Terms

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

• Billing month

  The billing month is the calendar month a price applies to: for the base price and add-ons the month of the membership, for a desk day, a room and an extra the month of the booked day, for credit the month of purchase. It is not the day the invoice is created.

• Exception

  An exception means that a price entry does not apply to a member or a company yet, because their agreement is missing or because the price applies to new members only. It only holds as long as the plan is held without a break.

• Receipt and invoice

  An invoice is the monthly document the month-end run issues; kiosk purchases sit on a kiosk invoice of their own. A receipt is the small-amount invoice under § 33 UStDV issued on an instant payment, today for day tickets and room bookings by guests. Receipts from earlier instant payments in the kiosk stay in the archive, and refunding one issues a reversal receipt; the kiosk no longer issues new receipts. For one purchase line there is always exactly one document, 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.

• Version

  A version is one edition of your price list. It records when and by whom a price was entered, and every invoice names the version it was calculated by.

• Guest day

  A guest day is the unit Selfdesk counts for your price: a day on which someone without a paying monthly contract books something paid with you, €1 net per person and day. What counts is the day, not the ticket and not the plan. A day paid with a ten-visit card counts too, even though the card is already paid. Ten-visit cards and week passes are prepaid days that expire after a set time; there is no weekly rhythm.

• Owner

  The owner is the account that created the space. Only the owner manages the Selfdesk subscription, its payment method, the cancellation and the space's bank details. Admin and front desk are team roles you assign; there is exactly one owner. For an association that is not the board by itself: create the space with the account that should stand behind the subscription. See The owner's role cannot be changed.

• 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.

• Co-user

  A co-user is a person a member takes along on their contract. They have their own account, their own door access and their own bookings, but no plan of their own and no invoice; the member pays and can end the co-use at any time. A company works the same way: the person who receives the invoices takes their colleagues along.

• Month-end run

  The month-end run is the once-a-month creation of every due subscription, usage and kiosk invoice for the month that ended. You start it yourself, or Selfdesk starts it at your time if you set invoice generation to Automatic under Invoicing. It is only possible from the 1st of the following month.

• Pay as you go

  Pay as you go (German: „Ohne Grundgebühr“) is the plan for members with an account who pay no monthly price, only for the days they book. It is not the day ticket: that is what a guest without an account buys.

• Stored price

  The stored price is the copy of the prices in force, kept 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 list prices, identical for every member: the price of the current month and every announced one with its month. 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 three mandatory items without which your space may not go public: desks, first plan and Impressum. 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 is the person who comes for single days and has no account with a monthly contract. They do not count as a paying member for your Selfdesk subscription but trigger a guest day. What they buy is a day ticket.

• Day ticket

  A day ticket is the product for guests without an account: they book one day or several on your space page, pay by card and get their access by mail. Members with an account who only pay per day book through the Pay as you go plan instead.

• Plan

  A plan is the price model a member has chosen, and with its price entries per billing month the 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.