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Module CapCowork (view source)

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CapCowork 1.2.8
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Tag: 2017 source edit
(CapCowork 1.2.8)
 
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{{TemplateDocDevFr}}{{TemplateDocUtil}}
[[fr:Module_CapCowork_FR]]
[[Category:Complementary modules]]
[[Category:Complementary modules]]
[[Category:CAP-REL]]
[[Category:CapCowork]]
[[Category:CapCowork]]
[[Category:CAP-REL]]
{{TemplateDocDevEn}}
 
{{TemplateDocUser}}
=Informations=
=Information=
{{TemplateModuleInfo
{{TemplateModuleInfo
|modulename=CapCowork
|modulename=CapCowork
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|webbuy={{LinkToPluginDownloadDoliStore|keyword=capcowork}}
|webbuy={{LinkToPluginDownloadDoliStore|keyword=capcowork}}
|status=stable
|status=stable
|prerequisites=
|prerequisites=Third parties, Products, Invoices and Sales orders modules (enabled along with CapCowork)
|minversion=18.0.0
|minversion=18.0.0
|note= CapCowork - Coworking space management
|note=Coworking space management inside Dolibarr: spaces, co-workers, bookings, subscriptions, check-in, credits, events, day passes, visitors and a public portal.
}}
}}


=Features=
CapCowork runs a coworking space without leaving your ERP. Spaces, co-workers, bookings and subscriptions sit next to the third parties, products, orders and invoices you already have in Dolibarr, and a public portal shows your offer to future co-workers.
==At a glance==
* '''Who it is for''': coworking spaces, shared offices, third places and business centres that rent desks, offices and rooms.
* '''What it does''': it records your spaces and co-workers, takes bookings with conflict detection, follows subscriptions, check-ins, prepaid credits, events, day passes and visitors, and publishes a storefront where visitors send booking requests.
* '''What it does not do''': a request sent from the public portal never becomes a booking by itself, it is reviewed first; billing goes through the standard Dolibarr orders and invoices, which the module creates on request.
==Feature list==
* '''Spaces''' - hot desk, dedicated desk, private office, meeting room, phone booth and event space, with capacity, hourly, half-day, daily and monthly prices, buffer time, equipment and a photo.
* '''Co-workers''' - linked to the Dolibarr third parties, with membership start and end dates; an expired membership is flagged.
* '''Bookings''' - conflict detection that takes the buffer time of the space into account, generation of a sales order for prepayment, confirmation when the order is validated, and release of the slots nobody showed up for.
* '''Recurring subscriptions''' - monthly amount, automatic renewal and renewal reminders.
* '''Classified ads''' - between co-workers: available, wanted, exchange, with an expiry date.
* '''Check-in and check-out''' - by hand or by scanning a QR code, with the list of people present.
* '''Prepaid credits''' - credit wallets in hours or in money per co-worker.
* '''Events''' - with a maximum number of attendees and co-worker replies (confirm, decline, maybe).
* '''Day passes''' - full day, morning, afternoon or night, sold as a product of your catalog, with a printable QR code and an invoice on request.
* '''Visitors''' - registration of the people who are not co-workers, with their host and their arrival and departure times.
* '''Planning''' - bookings by space in day, week, month or list view.
* '''Analytics''' - active co-workers, active subscriptions, monthly recurring revenue, bookings and check-ins of the period, most booked spaces.
* '''Public portal''' - a themable storefront (four themes) with spaces, pricing, events, classified ads, a booking request form and a contact form; the requests arrive in Dolibarr.
* '''Languages''' - interface in French, English, German, Spanish, Italian, Dutch and Brazilian Portuguese.
==Screenshots==
<gallery widths="300px" heights="200px">
File:CapCowork capcowork-accueil.png|CapCowork home page
File:CapCowork capcowork-espaces.png|List of spaces with photo, type, capacity and prices
File:CapCowork capcowork-planning.png|Planning of the bookings by space
File:CapCowork capcowork-checkin.png|Check-in page: people present and day pass check-in
File:CapCowork capcowork-pass-jour-fiche.png|Day pass card with its printable QR code
File:CapCowork capcowork-analyses.png|Analytics dashboard
File:CapCowork capcowork-portail-accueil.png|Home page of the public portal
File:CapCowork capcowork-portail-espaces.png|Spaces of the public portal, filtered by type, capacity and keyword
</gallery>
=Links=
* [https://doc.cap-rel.fr/capcowork/?lang=en Module documentation]
* [https://doc.cap-rel.fr/capcowork/nouveautes-1-2-8 What's new in version 1.2.8] (in French)
* [https://dolinews.com/en/projets/capcowork Get update notifications]
* [https://cap-rel.fr/sav-module-dolibarr/ Support form]
* [https://tests.cap-rel.fr/projects/21/quality Automated test report]
* [https://dolitry.fr/capcowork/ Online demo]: a Dolibarr with a demonstration coworking space already filled in, created for you in less than 20 seconds and removed after the session
=Requirements=
{| class="wikitable"
! Item !! Version or condition
|-
| Dolibarr || 18.0 or higher
|-
| PHP || 7.4 or higher
|-
| Rights || an administrator account to install, enable and set up the module
|}
Enabling CapCowork also enables the Dolibarr modules it relies on:
{| class="wikitable"
! Dolibarr module !! Used for
|-
| Third parties || every co-worker, booking, subscription and credit wallet is attached to a third party
|-
| Products || a day pass is sold as a product of the catalog
|-
| Sales orders || the order generated to prepay a booking
|-
| Invoices || the invoice of a day pass, and the billed status of the bookings
|}
=Installation=
{{InstallModuleDoliStoreEn|keyword=capcowork}}
==Upgrade==
# Install the new version through '''Home > Setup > Modules/Applications > Deploy/install external app/module'''.
# Disable then enable the module again: enabling applies the database upgrades and registers the new hooks and permissions.
==Uninstall==
Disable the module from '''Home > Setup > Modules/Applications'''. The data is not deleted.
=Setup=
{{ActivationModuleEn}}


'''CapCowork''' turns Dolibarr into a complete coworking management tool. Spaces, members, bookings, subscriptions, check-in, credits, events and analytics live in your ERP, linked to the third parties, contacts, orders and invoices you already use.
The setup is in '''Home > Setup > Modules > CapCowork'''. It has five tabs: '''Settings''', '''Place''', '''Public portal''', '''Demonstration data set''' and '''About'''.


[[File:CapCowork_planning.png|thumb|center|700px|The visual planning board: bookings per space over the week]]
==Settings==


= Features =
{| class="wikitable"
! Setting !! Purpose !! Default
|-
| Reference masks || numbering of spaces, co-workers, bookings, subscriptions, ads, credits, events and day passes || one mask per object
|-
| No-show grace period || minutes after which a booking nobody showed up for is released || 15 minutes
|-
| Classified ad expiry || lifetime of a classified ad || 30 days
|-
| Enable the public portal || opens the storefront to visitors; when off, every portal address answers "page not found" || yes
|-
| Auto-publish ads || publishes new classified ads without review || no
|-
| Notification emails || address told of each new booking, and address told of each new portal request || empty
|}


== Spaces ==
The buffer time between two bookings is set on each space.


* Every kind of space: hot desk, dedicated desk, private office, meeting room, phone booth, event space.
==Place==
* Each space belongs to a venue, whose address is kept apart from your company address: the public portal and your visitors see the venue, your invoices keep the company address.


== Bookings ==
The '''Place''' tab holds the postal address of the coworking space, kept apart from the address of your company: name, address, phone, email, opening hours, access instructions, map and coordinates. This is the address the public portal shows; your invoices keep the company address. Empty fields fall back to the portal settings, then to your company card.


* Automatic conflict detection, with a configurable buffer time between two bookings on the same space (15 minutes by default).
==Public portal==
* Prepayment through a Dolibarr order.
* Bookings nobody showed up for are released automatically after a grace period (30 minutes by default).
* Visual planning board by week, month or list, one line per space.


== Members and subscriptions ==
The '''Public portal''' tab gives the address of the portal, the theme, the content of the storefront, the sections shown, the legal texts and the handling of requests. A space appears on the portal when it is active, published on the portal and not under maintenance.


* Residents, occasional users and visitors, linked to the Dolibarr third parties and contacts.
==Scheduled jobs==
* Recurring subscriptions with automatic renewal and reminders.
* Prepaid credits, so a member can pay for a service without an invoice.


== Check-in, day passes and visitors ==
The module registers three scheduled jobs, disabled at install, to enable in '''Home > Setup > Scheduled jobs''':
* expiry of classified ads (daily);
* release of no-show bookings (every 15 minutes);
* subscription renewal reminders (daily).


* Check-in and check-out by QR code or by hand.
==Demonstration data set==
* Day passes (full day, half day, night), each with its own QR code.
* Registration and tracking of the visitors who are not members.


[[File:CapCowork_checkin.png|thumb|center|700px|Check-in screen]]
The '''Demonstration data set''' tab builds a place of about fifty client companies (co-workers, subscriptions, months of bookings dated from the day of the generation, day passes, visits, events) and can purge it again. It is meant for demonstrations, training sessions and acceptance testing: it refuses to act until the constant <code>CAPCOWORK_ALLOW_DEMO_DATA</code> is set to 1 (or <code>MAIN_FEATURES_LEVEL</code> to 2).


== Community ==
=Permissions=


* Classified ads between members: available, wanted, exchange. Ads expire on their own.
Each part of the module has its own permissions, granted by an administrator from '''Home > Users & Groups''', '''Permissions''' tab:
* Events with member RSVP.
* spaces, co-workers, bookings and subscriptions: read, create/update, delete;
* manage ads, manage billing, manage public portal requests, check-in/check-out, manage credits, manage events, manage day passes, manage visitors.


== Public portal ==
The planning is shown to users who can read bookings, the analytics to users who can read spaces.


A themable storefront showing your spaces, pricing, classified ads and events. Booking requests and the contact form land straight into Dolibarr, where a dedicated permission lets your team handle them.
=Usage=


[[File:CapCowork_portal_spaces.png|thumb|center|700px|The public portal, spaces page]]
Once the module is enabled, a '''CapCowork''' menu appears in the top bar, with one entry per part of the module: spaces, co-workers, bookings, planning, subscriptions, classified ads, check-in, analytics, day passes, inquiries, events, visitors and credit wallets.


== Analytics ==
==Bookings and prepayment==


A dashboard with occupancy, revenue and attendance indicators: active members, recurring revenue, top spaces, period statistics.
Pick the space, the co-worker and the dates: the module checks for conflicts before saving. On the booking card, '''Generate order''' creates a sales order for the booking; validating the order confirms the booking, and paying the invoice marks it billed. A booking created as '''Prepaid''' gets its order at once.


[[File:CapCowork_analytics.png|thumb|center|700px|The analytics dashboard]]
==Day passes==


A day pass is the one-off access of someone who takes neither a subscription nor a booking. It is generated from a product of your catalog, which sets its price, and carries a QR code. At the front desk, the first scan records the arrival, the second the departure. From its card, the pass can be edited, cancelled, deleted or invoiced.


= Installation =
==Requests from the public portal==


# Download the module archive.
Booking requests, event registrations and contact messages sent from the portal arrive in '''CapCowork > Inquiries'''. From a request you can follow its status, create a prospect, open a booking form filled in from the request, or reply by email.
# Log in to Dolibarr as administrator, go to ''Home - Setup - Modules/Applications'', tab ''Deploy/install external app/module'', and upload the archive.
# Activate '''CapCowork''' in the module list.


The module creates its tables, its venue (from your company card) and its scheduled jobs automatically. When upgrading, replace the files, then disable and enable the module again to apply the database changes and register the new permissions.
Each screen is described in the [https://doc.cap-rel.fr/capcowork/utilisation?lang=en user guide] and the portal in its [https://doc.cap-rel.fr/capcowork/portail-public?lang=en own guide].


Disabling the module does not delete any data.
=FAQ=


= Setup =
'''How do I avoid back-to-back bookings on the same space?'''<br>
Set a buffer time on the space: the conflict check keeps that delay free between two bookings.


''CapCowork - Setup'', reserved to administrators:
'''Why does generating a day pass require a product?'''<br>
The pass is sold as a service of your catalog: that link gives it its price and lets you invoice it. Create a service on sale (for example "Day pass") in '''Products/Services''', it then appears in the generation form.


* buffer time between two bookings and no-show grace period, in minutes,
'''A space does not show on the public portal.'''<br>
* switches for each feature: QR code check-in, credits, events, day passes, visitors, automatic publication of ads,
It must be active, published on the portal and not under maintenance, and the public portal must be enabled in the setup.
* the public portal, with its own tab: theme, storefront content, displayed sections and handling of requests,
* the ''Venue'' tab: name, address, phone, opening hours, access instructions, map and coordinates.


Three scheduled jobs are registered: expiry of classified ads (daily), release of no-show bookings (every 15 minutes) and subscription renewal reminders (daily). The Dolibarr job scheduler must be enabled for them to run.
'''No-show bookings are not released.'''<br>
Enable the CapCowork scheduled jobs in '''Home > Setup > Scheduled jobs'''.


Permissions are split by object: spaces, members, bookings and subscriptions (read, create/update, delete), plus classified ads, billing, public portal requests, check-in, credits, events, day passes and visitors.
All questions: [https://doc.cap-rel.fr/capcowork/faq?lang=en documentation FAQ].


= Documentation and support =
=Development=


* User documentation: [https://doc.cap-rel.fr/capcowork/ doc.cap-rel.fr/capcowork]
Developments and improvements can be suggested to the project maintainer by email (see the headers of the source files) or through the [https://cap-rel.fr/sav-module-dolibarr/ support form].
* Support: [https://cap-rel.fr/sav-module-dolibarr/ cap-rel.fr/sav-module-dolibarr]
Eric.seigne
417

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