> ## Documentation Index
> Fetch the complete documentation index at: https://learn.nexudus.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Plans

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

## Overview

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

A plan can represent:

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

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

## How to access

Navigate to **Inventory → Plans**.

<Note>
  Requires the **tariff** role.
</Note>

***

## Plan kinds

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

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

***

## Creating a plan

<Steps>
  <Step title="Navigate to Plans">
    Go to **Inventory → Plans** and click the "+" button.
  </Step>

  <Step title="Enter plan details">
    * **Plan name** — a clear name shown to customers
    * **Plan kind** — select the category that best fits
    * **Plan description** — explain what's included (shown in the members portal)
  </Step>

  <Step title="Set pricing and billing cycle">
    * **Price** — the recurring charge amount
    * **Every (months/weeks)** — how often the plan is invoiced (e.g., 1 month, 3 months, 1 week)
  </Step>

  <Step title="Configure portal display">
    * **Display this plan on the website/App** — whether customers can see and purchase it
    * **Category** — a grouping tag for the shop
    * **Display position** — sort order
  </Step>

  <Step title="Save">
    Click **Save** to create the plan. Additional tabs become available for benefits, limits, restrictions, deposits, and legal terms.
  </Step>
</Steps>

***

## Pricing and billing

### Billing cycle

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

<Info>
  You can choose **either** month-based or week-based billing, not both. Setting one clears the other.
</Info>

### Additional invoices

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

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

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

### Billing day and prorating

#### Billing day

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

#### First invoice prorating

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

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

**How it works:**

1. Customer signs up on day X

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

3. If that number of days ≤ **First invoice prorated discount**, prorating applies:
   * Days in the full billing cycle = M (e.g., 30 days for a monthly plan)
   * Days until next billing = N
   * Days to discount = M - N
   * Price per day = (Plan price) / M
   * Discount = (Price per day) × (Days to discount)
   * A negative line item is added to the first invoice with this discount amount

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

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

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

#### Last invoice prorating (cancellation discount)

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

**How it works:**

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

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

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

#### Advance invoicing

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

**How it works:**

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

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

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

### Booking charges due date

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

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

### Minimum price

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

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

**How it works:**

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

***

## Benefits

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

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

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

### Discounts

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

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

***

## Limits

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

### Cancellation and pausing

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

### Account management

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

### Contract terms

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

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

***

## Restrictions

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

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

### Access day restrictions

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

### Access time restrictions

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

### Booking time restrictions

| Field                         | Description                             |
| ----------------------------- | --------------------------------------- |
| **Booking minutes per month** | Maximum booking time per calendar month |
| **Booking minutes per week**  | Maximum booking time per calendar week  |

### Visitor restrictions

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

***

## Deposits and sign-up fees

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

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

### Plan components

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

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

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

***

## Virtual office plans

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

<Note>
  To enable virtual office features, check **"This plan is a virtual office plan"** on the General tab. The **Virtual Office** tab then appears.
</Note>

### Virtual office onboarding

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

#### Proof of address

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

#### Proof of ID

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

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

#### AML screening

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

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

**AML check statuses:**

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

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

#### Contract activation

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

#### Custom onboarding form

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

### Virtual office delivery handling

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

#### Delivery categories

Configure handling options separately for:

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

#### Handling options

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

#### Charges linked to handling actions

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

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

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

#### Contact limits

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

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

***

## Legal

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

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

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

***

## Best practices

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

***

## Related pages

<CardGroup cols={2}>
  <Card title="Products" icon="box" href="/platform/billing/products">
    Create products to use as sign-up fees, deposits, or plan components.
  </Card>

  <Card title="Contracts" icon="file-signature" href="/platform/finance/contracts">
    Manage customer contracts linked to plans.
  </Card>

  <Card title="Resources" icon="door-open" href="/platform/billing/resources">
    Configure resources and link them to plans via access rules.
  </Card>

  <Card title="Virtual Office Onboarding" icon="building" href="/member-portal/virtual-office/onboarding">
    The customer-facing onboarding flow for virtual office members.
  </Card>
</CardGroup>