Account - An entity that you conduct business with: this can be a broker, a prospective customer or an actual customer.
Account Code - An alphanumeric code associated to Operate Accounts which helps the system identify client charges that have been imported from external applications into Operate.
Account ID - This is an alphanumeric ID that you can assign to an Account or allow Operate to auto-assign, in order for Operate to work together with other software to export information. The Account ID is typically the parameter through which other applications identify information coming from within Operate and associate it to the correct customer. (e.g.: financial exports)
Activity History - A list of events and communication that have occurred in regards to a record (account, contact, lead, opportunity, etc.)
Batch Sheet - A way to charge multiple customers at once, for the same group of purchases products or services.
Bill Run - A task you run at the end of the month within Operate in order to bill clients for charges incurred during that month. This process automatically creates invoices and allows you to approve them and send them all to your clients in one go.
Booking - A Calendar entry that books a certain space on behalf of a certain customer. Bookings can be provisional (subject to change) or confirmed (definite and billable).
Booking Form - A document that you can send to your customers to confirm, provision or cancel a booking.
Charge Sheets - A way to charge one customer for one product or service. Charge sheets may be created manually or automatically (e.g. via the Point of Sale).
Client Type - The Client Type is how Operate defines and categorizes your customers depending on their product and service use.
Contact Inventory Item - An inventory item that is being provided to a certain contact (e.g.:access cards you provide to your clients' staff).
Contact - Anyone you communicate with via Operate - contacts from your leads, brokers, prospects or customers.
Credit Note - A document that provides credit to a customer / refunds a certain amount of money, due to e.g. a human or billing error.
Custom Field - A user created field that can be added to records within customizeable modules.
Day Delegate Rate - A rate you apply to meeting room bookings which charge per person per day instead of per hour.
Device Import - This feature allows you to import charges from external applications such as call loggers or printers. Device Imports use Account Codes to identify charges.
Deposit / Retainer - An amount of money you charge your new clients when they first move in.
Draft Credit Note - A Credit Note that has not yet been approved and is still subject to change.
Draft Invoice - An Invoice that has not yet been approved and is still subject to change.
Email Campaign - A feature that allows you to run email campaigns - send email messages to a mailing list and track their progress.
Financial Export - An export of your financial transactions (invoices, credit notes, payments, journals) that you use to import these transactions into a third party application for accounting purposes. There are several available exports - some will export all transactions, others only part of them. Some exports will send the data directly to your external application, others will generate a file that you can manually upload.
Function Sheet - A document that you can generate when an event is taking place in one of your meeting spaces.
GL Code - Stands for General Ledger Code which represents all the accounts for recording transactions relating to your company's assets, liabilities, revenue, or expenses.
Group Account - Represents one main customer account group to which sub- accounts of the same customer can be assigned.
Inventory Item - An item that you use within your business but don't sell as a product
Invoice - A document through which you bill clients for purchased products and/or services.
Journal - Represents the logging of a transaction into your accounting. Journals can be either debit or credit.
Lead - An unqualified enquiry from a person or a company who is interested in your products or services.
LeadDADI - A service that allows you to receive leads from subscribing LeadDADI online brokers.
Licence - Operate Licences represent the contract agreements that you sign with your customers. They allow you to keep track of all of the terms agreed upon, as well as the products and services that each customer chooses to purchase from your organization.
Licence Approval - A process through which Operate allows you to review and approve licences when the staff member who creates it provides a discount that is higher than a specific percentage you set.
Licence Item - A product or service provided to a customer as part of a Licence.
Licence Member - A customer's staff member who is assigned to a Licence item.
List View - A customizeable list of Operate records.
Location - The building where your space is being provided.
Mailing List - A list of contact email addresses to which you can send messages via an email campaign.
Meeting Credit - An allowance of free or discounted meeting room booking hours that you can provide to a customer.
Meeting Package - Meeting Packages allow you to create a monthly allocation of free hours against different meeting rooms for a member.
Member - Your customers are also referred to as 'Members', especially when it comes to the Operate Portal.
Metered Batch Sheet - A type of batch sheet that you would use for utilities you charge for, according to a meter. You can enter the previous and current meter in the batch sheet and charge for the number of units consumed.
Movement History - This feature allows you to view all Licences and Licence transfers, as a consolidated, comprehensive list. You can find it under Member > Movement History.
Multiple Booking - A feature that allows you to book multiple spaces for the same customer, all in one go.
Opportunity - When a lead is qualified, it becomes an opportunity. This essentially means that you have gained a prospect, and there is an opportunity for that prospect to become a customer.
Organization - In Operate, your Organization represents the legal entity that you conduct business under.
Page Layout - The layout and fields that are being displayed on records, in different sections of the system.
Payment - A financial transaction through which a customer pays your organization for purchased products or services.
Point of Sale (PoS) - A feature that allows you to quickly charge customers for products and services. Its interface is touch screen friendly to allow you to charge on the go, all throughout your space.
Product - A product is anything you sell to your customers - for example: workspace, catering products, etc.
Product Group - A method of product categorization within Operate; to make it easier for you to both classify your products within the system and to navigate through them.
Record - In Operate, a Record refers to a set of information that is either entered by the user within the system, or generated automatically as a result of specific workflows. An example of a record could be a client account that you might set up.
Record Type - A way to categorize records, according to custom criteria. A Record type example can be the kind of customer account you’re setting up; for instance: a broker or prospect..
Recurring Booking - A booking that repeats with a specific frequency and within the timeframe you select.
Recycle Bin - This is where Operate stores all of your deleted records. You can access the bin (top right corner) to restore deleted items.
Security Group - A feature that allows you to group users and provide them access to the same system features.
Setup Checklist - A checklist that allows you to go through all of the essential steps to configure when you first get started using Operate.
Standard Field - A field that has been pre-configured within Operate.
Task - A 'to do' that you can assign to yourself or another of your team members.
Template - A pre-configured document or piece of text that you can use within Operate. There are for example: invoice or credit note templates (documents) or email and SMS templates (text).
Tour - A feature that allows you to schedule tours of your space for your prospects as well as keep track of their progress.
User - Anyone who has an account within Operate and has access to your information. This is typically one of your staff members.
Web to Lead - A feature that allows you to create a custom HTML form, embed it onto your website then receive requests from potential customers interested in your offerings.
Workflow - An Operate feature that allows you to automate different repetitive tasks within the system. For example: Send an email reply whenever someone submits a web to lead form; create a task and assign to a user whenever a new lead comes through, etc.
Common Operate Terms and Their Definition
Written by Stuart StapleyUpdated over a week ago