What Selfdesk does

In detail

• Your own link to your space
• A space code for anyone who installs the app first
• Your own landing page with your own words
• Open to Google once you publish

What it means

For you: A page at selfdesk.app/s/your-space, even without a website of your own.

For your members: Sees plans, areas and rooms before joining.

In detail

• One sentence about you and your own text
• Up to twelve photos
• Amenities to tick
• Access, hours and directions
• Up to six frequent questions
• Free desks for the next days
• Visits arranged by email
• A way back to your website in the page header
• Legal notice and privacy information from your legal details, naming only what you use

What it means

For you: You write the page in the app or in the browser; plans and rooms come from your settings.

For your members: Sees photos, hours and prices before joining, and books from there.

In detail

• Domain with and without www, or a subdomain
• DNS records to copy, checked by itself
• Selfdesk takes care of certificate and redirect
• Your legal notice at /impressum, your privacy information at /datenschutz
• Old links and posters lead to the domain

What it means

For you: One or two DNS records at your provider, then Selfdesk names your address everywhere. Costs nothing extra.

For your members: Finds you at the address on your sign.

In detail

• Window at the bottom right of your space page, also on your own domain
• “Ask about this” at a plan, a room and the day ticket, the offer is attached to the question
• Questions arrive in your inbox, marked as prospect
• If the prospect has left the page, your reply goes by email; replies to it come to your address
• If the prospect becomes a member, the conversation moves to their account
• Switch next to the public page, off by default

What it means

For you: The question before the first visit arrives where your members' messages are.

For your members: Asks beforehand whether a desk is free, without an email program and without an account.

In detail

• Choose a plan
• Accept terms and right of withdrawal
• Enter a billing address
• Add a payment method

What it means

For you: No paper, no signature, nothing to retype. Which version of the terms applied is stored with a date.

For your members: Five minutes on a phone, without asking you.

In detail

• Open contracts on your start screen
• Every open contract at a glance
• Confirm or decline
• The reason goes to the member
• Unlock the doors in the same step

What it means

For you: You decide who gets in. Nothing happens on its own.

For your members: Sees the contract is waiting for confirmation, and hears back.

In detail

• One at a time or as a list
• Preselect a plan
• Preselect a role

What it means

For you: You never retype someone else's data.

For your members: Creates the account and billing address themselves.

In detail

• Map the columns yourself
• A plan per row
• A fixed desk per row
• Doors per row, also afterwards
• Preview, and the import can be undone
• Invitation by email or as a link to pass on
• Works with any account, Apple with a hidden address too
• Link to an account afterwards
• Move the start or withdraw the contract until it has begun

What it means

For you: From Cobot, from Excel, or from a list you kept by hand.

For your members: Gets an invitation and finds their contract prepared.

In detail

• Free desks per day
• An area instead of a desk where places are unnumbered
• Free cancellation within an hour, or before the day

What it means

For you: No message to you needed. How far ahead people can book is up to you.

For your members: Sees which day of the month this is and what another one would cost.

In detail

• A price per room, discount and free hours per plan
• Move a booking instead of rebooking
• Guests book without an account, within your guest hours

What it means

For you: The price is set on the room, the plan says how much of it is included. Day guests pay the room's price.

For your members: On plans with a day allowance, free hours and discount apply only on days with a desk; a room-only day costs the full room price.

In detail

• Price per person, per booking, per item or per hour
• Tax rate per extra, 7 % for food, 19 % for drinks
• Lead time per extra, fixed after that and charged even on cancellation
• Guests pay for room and extras in one go, members add them afterwards
• One Orders page with the total per day

What it means

For you: What you need to buy or order from the café is listed per day. Ordering is done by hand.

For your members: Adds extras to the booking after booking the room; they go on the monthly invoice. The plan discount applies to the room only.

In detail

• Pick a day, the guest takes a desk on site
• Released per area, with a daily maximum if you like
• The guest picks the area only if you want that
• Up to six days in one purchase, each at the day price, cancellation per day until it starts
• Paid by card, door through the link in the email
• If you like, bookable online only until a set time the day before
• A walk-in guest books for today through your QR code, with no cut-off and no request
• On the booked day the guest sees the free desks and claims the one they sit at, also from the desk’s QR code

What it means

For you: The price is the day price of your plan without contract. Day guests appear by name in the day plan once they have paid. You show the QR code for a walk-in guest on the web or in the app.

For your members: A day guest needs no account. Whoever comes more often signs up and pays monthly.

In detail

• The guest's card is only put on hold, it is charged with your yes
• Answer by the start of the first day, with a reminder one hour before
• Without an answer the hold is released and the guest gets an email
• Deselect single days, only the rest is charged
• Email with a link to the request, plus a notification in the app
• The first answer counts when there are several of you

What it means

For you: You see name, days and arrival time and answer on the web or in the app. It does not apply to the walk-in guest, who books through your QR code.

For your members: Before sending, the guest reads that their card is only put on hold and charged after your yes. They can withdraw an open request at any time.

In detail

• One code for rooms, one for day tickets
• Runs on the website from your space details and on any address you add
• Guests choose inside the frame; payment is by card at Stripe

What it means

For you: You copy the code on the web under Share and paste it into your site.

For your members: Guests need no account for it.

In detail

• Daily, weekly or monthly
• Ends at the booking window
• Taken dates are skipped, never overbooked
• Single dates can be taken out or moved to another seat

What it means

For you: Who is holding how much is in a list of its own — desks and rooms together. In the app, any series can be ended from there.

For your members: Sees which dates will be skipped and what the series costs before booking.

In detail

• Scan the QR sticker on the desk
• Or tap it in the app
• Counts towards the allowance

What it means

For you: You see who is in without keeping a list.

For your members: One scan, done. Fixed desks skip it.

In detail

• Create a booking for a member
• Check someone in by hand
• Add days after the fact

What it means

For you: Not on the web. That is a gap, not a decision.

For your members: Only notices that the day is billed correctly.

In detail

• Bookings and cancellations, a series as one entry
• Kiosk purchases, undoable in the app for 60 seconds
• Door attempts, including the failed ones
• Contract, invoices, payments, credit

What it means

For you: The list answers "when was that charged?", not you.

For your members: Sees only their own entries, filtered by area. New ones show up as a hint at the top; the list does not jump.

In detail

• Open and lock
• No surcharge per door
• The lock button only appears when the door is open

What it means

For you: No key board, no handover, no keys being copied.

For your members: Opens from the start screen without hunting through the app.

In detail

• Grant doors per member
• Revoking takes effect at once
• Ends with the contract on its own

What it means

For you: Whoever leaves loses access the moment the contract ends.

For your members: Only sees the doors that are open to them.

In detail

• After 30 days the name is removed; door, time and outcome stay without a person
• Not meant as attendance tracking

What it means

For you: Enough to settle an incident, too little to watch anyone.

For your members: The retention period is in the space's privacy notice.

In detail

• Tap the product, see the price with VAT, confirm
• The tab runs until month end
• Its own kiosk invoice each month

What it means

For you: No till, no tally sheet, no cash.

For your members: Buys without a wallet, sees the tab at any time and gets a kiosk invoice at the end of the month.

In detail

• Price and VAT rate per product
• Counter sales by you
• Its own invoice each month

What it means

For you: One invoice can carry several VAT rates. Kiosk is billed separately from rent, because a member deducts the rent as a business expense and the snacks not.

For your members: Gets the kiosk invoice as its own document.

In detail

• An allowance with a price per extra day
• A fixed desk as part of the plan
• Order and visibility
• Gross prices; the VAT rate belongs to the space

What it means

For you: 19 %, 7 %, or none at all under the small-business rule — nowhere hard-wired.

For your members: Sees prices exactly as they appear on the invoice.

In detail

• A card holding days or an amount
• The expiry date is shown before the purchase
• A reminder before it runs out

What it means

For you: Card holders are the core business at many spaces, not a footnote.

For your members: Sees a date as a date, not as “valid for 30 days”.

In detail

• Monthly or one-off
• Per member
• Runs through the normal invoice

What it means

For you: No second contract and no invoice written by hand.

For your members: Sees the item on the same invoice.

In detail

• The member invites the person themselves, by link, code or email
• Everyone has their own account, their own door and their own bookings
• Without permission only what the allowance covers; with permission on the member's invoice, optionally with a monthly budget
• Limits per person for days and room hours
• Set on the plan how many may come along, with a fixed desk too
• The group counts once in the Selfdesk price

What it means

For you: No second contract, no arrangement by hand, and the member list shows who uses whose contract.

For your members: Takes a colleague along, pays alone and ends it whenever they like.

In detail

• The price sits on the member, not on the plan
• Derived from the plan they hold
• Everyone else keeps their price

What it means

For you: The friend's rate for your first tenant, without creating a shadow plan.

For your members: Notices nothing but the amount.

In detail

• Correct a typo, for past months too, without anyone having to agree
• New prices from a future month, the old one applies until then
• Per change for everyone, for everyone who agrees, or for new members only
• Before saving, it says what stays billed and what is recalculated
• Change or withdraw planned prices until their month has started

What it means

For you: You correct a price on the plan itself, without a second plan and without moving anyone.

For your members: Sees an announced price with its date before it applies.

In detail

• Price per billing month at a glance
• Every entry with version, person, reason and number of invoices
• Individual agreements and renamings in the same history

What it means

For you: When a member asks why they paid more in August, the answer is there.

In detail

• Per price change, who has not agreed yet and what they keep paying
• Remind one member or everyone at once
• Charge a member the new price from next month
• Ask for agreement to the price list version in force after the fact

What it means

For you: Nobody is locked out because a price changes.

For your members: Keeps booking and opening the door, even without agreeing.

In detail

• A preview per member before the run
• Rent, kiosk and platform fee as separate documents
• Invoice numbers run through

What it means

For you: The only scheduled task Selfdesk leaves you.

For your members: Gets the invoice by email and in the app.

In detail

• Selfdesk retries passing errors itself, and never sends anything to Lexware Office or sevDesk twice
• With "Needs you", the reason and the buttons that work then
• One summary email instead of one per invoice
• A history per invoice with the raw text to copy

What it means

For you: You see which invoice is stuck and why, instead of hearing it from a member.

For your members: Sees an invoice once it has a number, and gets it by email.

In detail

• Paid out straight to your account
• Stripe account prefilled from your legal details; Stripe only asks for the rest
• Apple Pay and Google Pay
• We never touch the money
• Stripe's fee per payment at cost, with a monthly statement

What it means

For you: No separate contract with a payment provider, and no cut of your membership fees. Stripe's fee per payment is passed on without markup.

For your members: Adds a payment method once.

In detail

• Switched on per space, alone or next to card and direct debit
• If you offer both, the member chooses
• You mark transfers that arrived as paid on the invoice
• The kiosk is still charged

What it means

For you: You match the incoming payments on your account yourselves. Selfdesk does not see them.

For your members: Transfers the rent after the invoice. The kiosk still needs a card or direct debit.

In detail

• With the day the money arrived
• Undo it if you made a typo
• In the audit log and in the export for your accountant
• Not while Stripe is collecting

What it means

For you: You still match the bank statement yourselves; the result then shows on the invoice.

For your members: Sees "Paid on …" on the invoice.

In detail

• EPC-standard QR code next to the IBAN, on the PDF and on the web
• Holds recipient, IBAN, amount and the invoice number as reference
• In the app, copy IBAN and reference instead of scanning
• No code when the invoice is collected or already paid

What it means

For you: Payments arrive with the invoice number as reference. Needs an IBAN and account holder in your legal details.

For your members: Scans the code or copies IBAN and reference into the banking app.

In detail

• Failed collections
• Try again
• Write to the member

What it means

For you: You do not have to keep track of who has not paid.

For your members: Gets a reminder before you have to get in touch.

In detail

• No export, no retyping
• When something is stuck, reason and history are on the invoice
• Can be chosen right when creating the space

What it means

For you: Lexware Office and sevDesk are connected, DATEV is not.

In detail

• Invoice number and PDF from sevDesk
• Selfdesk creates missing customers
• Draft first, then finalised, never twice

What it means

For you: sevDesk offers the interface from the Buchhaltung Pro plan.

In detail

• Invoices as PDFs
• An overview as CSV
• Any month you like

What it means

For you: All your raw data without asking us — one of the five yardsticks you can hold us to.

In detail

• All invoices as PDFs
• Kiosk receipts separately
• A year or a month as a ZIP with a CSV list
• Change the billing address themselves

What it means

For you: No more emails asking you to resend the invoice from March.

For your members: Downloads them at any time, even after leaving.

In detail

• Plan and room with version and date below the totals
• Individual prices as “Calculated by agreement”
• In the closing text for Lexware Office
• Positions are recorded when the invoice is created and never recalculated

What it means

For you: If someone asks about a price, the invoice says which prices applied.

For your members: Sees which prices applied to the invoice.

In detail

• The current plan with the allowance used
• A change takes effect on the first of the month
• Contract history

What it means

For you: A switch creates no work and no hand-made part-month.

For your members: Sees beforehand what the new plan costs and when it starts.

In detail

• Cancellation at the end of the month
• Confirmation by email
• Access ends with the contract

What it means

For you: You hear about it at once and have nothing to close by hand.

For your members: No letter of cancellation, no deadline to hunt for.

In detail

• The contract as a PDF
• The accepted version of the terms, with a date
• Right-of-withdrawal notice

What it means

For you: You can show which version somebody accepted.

For your members: Has their paperwork without asking.

In detail

• Today and any other day
• Who has checked in
• Free places

What it means

For you: You answer “is anything free tomorrow” in two seconds.

In detail

• Pick a period
• Cancelled ones included
• CSV download

What it means

For you: For the tax return, for your landlord, for your own spreadsheet.

In detail

• Revenue per month, split into desks and rooms
• A forecast of occupancy
• Contracts ending in 30, 60 or 90 days

What it means

For you: Metrics you cannot find are one of the most common complaints about the big providers.

In detail

• New contracts and cancellations
• Bookings and cancellations
• Change log

What it means

For you: One glance instead of five screens.

In detail

• One inbox for all admins, with Open, In progress and Done
• The invoice, booking, door, payment, plan, credit or kiosk purchase is attached to the message, with its details
• Forward errors of the app to Selfdesk, without the member's name
• Write yourselves: from the member's page or right at a payment, an invoice or an application
• Notification on the phone, email only for unread messages
• Can be switched off, members then see your email address

What it means

For you: The question about an invoice arrives with invoice number and amount, not as a WhatsApp without context.

For your members: Asks right at the invoice and sees whether someone is on it.

In detail

• Areas such as “open plan” or “back room”
• Desks one by one or as a block
• Unnumbered areas without desk numbers

What it means

For you: If you have no desk numbers on the wall, you do not need them in the software either.

For your members: Books a desk or just an area, depending on the setting.

In detail

• Size and equipment
• A price per hour for each room, gross
• Publicly bookable or not

What it means

For you: Phone booth and seminar room cost what you set for each. A room can be bookable from outside without an account.

For your members: Sees what the room costs before booking.

In detail

• Opening hours per weekday
• The booking window in days
• Bookable time slots

What it means

For you: The window also limits how long a recurring booking may run.

For your members: Only sees days that are actually bookable.

In detail

• A sticker per desk
• A sheet for all desks
• A poster for the wall

What it means

For you: The sticker also sends people without the app to the right page.

For your members: Scans and is checked in.

In detail

• Logo and accent colour
• Light and dark mode
• Applies in the app and on the web

What it means

For you: Not white-label, but your space looks like yours.

For your members: Recognises their space.

In detail

• Signing up and signing in are one path, with a six-digit code
• Google on the web and in the app
• Apple on the web and in the app
• Password optional, at least 12 characters
• A fresh code from the email before a password, deleting a space and exports

What it means

For you: You never manage a password.

For your members: Stays signed in as long as the app is opened again within 180 days, the browser within 30.

In detail

• Face ID or a code
• German and English
• Light and dark mode
• Push on or off

What it means

For your members: Sets it themselves, without asking you.

In detail

• Fill in a template or upload your own
• Versions with a date
• Preview of the next version with everything that changes
• The price list is created by itself with every price change, with announced prices and their month
• Acceptance is logged

What it means

For you: Three documents are built from your details, the conditions of use you upload yourself.

For your members: Sees exactly the version they are accepting when joining.

In detail

• The owner agrees in Selfdesk; time and version are stored
• PDF with your legal details for your records
• List of sub-processors, servers in Germany
• Selfdesk announces a new version by mail and asks you to agree again
• The text is public at selfdesk.app/avv

What it means

For you: One click by the owner, then the agreement is ready as a PDF.

In detail

• In the app and on the web under Settings → Account, with two confirmations
• Without the app through a public page, confirmed by email
• Access ends at once, the contract at the end of the month
• Invoices stay until the retention period ends

What it means

For you: You have nothing to do and nothing to prove.

For your members: No letter to support needed.