Spacebring Handbook

Updated: November 07, 2024

 

Who We Are

 

Vision

To increase the value of the shared space economy.

 

Mission

We broaden access to shared spaces through technology.

 

Values

🧠 Responsible: We are passionate about our roles and committed to achieving our goals.

💬 Transparent: We foster open communication and collaboration.

✋ Honest: We embrace problems as opportunities and collaborate on solutions.

🚀 Agile: We quickly test ideas, learn from results, and drive improvement.

 

Story

In 2017, Spacebring launched with a vision to transform coworking spaces. Recognizing the challenges of disorganization, we introduced technology to make these spaces more accessible and empowering. Our journey has been marked by rapid growth and significant achievements: initial backing by K-Startup, followed by endorsements from YC Startup School, Poland Prize, and Startup Chile in 2019. By 2023, Spacebring became the best-reviewed coworking platform on Capterra and TrustPilot, won multiple awards for the best support and highest user adoption on G2, and expanded to over 500 locations in 50 countries. Our contributions, including the popular Coworking Smarts blog, have solidified our impact on the shared space economy, driving efficiency, growth, and well-being across the globe.

 

Products

Spacebring coworking space software generates recurring revenue through subscriptions, automates operations, and empowers your clients to be self-reliant.

 

What makes us different

Recurring Revenue Platform. Engineered to foster sustainable shared space businesses, our platform offers robust tools for generating recurring revenue through subscriptions and one-time purchases. With automation and convenience, administrators can focus on driving business growth.

Easy-to-Use. Centered on user-centric design, our product ensures unparalleled ease of use and simplicity. By minimizing barriers between your space and consumers, we streamline revenue acquisition and simplify scaling, allowing new team members to onboard within minutes.

Unparalleled Mobility. Our innovative mobile apps and responsive web apps broaden access to coworking spaces, making them available to anyone, anywhere. Administrators enjoy the freedom to stay productive without being tied to desktops, ensuring they never miss important updates. Our mobile solutions also unlock new opportunities for customer acquisition through on-demand bookings, signups, and events—even from non-members.

Industry-Leading Guidance. At Spacebring, we are deeply committed to our customers, providing unparalleled appreciation and guidance. Our clients consistently praise our exceptional support, empowering them to thrive. Partner with us to experience a team dedicated to your success.

 

Brand Identity

Spacebring brand identity is composed of several elements:

• Logo and logotype.
• Color palette.
• Various brand elements: labels, cover photos, t-shirts, etc.

Check out Spacebring brand guidelines for details.

 

How We Work

 

Language

English (U.S.) is the official language for all Spacebring internal written and verbal communications. One-on-one internal written communications are also in English because sometimes it's necessary to forward a conversation. Use of another language is only allowed in the following cases:

• Discussion and implementation of Spacebring localization.
• Development of marketing and sales assets (keywords, blogs, advertising, etc.)
• When referring to a 3rd party content in another language.
• Verbal communications if agreed by all parties involved.
• For external communication with people outside Spacebring team.

 

Tools & Tips

We use a variety of software tools and services to work. When you sign up for team services, make sure to include:

• Full name in English.
• Username based on your initials. For example, John Smith is js.
• The profile photo with clearly visible face provided to you during the onboarding process.
• Strong password. Use company's 1Password and 2FA to keep your account secure.

 

Google Workspace

Google account is for team productivity. We use it mainly for:

• Email communication. Set a signature following template:

• Calendaring. Add all meetings and vacations into the work calendar. Join weekly sprint planning and company-wide events and holidays.
• File storage. Join relevant Shared Drives and keep all shared files there. Never save anything to your device local storage! All files stored on Shared Drives are confidential.

 

Slack

Slack is our main communication tool. Join it using your Google Workspace account and fill in details in your profile. Tips to get the most out of Slack:

• Follow username guidelines.
• Feel free to chat with anyone on our team about anything.
• Instead of initiating a conversation with vague greetings like “Hi” or “Hello” without any context, include the specific reason for your message. For example, “Hi, I was wondering if you could provide the latest customer satisfaction ratings for last month?”
• If someone messages you “Huddle?“, start a huddle immediately if you’re available. If unavailable, respond with an estimated time when you can huddle.
• Be mindful of timezones.
• Use channels and threads to organize communications by topic.
• If you were tagged in a thread, you must reply as soon as possible (ideally, within minutes during working time or after a meeting, or within an hour outside working time in case of urgent issues).
• Update your status if you’re out of office or sick. Optionally, connect Google Calendar to auto-update your status when in a meeting.
• Download Slack’s mobile app to stay online in case of emergencies.

 

Linear

Linear is our core project management tool. Here are some tips on how we use it:

• Create a card for every task you work on.
• Crosslink related cards on different boards (for example, customer request with associated development card).
• Always follow the card template if available.
• If you were tagged in comments, you must reply directly to that comment—don't start a new thread.
• If you start a comment thread, either resolve it when done or ask a follow-up question.
• Always assign a realistic deadline and complete the task responsibly.
• If you can't work on the task, assign someone else.
• If you are board admin, you are responsible for overall board progress.

 

Remote HR Platform

Remote is your go-to place for the following:

• Onboard as a company employee, providing us all necessary data.
• Download your contracts and invoices.
• Request and get approvals for time off and sick days.
• Submit expenses for reimbursements.

 

Security

At Spacebring, security is a high priority. All employees must follow these guidelines to protect our data and the data of our customers. Failing to adhere to these practices can lead to serious consequences, including data breaches and loss of trust.

 

1. General Employee Security Practices

• Strong Authentication: Employees must use strong and unique authentication methods for all accounts, including internal systems and any SaaS services we use.
  • Passwords should be at least 12 characters long, containing a mix of upper and lower case letters, numbers, and symbols.
  • If a service supports passkeys, it is preferable to use it over other authentication methods.
  • It is permissible to use "Sign in with Google" using a corporate Google Workspace account.
  • Passkeys and passwords must be securely stored in Spacebring's 1Password account. It is strictly forbidden to use other password managers, manually manage passwords, or save them in plain text.
  • If you forgot your 1Password password, you must contact your supervisor to initiate recovery.
• Multi-Factor Authentication (MFA): MFA must be enabled for all critical systems to provide an extra layer of security. Specifically, employees must enable two-factor authentication (2FA) on the following systems:
  • 1Password
  • Apple Developer
  • AWS
  • Google (Gmail, Google Drive, Play Console, etc.)
  • HubSpot
  • Intercom
  • GitHub
  • Linear
  • Metabase
  • Slack
  • Stripe
  • Vercel
  • Wise
  • Zadarma
• Lock Your Devices: Employees must never leave their laptop or workstation unlocked and unattended. Always lock your device (e.g., press Windows + L or Ctrl + Cmd + Q on Mac) when stepping away from your desk, even for short periods.
• Password Protection: Employees should ensure their computers are password-protected and set to lock automatically after a period of inactivity (e.g., 5-10 minutes).
• Avoid Public Wi-Fi: Never access company systems over public Wi-Fi unless connected to a VPN. Public networks pose significant risks for security breaches.

 

2. Access Control

• Use Principle of Least Privilege: Employees will only have access to systems and data that are required for their role. Access should be granted on a “need-to-know” basis.
• Regularly Review Access: Access levels for all employees will be reviewed regularly, and any unnecessary access will be removed.
• Deactivation of Ex-Employee Accounts: Immediately upon termination or resignation, all accounts and access to internal systems will be deactivated.

 

3. Data Protection

• Data Encryption: All sensitive data, including personal customer information and payment details, must be encrypted at rest and in transit. Always ensure that any sensitive data is stored securely.
• Data Minimization: Only collect the customer data that is absolutely necessary for the business to function. Avoid storing excessive personal or sensitive data.
• Secure Backups: Critical data will be backed up regularly, with backups stored securely (encrypted) and offsite when appropriate.

 

4. Software Security

• Secure Coding Practices: Employees who write code must follow secure coding guidelines to avoid vulnerabilities like SQL injection, Cross-Site Scripting (XSS), and other common threats.
• Software Patching and Updates: All software, including operating systems and third-party libraries, must be kept up to date with the latest security patches. Employees should apply updates as soon as they are available.
• Regular Penetration Testing: Our systems will undergo regular security testing to detect vulnerabilities before they become risks.

 

5. Customer Data

• Data Sharing: Customer data should only be shared with trusted third-party services that comply with security and privacy standards (e.g., GDPR, CCPA).
• Data Retention: Customer data should only be retained for as long as it is needed. Follow the company’s data retention policy to ensure unnecessary data is deleted securely.

 

6. Artificial Intelligence

• Approved AI Tools: Only company-approved AI apps and features such as Gemini for Google Workspace or ChatGPT Team may be used. Unauthorized tools are strictly prohibited to ensure data security and compliance.
• Data Protection: AI tools that may use Spacebring data for training or allow external review are forbidden. Only tools that fully protect our data can be used.

 

7. Communication Security

• Phishing Awareness: Be vigilant against phishing attacks. Never click on links or download attachments from unknown or suspicious emails. Report any such attempts immediately.
• Secure Communication: Always use encrypted channels for sensitive communications. Email communications involving sensitive data should be encrypted (use TLS/SSL).

 

8. Incident Response

• Report Security Incidents: If you suspect any unauthorized access or security incident, report it immediately to Product team.
• Follow Security Protocols: In the event of a security breach, follow the company's incident response plan, which outlines the steps for reporting and mitigating damage.

 

9. Regular Training

• Ongoing Security Training: Employees must complete regular security training to stay updated on best practices, new threats, and company procedures.

 

Engineering

During the week, engineers must post a daily check-in message in the #product-team Slack channel by 11:00 AM, outlining their planned tasks for the day. If an engineer expects to start later than 11:00 AM, they must inform the team in the #product-team channel in advance.

Each week, one engineer is designated to handle Sentry crashes, Linear bug reports, and inquiries from the Customer Success team. At the start of the week, the assigned engineer should notify the team in the #product Slack channel. This engineer is responsible for promptly investigating all reported bugs and fixing critical issues immediately. If a bug is non-critical and requires additional investigation or cannot be resolved quickly, they should create an issue on Linear to document it for further follow-up. If the responsible engineer needs to start later than 11:00 AM, they must arrange coverage with teammates to ensure timely response and handling of bugs.

 

Spacebring Frontend

• Expo
• Next.js

 

Spacebring Backend

• Node.js microservices deployed to AWS Lambda
• PostgreSQL, AWS DynamoDB
• Serverless Framework
• Vercel

 

Engineering Tech Stack

• Babel
• Biome
• esbuild

The most up-to-date Spacebring technology stack is on Stackshare.

 

Engineering Software Stack

 

Product Analytics

 

Distribution

Marketing efforts focus on promoting the use of technology to develop shared space businesses. A sales process is designed to create value for customers through Spacebring products and get a transaction in return.

 

Marketing Outline

• Content marketing focusing on key areas: member experience, productivity, and tips.
• SEO to help coworking spaces discover Spacebring.
• Building partnerships with industry resources through co-marketing activities.
• Improving Spacebring brand recognition and visibility online.

 

Business Software Stack

 

Standard Phone Greeting Procedure

If someone is calling a company phone, please follow a standard procedure for greeting and processing the call.

1. Pick up the phone: “Hello, thank you for calling Spacebring. This is [Your Name], how can I assist you today?”
2. If name/affiliation unclear: “May I have your name, please, so I can better assist you? And are you currently using Spacebring, or would you like more information about it?”
3. If it’s the wrong team: “Thank you for that information. I will transfer you to a representative from our [X] team. It should just take a moment, please hold.”
4. Transfer the call: Connect them to the relevant team member by pressing “Transfer” on your screen. This ensures consistent, polite, and professional communication for all calls.

 

Welfare

Everybody wants to improve well-being, grow professionally, and realize personal goals. At the same time, we should be mindful of our company's health and growth. Personal welfare should be balanced with team achievements, and reflect the company situation.

 

Contract

We care about you and want to give you stable employment with encouraging and reasonable compensation. After a test period, you will sign an indefinite contract. Think of the contract between Spacebring and you as a win-win partnership in which you together with other team members put all your energy towards achieving company goals, and receive a portion of company wealth in return.

 

Compensation

 

Compensation Formula

Your compensation is defined in your contract and could look like this:

Compensation = Base + Bonus + Profit-Sharing

The compensation is paid on the 1st day of every month for the previous calendar month. It is reviewed every 6 month. You are responsible for all income taxes payable in your country. We support a tax advisor who'll calculate your dues.

 

Base

Base is defined individually based on market and skills.

 

Bonus

Bonus is defined based on your KPIs.

 

Profit-Sharing

The benefits of working with Spacebring do not stop at your monthly compensation. We want to share with you the company's growth itself. With us you will have the opportunity to receive virtual stock options, which guarantee the monthly profit-sharing cash payout.

 

Reimbursement of Expenses

For those times when you've covered work-related expenses with your personal card after getting the green light from your supervisor, simply head to the Remote app and upload your invoice (think receipts for business trip meals or travel tickets).

 

Vacation

Maintaining a good work/life balance is essential to a happy life. We give 23 days off allowances per year and encourage everyone to take time off. Taking some rest and refreshing minds helps to recharge batteries and come back to work more prepared than ever!

• If you want to take a day off or a sick day, check balances and request it through the Remote app and, once approved, create an "Out of Office" event on Google Calendar.
• If you plan to be absent for more than two days excluding weekends, please apply at least 30 days in advance.
• If you're feeling sick, feel free to take a sick day. You can take up to one day at a time.
• If you work on a holiday, please let HR know. We'll give you a day off to relax.
• It is your responsibility to ensure that your job tasks are covered while you are away.
• Working hours are flexible. You don't need to take a day off to go shopping, attend some personal business, help anyone, etc. Just make sure the rest of the team knows about it and your tasks are covered.
• It is good to join All-Hands weekly call even during your time off. It's only 15 minutes and we discuss important team stuff.
• Communicate your time off by synchronizing your Google Calendar with Slack status. If you are dealing with customers or provide emergency response, you must make sure that requests are being forwarded to a person who steps in during your absence.

 

Office, Hybrid, or Remote Work

Your primary work location is defined in your contract. In most cases, we highly encourage you to work at our coworking space. This allows you to integrate with the team more easily through social interaction and by observing how others work (passive learning).

However, you can occasionally work from home or a local coworking space if you're not feeling well or need to take a short trip. Just ensure you have:

• A reliable internet connection strong enough for Google Meet video calls.
• A quiet and distraction-free environment where you can focus.

 

Summer and Winter Camps

Twice a year, we bring the whole team together for awesome getaways called "camps"! These trips are packed with fun activities like brainstorming sessions and teamwork, adventures, games, and delicious meals. It's a great chance to participate in defining the future of the company, bond with colleagues, learn new things, and make memories that last. Participation is expected from all team members and all expenses are on us.

 

Device

You can bring your own device or request us to provide you with a work computer. You must ensure the high security of your devices: use 1Password, strong passwords, biometric authentication, and encrypt hard drives.

If you use a company-owned Apple device, we require the use of an @spacebring.com Apple ID that is separate from any personal Apple IDs you may have.

 

Anti-harassment

We are against all forms of harassment based on gender, age, nationality, sexual orientation, race, social status, and any other factor. If you feel like you've been discriminated against or witnessed discrimination, let your supervisor know.

 

Impressum

Spacebring is a limited liability company incorporated under Polish law. The Spacebring trademark is registered in the European Union and other countries and regions.

 

Address

Spacebring Spółka z ograniczoną odpowiedzialnością

ul. Polanki 76

80-302 Gdańsk

Poland

 

Registrations

VAT: PL5842781756

KRS: 0000772992

REGON: 382635060

 

Contacts

team@spacebring.com

+48 585 859 731

(844) 263-2737