Virtual office

The virtual office is the coworking service that gives a person or company a business address (to use as a registered address and to receive mail) without a desk on site. In Memberfy, the client sees the address they hired, is notified of each letter that arrives through Parcels, with a photo of the envelope, and chooses what to do: I'll pick it up, Forward or Discard. The front desk carries it out and marks it as done.

#What it's for

#How it works

#Turn it on and register the address

In Settings › Coworking, the Virtual office card has the switch and the Business address: Country, ZIP / postal code, Street and City (required), plus Number, Suite / unit, Neighborhood and State. Without the address, it cannot be turned on ("To turn the virtual office on, fill in the business address."). The owner and the admin change it; the rest of the team only reads it.

The Plans and products with the virtual office card lists what includes the service, with the Plan or Product badge (and Inactive, if so), and the Open plans and Open products shortcuts.

#Who has the virtual office

In the editor of a plan's billing option, or of the product, the Includes virtual office switch ("Whoever has this plan or product sees the community's business address and chooses what to do with their mail."). The service belongs to:

• whoever has a live subscription (active, in trial or within the payment grace period) or a purchase granting access to a marked plan or product;
• the person whose company has that plan or product;
• the person linked to an active coworking company whose Residence type is Virtual office.

Whoever has it sees the Your business address card ("Use this address as your company's registered address and to receive mail."), with Copy and where it comes from ("Included in: …"), in My company and in My parcels. Whoever doesn't have it sees nothing.

#The letter and the request

The front desk registers the mail in Parcels, with the type Letter and a photo of the envelope; the recipient gets the usual notice. If the letter is for someone without the service, the register screen warns "No active virtual office: this person or company has no plan that includes it.", and the letter is registered anyway.

On the letter page, whoever has the service sees What to do with the letter:

Each letter has one open request at a time. Until the front desk marks it as done, whoever asked can Cancel request, and the letter stays stored. Requests only apply to letters still waiting for pickup. On a company's letter, anyone currently in the company with access to the space can ask; only whoever asked can cancel.

Forwarding addresses are yours: up to 5, with a name ("Home", "Office") and recipient. Only you see them; the front desk sees only the address of the letter you asked to forward, and removing an address does not change a forward already requested.

#The front desk queue

For the team, the Parcels space gets the Requests tab: Pending requests (oldest first), Done and Canceled, with the type of request and who asked. Mark as done, in the queue or on the letter page, closes the letter:

When forwarding, whoever asked gets the e-mail "Your mail was forwarded", with the address, the carrier, the tracking code and the date, in the same category as the Parcels notices in E-mails from this community. The Forwarded status appears in the queue filters and in the member's history.

#Whoever lost access

Whoever can no longer open the Parcels space (left the plan, the group or the company) cannot request or cancel. Whoever lost the virtual office cannot make a new request either; the front desk can still complete or cancel the requests in the queue.

#Step by step

#Turn on the virtual office

Role: owner or admin.

1. Open Settings › Coworking.
2. Fill in the Business address and turn on Virtual office.
3. Tap Save.
4. In the editor of each billing option or product that includes the service (in Monetization), turn on Includes virtual office and save. For a resident company, choose Virtual office in Residence type.

#Ask what to do with a letter

Role: the recipient with a virtual office.

1. Open the letter in My parcels.
2. Under What to do with the letter, tap I'll pick it up, Forward or Discard.
3. To forward, pick the address in Send to (or Add address) and tap Request forwarding.

#Mark the request as done

Role: team.

1. In the Parcels space, open the Requests tab.
2. On the request, tap Mark as done.
3. For a forward, fill in the carrier ("E.g. USPS") and the tracking code and tap Confirm forwarding.

#Common errors and how to fix them

#Frequently asked questions

Does the front desk open and scan the letter? No. The client sees the photo of the envelope, as with any parcel.

Does Memberfy charge for forwarding postage? No. The postage cost is part of the plan or charged separately by the coworking.

Does the registered address declaration come from Memberfy? No. The coworking contract covers that.

#Through the assistant

The client asks for the business address (get_my_virtual_office), manages forwarding addresses and asks for or cancels what to do with a letter (create_parcel_request, cancel_parcel_request). The team turns the service on and registers the address (update_virtual_office_settings), checks whether a recipient has the service, sees the queue (list_parcel_requests) and marks requests as done (complete_parcel_request, with confirmation). See Tools · Parcels.

#In the API

With X-CommunityId in the header: GET and PUT /api/virtual-office/settings, GET /api/virtual-office/me (Your business address), GET /api/virtual-office/recipient-status, GET, POST, PATCH and DELETE /api/virtual-office/me/addresses, POST and DELETE /api/parcels/parcels/{parcelId}/request, POST .../request/complete and GET /api/parcels/spaces/{spaceId}/requests (the queue). The product gets includesVirtualOffice, and the parcel, the FORWARDED status. The full reference, generated from the API, will be under the VirtualOffice tag of the API reference once it reaches communities.

#Related

• Parcels
• Companies
• Plans
• Products
• E-mails from this community