Planning Your Nexudus Setup
  • 09 Jul 2021
  • 3 Minutes to read

Planning Your Nexudus Setup

When you sign up for a Nexudus account, we'll speak with you to get a good understanding of your requirements, configure your account to reflect the special characteristics of your space, then help you to bring across your existing data.

This Getting Started section will help you understand the concepts you need to know and point you to the information you need to make changes to your account.

Nexudus contains a built-in welcome tutorial and a set of step-by-step guides that takes you through the main features of the platform. Once you have signed up and logged in, click the virtual assistant to view the tutorial:

Monika is in the bottom right corner of every page, ready to help you get the hang of the platform.

Nexudus Concepts

Before you start using your account, we recommend you familiarise yourself with a few Nexudus concepts.

If you operate more than one location, the concepts involved are essentially the same as for a single space. Your account will have each of your locations set up within it, optionally grouped into one or more networks which makes it easy to set policies for multiple spaces at the same time. Managing each of these spaces is otherwise the same as managing a single space.

Please spend a few minutes familiarizing yourself with the following concepts, and give some thought to how you might use these features to run your space. Links are provided in case you would like further information; please return to this topic when you have finished exploring a link.



Members and contacts

Members and contacts are types of customer: members have signed up to a plan via a contract, while contacts are customers who have not (or whose contracts have lapsed or have been cancelled).

Checking in

Nexudus offers you a variety of options for managing customer check-ins, including a manual process, Wi-Fi, access control and Pay-As-You-Go passes. A customer checks in to indicate they are at one of your locations and they check out when they leave.


A plan is a package of benefits offered to customers, such as a level of access to your space, with an associated price. Plans in Nexudus are very flexible, both in terms of what you can offer customers and how you can charge for them. When someone signs a contract for a plan, they become a member.


A customer is given a contract in Nexudus in order to sign up for one of your plans. Nexudus helps you manage your contracts and get your members signed up using digital signatures. A member, by definition, is a customer with, at least, one active contract. Contracts are always for one of your plans.


Passes allow you to control who can check-in. In most cases, for a customer to be able to check-in, they must have an unused pass, unless you use Pay As You Passes, in which case a pass is automatically sold to a member when they check-in.


Nexudus offers a flexible set of options for invoicing customers, including automatic monthly billing and ad-hoc immediate invoicing. Invoices are needed in order to collect payments.

Website and portal

Nexudus comes with a fully-featured website, giving you a platform to publicise your space and build a community. You can either use this website as your main website or, if you already have one, use it as your members portal. Your customers can use this member's portal to make payments, bookings, manage their account, find out about other members, and many other things.


In the settings module, you can configure how each of your locations operates.

Every location is different, and we can't cover every possibility in this section. If some of the special conditions of your space are not covered here, they are probably explained elsewhere in this documentation. Please use the search facility to find the information you need. If you require further assistance, contact us at

Setting up your account

If you have not done so already, sign up for a Nexudus account. We'll set up your account for you with appropriate options, but if you want to play a role in setting up your space, see First steps in setting up your space.