That makes a lot of sense! So....this doesn't directly address your question, but we've been able to avoid a lot of the receivables headache by doing some form of auto-debit as the default for our memberships. If someone NEEDS to pay with a check (usually a company accounting requirement) we allow it with a minimum 3 month prepayment at a time - we don't offer a discount for that, since it's us making a change to our usual workflow to accommodate for their accounting needs. All other notices stay the same (for us, 30 days notice required to get their deposit back). This pre-payment flow just reduces the number of times per year that I have to think about someone being late, and lets me focus on everything else.
We do have to deal with failed payments via auto-debit (cards expire, get lost, etc), and similar to your situation I've learned that *sometimes it takes a firm but friendly communication directly from the "head" of the organization* (vs a location manager) to get people to take action. I don't like that I have to step in, but it works nearly every time my teammates have been unable to get someone to address a billing issue. As for stuff you can put into writing for future reference, you might include something that puts a firm per-day rate that will be billed outside of active membership. We have this in place for when members periodically add a person to their team for an unknown amount of time - we just make it clear that those days are billed at X rate and automatically added to their next monthly invoice & charge. Communication is really the key to all of this - I'm very, very flexible (and encourage my team to be) as long as people are proactive communicators. Changes happen, and we always try to find a fair compromise when we can. When someone abuses our flexibility by *not communicating with us* my flexibility becomes much more limited. Hope this helps! ------------------ *The #1 mistake in community building is doing it by yourself.* Better Coworkers: http://indyhall.org Weekly Coworking Tips: http://coworkingweekly.com My Audiobook: https://theindyhallway.com/ten On Thu, Sep 6, 2018 at 6:30 PM Aloma Loren <freephotoproj...@gmail.com> wrote: > Oh no we've been in contact (my office manager, not me personally) and > they just keep saying their new space isn't ready yet. We're totally fine > with that but now we don't have last month's dues on file and they keep > saying they will for sure be out by such and such a date but then that time > comes and they aren't out. I think we have this specific situation figured > out - they just gave us another "for sure" date and asked for an invoice > but I'd like to have a policy in place for how to approach this in the > future. I am not hard line on our policies, I think one of the values of > being a part of a coworking space is certainly offering members flexibility > but I do like to have something in writing for when we need to fall back on > that and to make sure expectations are clear in the beginning. We have had > several other issues with this member so I want to make sure we are very > clear as they have been one of our more difficult members (this situation > aside). > > On Thursday, September 6, 2018 at 3:23:26 PM UTC-7, Alex Hillman wrote: >> >> If the question is “what do I say” then the big question is...what have >> you already said? >> >> “I’m not sure what to say to them” makes me think...no conversation has >> been had about this yet? >> >> Before invoking policy, I always start by trying to understand the >> context and figure out what’s going on. Did some plans change and they >> forget to tell you? Or are they ignoring attempts to contact completely? >> Something else that’s out of your field of view? >> >> Alex >> >> On Sep 6, 2018, 6:17 PM -0400, Jerome Chang <jer...@blankspaces.com>, >> wrote: >> >> You should cut off their wifi if you want to evict/vacate them asap. >> Or insist payment for another month. >> >> I would recommend never applying their deposit toward their last month. >> We hold deposits until after they move out, assess their space for damages, >> reconcile their account, etc. Usually a month+ >> >> *JEROME CHANG* >> *talk to us: (323) 330-9505* >> *chat w/ us: http://www.BLANKSPACES.com/chat >> <https://lc.chat/now/7173741/>* >> >> *WEST: Santa Monica | 1450 2nd St (@Broadway)* >> *CENTRAL: Culver City | 9415 Culver Blvd (@Main St) * >> *EAST: DTLA* | 529 S. Broadway, Ste 400 >> *(@Pershing Sq)* >> *NORTH: Pasadena* | 680 E. Colorado, Ste 180 (b/w Lake and Los Robles) >> *SOUTH: Long Beach* | 309 Pine Ave (@Broadway) - opening 2018 >> >> On Sep 6, 2018, at 3:04 PM, Aloma Loren <freephot...@gmail.com> wrote: >> >> We have a member who gave their 30 day notice that July would be their >> last month so we applied their last months dues we had on file. >> They are still in the office and keep saying they will be out by this or >> that date and then the date comes and they are still there. They said >> around August 5th they would definitely be out by the 15th and to invoice >> them for half the month (which they then paid) but now they are still here >> and have not paid the second half of August or September (dues are late >> after the 5th). Plus we no longer have their last month on file since we >> applied it in July. >> >> Do you have a policy for this? I'm not sure what to say to them but I >> would think a policy about going past your 30 days would require them to >> pay the previous month's dues and restart their 30 day notice? We want to >> be somewhat flexible as I know situations come up where renovations aren't >> completed in time or whatever so I was thinking maybe we give a 7 day >> window where we're willing to bill separately without them having to pay a >> last months dues again. >> >> Help! >> >> -- >> You received this message because you are subscribed to the Google Groups >> "Coworking" group. >> To unsubscribe from this group and stop receiving emails from it, send an >> email to coworking+...@googlegroups.com. >> For more options, visit https://groups.google.com/d/optout. >> >> -- >> You received this message because you are subscribed to the Google Groups >> "Coworking" group. >> To unsubscribe from this group and stop receiving emails from it, send an >> email to coworking+...@googlegroups.com. >> For more options, visit https://groups.google.com/d/optout. >> >> -- > You received this message because you are subscribed to the Google Groups > "Coworking" group. > To unsubscribe from this group and stop receiving emails from it, send an > email to coworking+unsubscr...@googlegroups.com. > For more options, visit https://groups.google.com/d/optout. > -- You received this message because you are subscribed to the Google Groups "Coworking" group. To unsubscribe from this group and stop receiving emails from it, send an email to coworking+unsubscr...@googlegroups.com. For more options, visit https://groups.google.com/d/optout.
