Terms

The words that appear in the management screens, on your invoices and in these articles, explained in one sentence each.

• Receipt and invoice

  A receipt is the small-amount invoice under § 33 UStDV that is issued on an instant payment in the kiosk, while an invoice is the monthly document for everything that was not paid instantly. For one purchase line there is always exactly one of the two, and receipts have their own number range.

• Inventory

  The inventory is the second half of Setup: the facts about your space, meaning desks, rooms, tax rate, connections and presence. Unlike a starter task, an inventory item may stay empty without anything being missing.

• Gross price

  The gross price is the price including VAT, meaning the number somebody actually pays and the number selfdesk stores and shows. Net is always derived from it and never stored the other way round.

• Direct collection

  Direct collection is the automatic charging of an invoice through Stripe. It only works if your Stripe account is connected and cleared, otherwise the invoice stays a document for a bank transfer.

• Company account

  A company account is a billing object that bundles several personal member contracts into one shared invoice and one shared allowance. Every employee keeps their own contract and their own role, but only the billing contact sees the amounts.

• Small business

  Small business under § 19 UStG is a tax mode of your space in which no VAT is shown. It is your own tax assessment and not a decision made by the software, and it applies to the whole space rather than per plan.

• Month-end run

  The month-end run is the once-a-month creation, triggered by you, of every due subscription, usage and kiosk invoice for the month that ended. It never runs by itself and is only possible from the 1st of the following month.

• Price snapshot

  A price snapshot is the copy of the prices in force, frozen when a contract is signed or an invoice is issued. It is a record and not a source of calculation, and a later plan change does not reach back into it.

• Price list

  The price list is an automatically generated legal document with your current list prices, identical for every member. It proves what a plan costs but not that a particular person signed up at that price, which is what their contract confirmation does.

• Special price

  A special price is a plan created for a single member and invisible to everybody else. It is not a discount field on an existing contract but a plan of its own that only you can assign.

• Starter task

  A starter task is one of exactly four mandatory items without which your space may not go public: desks, first plan, Impressum and connecting payments. Unlike a suggestion, it cannot be dismissed.

• Ready, defect, running, draft

  These are the four states of your Setup: draft means open starter tasks, ready means all of them done and not yet online, running means online and without problems, defect means online but a prerequisite has fallen away again. Only the defect state opens the list by itself and turns the marker amber.

• Day guest

  A day guest pays per day used, has to check in on every day, and has neither a fixed desk nor an included allowance. They do not count as a paying member for your platform subscription but trigger a guest day instead.

• Plan

  A plan is the price model a member has chosen, and the only source for every calculated number, meaning price and allowance. It is not the contract: the plan is the offer, the contract binds it to a person and a period.

• Door log

  The door log is the record of every door action in your space, meaning opening and locking, successes and failures. It is a security log and explicitly not a record of attendance, which is why the link to a person drops after 30 days and why there is neither a per-person filter nor an export.

• Contract

  A contract is a time-bounded row that binds a plan to a member. A membership can consist of several consecutive contracts, because every plan change creates a new one.