prepare.
3. Open the result with PDF or XML export, or look at VAT report (PDF) and VAT report (CSV).
4. File the return yourself with the tax authority (or through your accountant), then tap Mark as filed and type the Receipt reference from the tax authority.

Good to know

• It exists only under the VAT-registered regime. The note at the top says when the period's VAT falls due.
• The server computes the figures, from the invoices, the payments recorded one by one and each invoice's tax point. Each rate is split by category: standard, reverse charge, exempt and zero-rated stay apart. Settlements are left out; their payment counts for the invoices they regroup.
• A return goes Draft → Prepared → Filed. Preparing again replaces the figures; once filed, nothing changes it. If an invoice or a payment of the period changed since you prepared it, the app refuses to mark it filed until you prepare it again.
• The Period list offers only periods of the length chosen under VAT return period in Legal identity & e-invoicing — monthly, quarterly or annual; quarterly until you choose. A period that overlaps a filed return cannot be prepared.
• PDF and XML export list the boxes of your country's form — the French CA3, the German UStVA, the UK VAT return, the Swiss MWST return, the Canadian GST/HST return, the Spanish Modelo 303, the Italian periodic settlement — with each amount rounded the way that form wants it: whole euros on the CA3, whole euros with the cents dropped on the UStVA bases, whole pounds on UK boxes 6 to 9. Sales are split by category (exports, intra-EU services, exempt), deductible VAT on fixed assets apart from the rest. Any other country gets one box per rate.
• In Germany and France, ELSTER file (UStVA) and EDI-TVA file (CA3) write the prepared return in the format the filing channel takes, from the same boxes as the PDF. Hand the ELSTER file to your transmission software or tax adviser, the EDI-TVA file to your EDI partner; the app transmits nothing. The ELSTER file asks for the Steuernummer each time (it is not the VAT number) and covers a month or a quarter; the EDI-TVA file takes the SIREN from the registration number or from a French VAT number.
• A filed period is locked. If something in it changes afterwards — an invoice voided, a payment recorded late with an earlier date — the filed return stays as it was, and the next return you prepare carries the difference as a Correction of that period, on its own line. Filing that return records the correction, so it is declared once. On the French form the corrections go to lines 15 (VAT to pay back) and 21 (other VAT to deduct); elsewhere they add to the rate's boxes of the current period.
• With Input VAT on, the return also lists the Deductible VAT of the expenses approved in the period, per rate, apart from the sales, and the totals show the VAT payable or the VAT credit. On the forms it goes to CA3 line 20, UStVA Kz 66, the UK's box 4, the Swiss 400 and the Canadian line 108.
• The app does not transmit a return: France files through EDI-TVA or the professional space on impots.gouv, Germany through ELSTER. The e-invoicing platform carries invoices only.
• It is a filing aid, not tax advice. Verify it against your accounting before filing.

See also: When VAT falls due · Accounting exports

You tell DesKilo where to post your invoices as machine-readable files.

Steps

1. Open E-invoicing platform (also reachable from Legal identity & e-invoicing).
2. Fill Upload URL and Token or credential, and the two optional fields if your platform asks for them.
3. Tap Save. Remove the platform clears the settings.

Good to know

• Any platform that accepts an upload with a token works: an approved platform, a Peppol access point, a national platform.
• The token is stored on the server and never shown again.
• The valid file is an EN 16931 invoice. Whether your country requires a platform, and which, is something to confirm with your accountant.
• Posting the file is the second of three steps: see What the app issues, and what stays with your accountant.

See also: Sending an e-invoice · Legal identity

The address at which your platform receives invoices.

Steps

1. Open E-invoicing platform.
2. Paste the address in Upload URL, exactly as your platform documents it.
3. Tap Save.

Good to know

• It comes from your platform's documentation or your provider.

See also: Token or credential

The secret that proves to the platform that the upload is yours.

Steps

1. Open E-invoicing platform.
2. Paste the key in Token or credential.
3. Tap Save.

Good to know

• Once saved, the screen says "A token is stored". Type a new one only to replace it.
• It is kept on the server and never comes back out.

See also: Auth header

The name of the header that carries the token.

Steps

1. Open E-invoicing platform.
2. If your platform expects another header than the standard one, type its name in Auth header (default Authorization).
3. Tap Save.

Good to know

• Left empty, Authorization is used.

See also: File field name

The name of the form field that carries the invoice file.

Steps

1. Open E-invoicing platform.
2. If your platform expects another field name, type it in File field name (default file).
3. Tap Save.

Good to know

• Left empty, file is used.

See also: Upload URL

Your customer may receive its invoices elsewhere than a government platform: its own Peppol access point, portal or agreed upload service.

Steps

1. Open E-invoicing platform.
2. In Customer delivery service, fill the same four fields as above.
3. Tap Save.

Good to know

• It is separate from the government platform. Both can be set up, and each invoice offers both sends.

See also: Sending an e-invoice

You want to rehearse before sending real invoices.

Steps

1. Open E-invoicing platform.
2. Under Test environments (UAT / Dev), fill UAT upload URL and UAT token or credential.
3. Tap Save.

Good to know

• The choice of environment appears at send time only while developer mode is on.
• A test send is logged as a test send.

See also: Dev endpoint and token

A second test endpoint, for development.

Steps

1. Open E-invoicing platform.
2. Under Test environments (UAT / Dev), fill Dev upload URL and Dev token or credential.
3. Tap Save.

Good to know