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PRODUCT

Run your workspace smarter with one platform for clients, contracts, bookings and billing.

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BY THE NUMBERS

The network intelligence layer, quantified

600+

Flexible workspace locations monitored across Europe

Years of flex-sector connectivity data

20+

10,000+

Devices connected and monitored across the network

The platform

The hub of your workspace

twiinworkspace is the hub for managing client data, agreements, bookings, billing and credit control, all from one platform.

  • Client, contact, financial and payment information in one place
  • Licence agreements from your own templates, signed by wet signature or e-signature (HelloSign included)
  • Renewals, extensions, uplifts and notice managed with automated reminders
  • Client care tickets for issues, maintenance and facilities jobs
  • Formatted notifications to client contacts by email and in twiinportal

Why twiinworkspace

The benefits for your workspace

  • Drive revenue: pipeline management, external meeting room bookings and all client services on one bill
  • Tailored pricing: transparent pricing designed around your space, large or small
  • Integrated: works with your accounting system and Office 365
  • Time saving: licences, bookings and month-end billing all in one place
  • Management reporting: day-to-day reports for your team and performance reports for investors
  • Peace of mind: encrypted data on a dedicated UK-hosted server, GDPR compliant by design

Sales pipeline

From first enquiry to signed agreement

Receive and manage your whole sales process, from initial enquiry through to contract signing.

  • Broker leads created automatically, and sales mailboxes forwarded straight into the platform
  • A visual pipeline with a dashboard of upcoming activities and viewings
  • Broker workflow for acceptances, rejections and overturns
  • Office 365 email and calendar integration
  • Live availability, including vacant units and future move-ins, with an API for your website

Client self-service

Give your clients the keys

twiinportal lets clients manage their own account, so your team spends less time on routine requests.

  • Book, edit and cancel meetings
  • View and download invoices, statements and licence agreements
  • Pay individual invoices or full balances online with Stripe or SagePay
  • Manage their own users, emergency and fire marshal contacts and company details
  • Use a personal QR code to check in at reception

Smart meeting room panels

Check, book and go, all at the door

Tablets outside each meeting room make your most in-demand spaces easy to see, book and use.

  • Live, colour-coded room availability
  • On-the-spot booking with a member’s own QR code
  • Booker name and end time shown at a glance
  • No more double bookings or awkward interruptions
  • Your logo and room name on every panel, running on off-the-shelf Android or iOS tablets

Bookings

Make more of your meeting space

Manage meeting room and hot desk bookings alongside the rest of your operation, and open your rooms to external clients for an extra revenue stream.

  • Create and manage meeting room and hot desk bookings on behalf of clients
  • Daily, weekly and fortnightly recurring bookings
  • Voucher codes for bookings, plus events where enabled
  • Bookings flow straight into billing, so nothing is missed

Smart reception

Every guest deserves the VIP treatment

Replace paper sign-in sheets with a seamless, secure and professional front desk.

  • Visitor and contractor self check-in with name, photo and visit reason
  • Instant email alerts to hosts when their guest arrives
  • Delivery management with notifications, reminders and signature on collection
  • Visitor logs for fire safety, plus real-time occupancy insights
  • Digital directory and custom branding with your logo and building image

Accounts, billing & integrations

Accurate billing, connected to your accounts

Run month-end in a fraction of the time, with billing and credit control that connect to the tools you already use.

  • Fixed or flexible monthly bill runs, instant invoicing, ad hoc invoices and credit notes
  • Individual, batch, metered and imported charges
  • Ledger and credit control, bank statement import and automatic monthly statements
  • Direct Debit files with automatic posting, and twiinportal card payments allocated instantly
  • Integrations with Xero and Sage 50 (API), Sage 200, QuickBooks and more, plus Office 365 and HelloSign
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THREE ELEMENTS

Build the solution that's right for your workspace

The twiinsales screen

twiinsales

twiinsales lets you receive and manage your sales process from first enquiry through to contract signing. Key features include a broker workflow for acceptances, rejections and overturns, a clear and easy-to-navigate pipeline, Office 365 email and calendar integration, full lead importing, and live availability, including vacant units with no active licence and units with future licences.

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Features
  • Manage
  • Leads can be received from brokers in an xml format for auto creation or can be manually created
  • Operators' sales mailboxes can be forwarded to twiinsales so all email enquiries are passed into the platform for review
  • Check for possible duplicates on receipt or manually at any time
  • Broker workflow for notifying brokers of acceptance, rejections, and overturns
  • Visual pipeline to manage your leads with easy navigation through the pipeline stages and dashboard showing users’ upcoming activities
  • Office 365 integration for lead email communication, and calendar integration to sync users' activities
  • Viewings calendar for all buildings along with an activities calendar for all activities and viewings assigned to the logged-in user
  • Lead audit history showing all stage changes and actions on a lead
  • Import leads into the workspace with all related notes and documents for client and licence creation
  • Global search for leads, prospects and contacts including lost leads
  • Customisable templates for viewings and broker notifications
  • Availability
  • Current vacant units with no active licence are listed and current vacant units with a future licence are listed with move in dates for short term vacancy
  • Units with current active licences that have had formal notice placed on them are listed
The twiinworkspace screen

twiinworkspace

The core twiinworkspace module is the hub of your workspace: client data, agreements, ad hoc and monthly bill runs (integrated with your accounting software), client ledgers and credit control, Office 365 integration for client communications, licence agreements signed by wet signature or e-signature via HelloSign, meeting room bookings and much more.

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Features
  • Client management
  • Manage your clients' company, contact, financial and payment information along with booking credits & discounts
  • Collate all related client information in one place
  • Office 365 email integration for client communications
  • Add notes and upload documents for centrally available access
  • Manage and track client issues and feedback, maintenance, and facilities jobs, with this ticketing feature
  • Charges
  • Create individual, batch metered charges prior to monthly billing
  • Import charges in various formats prior to monthly billing
  • View a history of all charges and their billing status
  • Billing
  • Choose between fixed or flexible billing methods for monthly bill runs
  • Instant Invoicing enables you to bill any licence fees or unbilled charges and bookings, for an individual client, outside of the monthly bill run
  • Ad hoc invoices and credit notes can be created and issued for additional items that are not licence fees or charges e.g. refunds, deposit top-ups
  • Bookings
  • View your meeting rooms calendar and create and manage bookings on behalf of clients
  • Licences
  • Create licence agreements using your own templates and manage through their lifecycle
  • Sign licences with either wet signature or e-signature (facilitated by HelloSign and included in the platform subscription)
  • Manage your renewals process on demand, in addition to automated weekly reminders
  • Extend and uplift licences manually or automatically
  • Give formal notice on licences
  • Give soft notice on licences for potential availability listing in twiinsales
  • Auto generate initial invoices for deposits and set up fees and initial licence fees
  • Manage billing schedules for free months or stepped fees
  • Void and duplicate process for incorrect signed licences, making it easy to reissue for re-signing
  • HelloSign documents automatically stored in the platform
  • HelloSign audit trail available in the platform
  • Finance
  • Ledger list view for debtors making credit control easy
  • Import bank statements for easy creation of bulk payments
  • Generate a Direct Debit file for upload to your bank (various formats available), and auto posting and allocation of direct debit payments to clients' ledgers and outstanding invoices
  • Automatic monthly statements for all outstanding balances
  • twiinportal card payments auto posting to ledger and immediate allocation to invoices
  • API integration or file export options for various accounting platforms (incl. Xero (API), Sage 50 (API), Sage 200, QuickBooks and more)
  • Notifications
  • Send formatted email notifications to all client contacts (can be filtered by building, client type etc.) via the platform to be delivered by email and in the twiinportal
  • Reports
  • Full range of reports including client & contact, building management, debtors, billing, licence, occupancy, bookings, users and sales
  • Manage
  • Easily manage a range of information including company and building info, high level occupancy stats, your services and virtual services for billing and accounting, your meeting rooms configuration and your users access to buildings and functionality
  • Templates
  • Customisable email templates & licence templates
The twiinportal screen

twiinportal

twiinportal completes the package, letting clients self-serve and manage their own data, with payment processor integrations so workspace users can pay online for goods and services. Clients can book, edit and cancel meetings, view and download invoices and licence agreements, and pay invoices or full balances with Stripe or SagePay.

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Features
  • twiinportal users can book, edit and cancel meetings
  • Copy invoices are available to view and download along with up-to-date statement of accounts
  • Licence agreements can be viewed and downloaded
  • Individual invoices or full account balances can be paid with a payment processor integration (Stripe or SagePay)
  • Clients can manage their own users, set the emergency and fire marshal contacts and update their own company details (excluding the company name)

PROOF IN THEIR WORDS

What operators say about twiinworkspace

“Previously we’d be looking at three days to complete the month end, now it massively reduces that…”

Kate HoltManaging Director, Business Lodge

“When I first saw the twiinworkspace demo, I got excited – the simplicity of the UX was something that would work for our team.”

Mary StevensArena

“…responsive, resourceful, and entirely focused on keeping our clients connected.”

David KinnairdChief Operations Officer, Orega

It's time for smarter workspace management

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