This article explains common Kube terminology.
Term | Definition |
24/7 Booking Access Group
| A label that you can assign to companies and members to show who has 24/7 access to your properties and spaces. |
Access Control | Access control allows you to integrate third-party door locks into Kube to give members access to specific doors, to give members access to spaces they book, and to set door auto unlock schedules. For more information about access control terms, see Access control. |
Activate | Activate can mean to start services included in a contract or to make an archived record active again. |
Activity Calendar | The Activity Calendar shows, by property, all the events, tasks, and tours added to the Activity Feed. See Activity Feed. |
Activity Feed | The Activity Feed is a customer relationship management tool that allows you to add notes, tasks, activity logs, files, tours, events, and support notes to different records in Kube. Kube compiles Activity Feed events, tasks, and tours in the Activity Calendar. See Activity Calendar. |
Additional Attendees | Members or guests who will also attend the booking, in addition to the organizer. |
Additional Companies | Refers to companies assigned to a member that may not necessarily be the member's primary company. |
Amend | Make changes to a contract. |
Amenity | Products and services that your members and prospects can purchase from you. |
Amenity Configuration | Assigning an amenity to a member so they can use it. See Amenities. |
Announcement | Banner messages you can add in Kube that display in the Member Portal. |
Auto Pay | You can select whether Kube automatically takes payments from each of your companies for unpaid invoice amounts (including past-due and partially-paid invoices) when the Payments scheduled task runs each day. |
Auto Renew | Whether, after a contract's full term expires, the contract automatically renews and stays active. |
Bank Account | When you set up your properties, you must add at least one bank account to each property for accounting purposes. The bank accounts that you add to your properties correspond to your real world bank accounts, and each bank account is tied to a GL cash account. |
Bank Deposit | After you take cash or check payments, you must complete a bank deposit in Kube to reflect your real-world deposit in your physical bank account. |
Billable Company | A company with an active monthly contract. |
Billing Recipient | Additional email addresses that company billing emails also send to. |
Booking | A reservation for a specific space for a set time and date that you make through the Bookings Calendar and that members and prospects can make through calendars in the Prospect and Member Portals. |
Booking Amenity | An amenity that is offered to a member or prospect when they make a booking through the Member or Prospect Portal Bookings Calendar screens and that internal users can add to bookings when making bookings in Kube on the Bookings Calendar screen. |
Booking Discount Group | Label you can assign to companies and members to determine whether members pay retail or member price for spaces when making bookings and whether they receive a discount off of the price they pay. |
Bookings Calendar | Calendar that displays all space bookings at a property. |
Break Dates | Agreed upon dates when a member can terminate their contract without penalty. |
Cancellation Policy | Determines how close to a booking start time a member can cancel a booking without a cancellation fee and, should they cancel within the cancellation period, the cancellation fee they pay. |
Charge | Charges are how you record the products and services your companies and members purchase. |
Charge Code | Charge codes serve as the bridge between charges and the GL account they should total into. Every type of charge is associated with a specific charge code that is, in turn, linked to a specific GL account. See GL Account. |
Certificate of Insurance (COI) | Document provided by a company verifying they hold a valid insurance policy. |
Company | Businesses whose members book spaces at your properties and buy products and services from you. Every company has a primary property where its members conduct the majority of their business. However, companies and their members can also incur charges at your other properties. |
Configuration | See Amenity Configuration. |
Contact | People whose contact information you wish to enter into Kube, but who do not fall into the member or lead categories, such as contractors. |
Contract | An agreement with a company that bills them for specified products and services. |
Contract Approval | Process that allows you to require approval for contract tasks that internal users complete. |
Contract Term Type | A label that describes the contract duration and renewal responsibilities allowed to each party. |
Contract Type | A label that describes contract statuses. Operators can use contract types to help understand contract trends and the needs of their companies. |
Coupon | Reduces the space and/or amenity prices of items included in a short-term booking that uses Invoice Now, Pay Now, or Bill Later payment methods. |
Credit | A negative charge that can be used to reduce the amount of future payments. Kube treats credits as income, not as liabilities. Also, a type of booking unit your organization may use instead of hours. See Hours. |
Culture | Regional settings that control the formatting of dates, times, and addresses in Kube. Each internal user can choose the culture setting that they prefer to use. |
Custom Charge | A positive or negative charge that uses a charge code and does not link the charge to an amenity or contract. You can add custom charges on the Charges screen or in contracts. |
Customer | Your organization's companies, members, leads, and contacts. |
Custom Fields | Fields in Kube that you can customize to track customer CRM and contract information. |
Coworking | Shared office space among different companies. |
Coworking Pass | An amenity you can sell that allows your members to check in to a shared space that has a set number of available seats. |
Dashboards | Screens that show statistics using tiles. |
Data/Wi-Fi | You can purchase Yardi Kube Wi-Fi to sell your customers data and Wi-Fi amenities that include member and guest Wi-Fi, internet service plans, and public IPs. For more information about data/Wi-Fi terms, see Data/Wi-Fi glossary. |
Deposit | See Bank Deposit and Security Deposit. |
Directory | In the Member Portal, the list of members. |
Discussions | Conversations with and between members in the Member Portal. |
Dynamic Holiday | A holiday that occurs at a set time during a specific month, regardless of the date. An example of a dynamic holiday is Thanksgiving in the United States, which occurs on the fourth Thursday of every November. See Fixed Holiday. |
Email Campaigns | Bulk email notifications sent to members at individual properties. |
Event | You can add events to the Member Portal to invite your members to events at your properties. You can also add events to the Activity Feed. See Activity Feed. |
Event Category | A label you assign to Member Portal events to classify them. |
Feedback | Button in the Help top menu drop-down. When you leave feedback, you can send a message about something you like or something you dislike in Kube. You can also include a screenshot of the screen you are viewing. |
Fixed Holiday | Holiday that occurs on the same calendar date every year. An example of a fixed holiday is New Year's Day. See Dynamic Holiday. |
GL Account | Account that contains all transactions for charge codes that are linked to it. |
Global Search | Kube's search function that searches for records included on the Property, Space, Company, Member, Lead, Contact, and Contract screens. |
Google Calendar | Kube integrates with Google Calendar, which allows you to list your properties and spaces on third-party listing sites that also integrate with Google Calendar. This integration allows for inventory control of your spaces and prevents double bookings between Kube and third-party sites. You can also use Google Calendar to display room availability on devices such as monitors and tablets. |
Help Center | Collection of help articles that explain how to complete Kube tasks. |
History | Screens that display all the changes and updates made to a Kube record. |
Holiday Schedule | A schedule to mark your property as closed on certain days and to prevent members or prospects from making bookings on holidays. |
Hours | Type of booking unit your organization may use instead of credits. See Credit. |
Identity Proof Form | If your customers purchase packages that include physical mail services, they must fill out a form to verify their identity with the postal service in order to receive mail at your properties. |
Imports | You can import data to reduce manual data entry. |
Industry Type | A label you can assign to lead and member profiles to show your customers' industries. |
Intercompany Billing | Allows you to take a single payment for charges incurred at multiple properties that use different bank accounts. Without intercompany billing, you can only take a single payment for multiple properties when those properties share the same bank account. Your organization must use Yardi Voyager to use intercompany billing. |
Internal User | Kube users who are authorized to perform tasks in Kube on behalf of your organization. You can use property lists, roles, and permissions to limit the screens and tasks your internal users have access to in Kube. |
Invoice | How Kube sends charges to your companies for payment. When you generate an invoice or when Kube automatically generates invoices when the Invoices scheduled task runs, Kube collects all open charges set to automatically invoice and sends them to your companies for payment. At this point, Kube adds revenue to the appropriate GL accounts, Kube reports, and Yardi Voyager Accounting. |
Invoice Approval | You can decide whether Kube automatically sends invoices to your companies or whether invoices must be approved first. If invoices must be approved, they can be approved from the Approval Pending Invoices screen. |
Lead | A potential customer who becomes a member when they complete a purchase in the Prospect Portal, when you activate a contract they are the primary contact for, or when you convert them to a member. |
Ledger | The Company Ledger shows a running total of company invoiced charges, payments, and credits for all properties. See also, Security Deposit Ledger. |
Legal Entity | Legal entity records store information about the business entity that is the taxpayer for a property. (An entity can be an individual or a business such as a sole proprietorship, corporation, or investment partnership.)
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Liability | Amounts that you are obligated to pay or pay back at some point, such as government taxes or a customer's refundable security deposit, or a prepayment amount that can be applied to future invoices. A liability amount must first be paid by your customer for it to become your responsibility. For example, you are not liable for a company's security deposit until the company has paid the deposit. |
Majors | Labels that you can assign to members and leads to help track lead generation. See Minors. |
Master Terms and Conditions | Contractual rules and requirements that your customers must agree to when they make a purchase or booking at your property. Each property can have a different set of master terms and conditions. |
Member | Customer who books spaces and buys products or services at your properties. Every member is assigned to at least one company and has a primary property. |
Memberships | Describes the level of access your members have to the services and spaces at your properties. Memberships are purchased as Membership Amenities by leads and members. |
Member Portal | Kube portal your members log in to. |
Member Pricing Group | Default booking discount group that automatically applies member space pricing. See Booking Discount Groups. |
Minors | Labels that you can assign to members and leads to help track lead generation. See Majors. |
Move Out Accounting | Final accounting you perform when terminating a contract. Move out accounting allows you to refund or apply security deposits. |
MRR | Monthly recurring revenue from monthly contracts. |
My Approvals | Screen where you can approve or reject contracts you have to review. |
My Profile | You can update your user profile to update your information, set your availability status, and set your culture. |
My Tasks | Screen where you can see all the tasks assigned to you. |
Non-Billable Company | A company with no active monthly contracts. |
Non-Sufficient Funds (NSF) | After you deposit a check into your physical bank account and complete a bank deposit in Kube, you can process an NSF check payment if your bank returns the check due to non-sufficient funds (NSF) (commonly known as "bouncing"). |
Notice to Vacate (NTV) | Notice provided by either the operator or a member with the intention that the company will no longer be occupying a space or continuing their contract. |
One-Time Charge | A charge that does not recur monthly as part of a contract. |
Open AR | The total value of a company's unpaid invoiced charges. |
Open Desk | An area where desks are filled on a first come, first served basis. Allows members to be flexible with their schedule and come and go as they need. Members check in using Coworking Passes. |
Operator | Name used for your organization. Operators run coworking centers. |
Order | All charges included in a single purchase. |
Package | An amenity that is a bundled group of amenities. |
Package Group | A collection of different packages (bundled amenities) that you can create to organize your packages in the Prospect Portal and Member Portal. |
Payable | An amount that needs to be paid to a customer or vendor. If you use Yardi Voyager, you can create payables. |
Payments | After Kube invoices charges, companies can manually pay invoices in the Member Portal, internal members can manually take payments in Kube, or Kube can automatically take payments when the Payments scheduled task runs. |
Permissions | The set of accesses included in roles that limit internal user access to screens and tasks in Kube. See Roles and Security. |
Pricing Management | Umbrella term used to refer to Pricing Forecasts and/or Pricing Inflation Indexes (CPI). Forecasts are used to manage space and amenity pricing in bulk, while CPI is used to maintain contract price escalation percentages aside from the standard escalation percentage. |
Prepayment | Payments made but not applied to charges. Existing prepayments can be applied to payments to reduce the amount of the payment. |
Primary Contact | Every company must have a primary contact that serves as the contact point for billing and contracts. |
Primary Property | For members and companies, the property where they do business most regularly. For internal users, the default property used when screens show filtered information. |
Property | One of your organization's business locations where members and prospects can book spaces and purchase goods and services. |
Property List | List of properties that allows you to control the properties that internal users have access to. |
Property Listing | If your organization uses Yardi Internet List Services (ILS), you can also use a Kube-generated property listing webpage. You can choose to redirect customers from your company's homepage to the property listing webpage that shows your properties. |
Prospect | See Lead. |
Prospect Portal | Website where your prospects (potential customers) purchase goods or services from you to become members. |
Recurring Charge | A monthly charge that is part of a contract. |
Refund | Returning funds to the member who made a payment. In Kube, security deposits and ACH, cash, and check payments must be manually refunded. Kube automatically refunds credit card payments when you process a refund. See Move Out Accounting. |
Retail Pricing Group | Default booking discount group that automatically applies retail space pricing. See Booking Discount Groups. |
Role | Label you assign to internal users to help you match an internal user's responsibilities in your company with the screens and tasks they have access to in Kube. See Permissions. |
Scheduled Task | Automated functions for each of your properties, such as creating monthly invoices and resetting member hours/credits. |
Security | User security that limits internal user access to screens and tasks in Kube. See Permissions and Roles. |
Security Deposit | An amount a company pays your organization that your organization must pay back when the company's relationship with your organization ends, assuming there are no extenuating circumstances that would cause your organization to keep the funds (such as damage to a space). See Liability. |
Security Deposit Ledger | The Security Deposit Ledger shows a running total of a company's security deposits for all properties. See also, Ledger. |
Space | An area in your property that your members, leads, and prospects can book in Bookings Calendars and that you can include in contracts, depending on how you configure different aspects of the space. |
Space Group | Label you assign to booking unit amenities to limit the types of spaces and properties your members and prospects can book using the hours/credits included in the amenity. |
Space Type | Label you assign to spaces to categorize them and to include them in space groups. See Space Group. |
Support Category | Categories used to classify support tickets. |
Support Ticket | Members add support tickets in the Member Portal when they encounter issues that require your assistance. |
Task | An action that an internal user must complete by a specified date. See Activity Feed. |
Tax | You can add tax codes to charge your customers tax. Depending on your organization, you can use either Domestic or International tax. |
Template | Kube includes default email, contract, and invoice templates that you can modify. You can also create your own templates. |
Termination | Ending an active contract to stop billing a company for products and services. |
Ticket | See Support Ticket. |
Tour | An event at one of your properties in which an internal user shows the customer the property and its spaces. |
User & Company Type | A label you can add to companies, members, leads, and contacts to classify how they use your spaces and services. |
Vacancy | The percentage of unoccupied spaces, based on the number of spaces (not square footage). |
Voice | You can purchase Yardi Kube Voice to sell your customers voice amenities that include voice profiles, auto attendants, hunt groups, and phone numbers. See Voice glossary. |
Void | Canceling an invoice or payment. Voiding an invoice duplicates charges back to the Open Charges screen, and voiding a payment opens the invoices included in the payment for repayment. |
Voyager | Yardi Voyager Accounting can be used to manage your organization's accounts payable functions. |
Workflow | An automated set of tasks that you set up and Kube performs when specified parameters are met. |
Write Off | When you decide that a company will not pay an invoice, you can write off the invoice due to it being uncollectible. |
Yardi Internet Listing Services (ILS) | If you are subscribed to Yardi ILS, prospective customers use these services to find properties, book spaces, and purchase products. If you are using Yardi ILS Premium, your Prospect Portal and direct website are listed alongside your property listings, where a potential customer can book spaces and make purchases directly from you. |
YSR Report | Yardi Spreadsheet Reporting (YSR) reports are custom reports based on your organization's specific needs and must be set up in Yardi Voyager before you can run them in Kube. |