Companies are businesses whose members book spaces at your properties and buy products and services from you. Every company has a primary property at which its members conduct the majority of their business. However, companies and their members can also incur charges at your other properties.
All billing and invoicing is done for companies, and when you add a company, Kube labels the company as non-billable until the company has an active contract. If the company does not have any recurring contracts, you can set which booking discount group the members belong to. For more information, see Setting default company group options.
Every company must have a primary contact. When you add a company, Kube does not allow you to save the company without a contact, lead, or member.
This article is part of the Kube customers setup flow. For more information, see Customers setup checklist.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all these menus or fields may not be available or displayed.
To add a company
Select Customers in the top menu and select Companies from the drop-down menu.
Click the Add button.
Complete the fields in the New Company section. For field descriptions, see the New Company Screen Reference at the end of this article.
Click Next.
Complete the fields in the Primary Contact section. For field descriptions for each contact type, see Adding a contact, Adding a lead, and Adding a member.
CAUTION: You cannot change the primary company of a new member created in this step.
TIP: Select Existing Contact to choose from a list of your existing contacts, leads, and members.
Click Save.
TIP: The next step in the Kube customer setup process is to set whether the company makes automatic payments. For more information, see Setting whether companies make automatic payments.
New Company Screen Reference
Primary Property | Property at which the company does the majority of its business. |
Assigned Internal User | Internal user who is responsible for the company. |
COI Exempt | Select this option if the company is not required to provide a COI. Kube excludes the company from the Companies Dashboard > Risk Assessment tile stats when this option is selected. |
Company Registration Number | Company's registration number.
NOTE: This field only appears for operators not located within the United States and only if the field is applicable to the operator's country or territory. |
Mailbox ID | Mailbox number the company receives mail at, if they purchase mail services. |
Enable Check-Ins | Set whether a check-in task generates for the company when they have a contract meeting the space or membership criteria. |
When Taking Company Charges | When members make online purchases, they can either pay when they complete their purchase (Pay Now Only), Kube can add the charges to the company’s monthly invoice (Bill Later), or you can allow the user to select whether they pay now or add the charges to their invoice (Bill Later + Pay Now).
NOTE: Kube preselects the default selection specified for new companies. For more information, see Setting default company billing options. |
Delinquent | Select this option to flag the company for non-payment. This flag is used for reports and can be turned on and off as required. |
Company Aliases | Use this field to add additional names the company may be known by. |
Company Type | Company and user type of the company.
NOTE: Company and user types classify companies based upon the kinds of services they use. For more information, see Adding a user and company type. |
Printer ID | Identification number of the shared printer the company is assigned to use. |
Website | URL of the company's website. |
Parent Company | Select a parent company from the list if the company is considered a child company. |
Company VAT Number | Company's VAT number.
NOTE: This field only appears for operators not located within the United States and only if the field is applicable to the operator's country or territory. |
Booking Discount Group | A booking discount group is a label you can assign to companies to determine whether the company's members pay retail or member price for spaces when making bookings, and whether they receive a discount off the price they pay. For more information, see Adding a booking discount group.
NOTE: Kube preselects the default selection specified for new companies. For more information, see Setting default company group options. |
Mailing Address | Enter the company's mailing address. Kube uses Google autocomplete to verify the address. Select the address from the options that appear below the address field as you type.
NOTE: You can select the Do not use Google autocomplete option to manually enter an address. Kube displays additional address fields. |
Billing Address | Enter the company's billing address. Kube uses Google autocomplete to verify the address. Select the address from the options that appear below the address field as you type.
NOTE: Invoice templates and payables pull the company address from this field.
You can select the Do not use Google autocomplete option to manually enter an address. Kube displays additional address fields.
CAUTION: Depending on your assigned roles or permissions, once this field is saved, it cannot be edited. |
Notifications | Enter email addresses for up to five recipients you want to be copied on all billing emails.
NOTE: For a list of billing emails, see Email template triggers and recipients. |
Other | In the System Settings, you can customize the custom fields that appear in this section to store data specific to your organization. For more information, see Customizing company fields.
NOTE: Custom fields can be added per property once the company details are saved. For more information about adding custom fields per property, see Customizing company custom fields per property. |