Intelligent Office Troy
Policies & Procedures
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| Office Hours: Monday – Friday: 8:30am – 5:00pm |
Building Access
Intelligent Office Troy (IO) is accessible during our regularly business hours, which are: Monday through Friday, 8:30am to 5:00pm Eastern.
To enter the building after hours: Members with 24/7, after-hours access will be given a door code that will unlock the side door entrance for entry into the Office Suite. Please do not share your access code with anyone else. If you have multiple people who need access, IO will provide a unique code for each person.
If you do not have after-hours access and need such, please contact IO staff for assistance and/or to upgrade your account.
Those with 24/7 access to a locked mailbox will also be given a mailbox key specific to their individual locked mailbox. There is a $50 fee if the mailbox key is not returned.
Status Updates for Phone and Admin Members
Our goal is to be perceived as your employee for every call and every task. Please update us on your status and location every day, throughout the day, so that we can give your callers accurate information and avoid charges for additional connects.
Call: (248) 519-2300
Email: [email protected]
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Office and Conference Room Reservations
The standard on-demand office, and potential alternate on-demand office(s), as well as conference rooms are available during business hours and after hours on a first-come, first-served basis. You can reserve these offices and/or conference rooms in one of the ways:
Please note: If you email to reserve a room, this does NOT guarantee the room – we will need to check availability and will respond back to confirm your reservation.
Reservations Must Be Cancelled before 24 Hours of the Start of the Reservation in Order to NOT be charged for the Reservation.
Unfortunately, last-minute cancellations (cancelling within 24 hours of reservation time) do not give us time to rebook the room. No shows and late cancellations will be charged for the time originally reserved. Reserving the room at least 24 hours in advance is recommended. We will do our best to accommodate last-minute requests. There is a one-hour minimum, with additional time increments of 30-minutes (half hour) accepted after the first one-hour minimum is reserved. The charges will be billed in half hour increments on the hour and half hour.
Conference Rooms and On-Demand Offices are NOT considered Common Areas. As a reminder, all of our meeting rooms (Conference Rooms and On-Demand Offices) are hourly – any use of the room is subject to a charge.
Adjustments for shortening or extending the original reservation need to be made before 24 hours of the start of the reservation. Extending your reservation may be possible on the day of the reservation. However, you might be asked to relocate and you would be responsible for the additional charges associated with that room’s cost.
All space is fully furnished and all space and furnishings are expected to be maintained in good condition and returned in the same condition.
For after-hours use:
Please clean all areas used by your company and clients, turn off any lights before leaving. We strongly encourage you to lock the front doors and keep them locked after hours. However, you may unlock the front door to allow entry for your client if necessary. Please lock it immediately behind you for your protection and the security of the office. If you are the last one in the office, please turn off the lights and exit through the back entrance. If it is after-hours and you unlocked the front door, it is your responsibility to lock the front doors when you are done – even if other clients are in the office. You will be held liable for any damage or loss incurred if you leave the doors unlocked. Reservation adjustments will be made by our Team after camera footage has been viewed. Office and conference room space is billed in 30-minute increments. Any usage that exceeds 5 minutes will result in an additional 30-minute charge.
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General Office Information
Copier:
The copier and fax require your access code to operate. Select which service you need. Enter your code into the keypad, press “enter.” Select desired copy/fax settings. Make fax, copies, and/or scans. After use, press the crescent moon in the upper right corner to log out and clear the code. Please see our staff if you have any questions regarding the operation of this machine. Fax confirmations and transmittals are received via email through our front desk. Faxes received will be emailed to you directly.
Your code allows us to track your use and bill only for what you have used.
Printer:
The printer is the Toshiba printer. If you need help, please see IO staff. Also, before you use the printer for the first time, we strongly encourage you to come in and test the printer to make sure it gets installed correctly onto your computer and to alleviate any potential issues.
Internet:
Fiber WIFI is available for you while you are using the office and conference rooms. We also have a guest WIFI connection for your clients. If you need help with your WIFI credentials, please let us know.
Mail will be sorted and put into mailboxes by 4:00pm Monday through Friday. Saturday mail will be in your box by 2pm on Monday afternoon. Please remember, that we have no control over when the post office delivers mail and this time frame may be altered accordingly. If you forget your mail key or need your mailbox checked, we will be happy to do so for a $3 charge.
Mail Check $3 – We will let you know if there is mail in your box.
Mail Consult $5 – We will open all mail and tell you what is inside.
Throughout the day as mail and packages arrive, we will deliver them to your mailbox in a timely fashion. If you are not in the office and a package arrives, we will leave a note in your mailbox informing you of its arrival. Please see the receptionist to pick up any packages.
If you would like to be notified when a package or certified mail arrives, please let us know. As a reminder, packages that are not picked up after 30 business days are subject to a package holding charge.
As an Intelligent Office client, you have access to both of our locations (IO Troy – located in Troy, Michigan; and IO Bloomington – located in Bloomington, Minnesota). Your primary location will be where you usually meet clients and your mailbox is located. You are welcome to add the second location as a satellite office for appointments only. If you would like to receive mail at the secondary location, please let us know. If you do receive mail and do not have a mailbox at the secondary location, we will forward the mail to the primary location for an additional cost.
Directory Listing
For those with a Suite Directory Listing, additions, deletions and changes will appear on the 1st of each month. All listings appear in standardized size and font. Symbols and bold font are not available. However, you can submit the following:
Other information pertaining to Directory Listing:
Kitchen Use
You are welcome to use our kitchen facilities. Coffee is made every morning; please help yourself to a cup. Please remember that this is a community facility and it is each of our responsibility to keep it clean. Please put dirty dishes in the dishwasher. The dishwashers run every evening and are emptied the following morning, except on weekends – the dishwashers will be run Friday evening and emptied on Monday mornings.
Smoking Restrictions
No smoking of any kind is allowed.
Temperature Control
The Building and Office Suite are heated and cooled to provide comfortable use during standard business hours.
During normal business hours, if you need a room temperature adjusted, please let our front desk team know. You are welcome to email, call or stop by the desk to make your request. We will do our best to accommodate your request for your meeting or office.
If you need heating or cooling outside of normal business hours, the Building Property Manager will charge an additional fee. Please let IO Team Members know so we can arrange your needs with the Building Property Manager and we will bill you accordingly.
Building Policies and Procedures:
You are responsible to ensure you and your company employees/contractors, guests, and invitees follow the Rules and Regulations of the Building. Please see EXHIBIT “E” RULES AND REGULATIONS. Please let IO staff members know if you need a copy of EXHIBIT “E” RULES AND REGULATIONS.
Please note: Soliciting, peddling, canvassing, and/or interrupting the enjoyment of the Building or Suite is prohibited.
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Holiday Procedure
Our office is not staffed on major holidays: New Year’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving and Friday after, Christmas Eve, and Christmas Day. As always, for those with 24/7 access, you are welcome to use office and conference rooms as needed. Please notify our staff if you will be meeting with clients on a day we are not staffed so we can ensure that there is availability.
Some holidays may fall on a weekend and IO ownership may choose to close the office an additional day for our staff. You will be notified if we are closed an additional day for a holiday via email at least two times before the closure.
Phone services automatically observe after-hour procedures during holidays. Should you prefer having telecommunications handled differently for holidays, please let us know.
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Billing
Invoices will be emailed to you by the first of the month. Payment is due by the 5th of the month and will be automatically processed on the 5th of the month based on your payment choice you have entered in the Yardi system. If payment is received after the 10th of the month, a 15% late fee will be added to the following month’s invoice.
Reoccurring monthly fees are billed in advance. Any incidentals/a-la-carte charges (such as number of calls, confirmation calls, intake forms, conference room usage, copier usage, etc.) are billed in arrears. Specifically, your invoice will include your base services for the upcoming month; as well as incidental services from the past month. In order to get invoices out to you in a timely fashion, incidentals occurring between the 25th through the 24th of the month and billed on the 1st of the following month.
All invoices are subject to a 3% billing fee. We will waive the billing fee if you use our preferred payment method: Electronic Funds Transfer (EFT) or check. Returned checks and declined EFTs are subject to a return fee of $45.00.
For questions regarding your invoice or billing procedure please call us or email: [email protected]
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Intelligent Office Rules and Regulations
Renewals and Termination of Services
Memberships with Dedicated Space(s) (Dedicated Office, Workstation, Desk, Cubicle, Other), a 60-day (sixty) notice is required. However, Dedicated Space(s) Members that are in a month-to-month Agreement for Dedicated Space will be required to provide only a 30-day (thirty) notice, not the 60-day notice. For all other Memberships and services, a 30-day notice is required. If a Member does not submit a written notice prior to their renewal date, the Agreement will automatically renew for the same length of time as the most recent Membership Agreement.
You may choose the month-to-month option at a 20% premium with a written notice to IO at least 30-days prior to the renewal date.
Regardless of length of term on the Membership Agreement, on the annual anniversary of your start date, a 5% base membership increase will be applied unless IO has notified you of a new standard price for services.
In the event of termination by you prior to the end of the Term, you shall be charged an early termination fee equal to the value of the monthly fees for three (3) months of service or the remainder of their Agreement term, whichever is less. You will lose your Deposit and/or Retainer for early termination.
Upon early termination of the Agreement, for any reason, you will lose all Deposits and Retainers.
Members with 24/7 access must return any allocated keys by the last day of the Agreement. Failure to return keys will result in $50 charge per key and a potential rekeying fee.
Members with Dedicated Space(s) (Dedicated Office, Workstation, Desk, Cubicle, Other) must return all appropriate keys on the final day of services. Failure to return keys will result in $50 charge per key and a potential rekeying fee.
Dedicated Space is expected to be returned in the same condition as it was originally delivered. All space is fully furnished and all space and furnishings are expected to be maintained in good condition and returned in the same condition as originally delivered, normal wear and tear expected.
Please don’t file a change-of-address form with the U.S. Postal Service—they won’t accept it. After your membership ends, please remember to immediately remove all marketing/use of the address and begin informing your contacts of your address change. Although you may no longer use our address as your own (after termination of the contract), Intelligent Office will hang on to your mail for six months as part of your Exit Package. During that time, it’s your responsibility to let contacts know your new address.
If we don’t have a forwarding address on file, any mail we get will be held and may incur a storage fee. If you do give us a forwarding address, we’ll send your mail along—just keep in mind it’ll be subject to our current forwarding fee and postage rates. We will bill you for the storage and/or mail forwarding during this 6-month transition period.
Hiring of IO Employees. Member acknowledges and agrees that Member will be working closely with employees of Intelligent Office who have been trained by, and at the time and expense of, Intelligent Office. We have an incredible staff at Intelligent Office, and we know you are going to be pleased with our service. During the term of this agreement, and for a period of one year after the termination of this agreement, with or without cause, Member agrees that Member will not solicit employment of, offer employment, hire, whether as an employee or independent contractor or otherwise, any person who was an employee of the Center (IO) at any time during this agreement. If Member breaches the restrictions contained in this paragraph, Member acknowledges and agrees that damages would be difficult to ascertain with a reasonable degree of certainty and further agrees to pay to Intelligent Office as liquidated damages, and not as a penalty, a sum equal to 6 months wages of that employee at the annualized rate of the last two full months wages paid that employee by Intelligent Office. The provisions of this paragraph will survive the term of this agreement and payment of the liquidated damages is due upon written demand.
Client Signature: ___________________________________________
Client Name: ______________________________________________
Date: ____________________________________________________
These policies and procedures are referenced in the Member Agreement. Lack of signature does not constitute lack of knowledge of the Intelligent Office Policies and Procedures & Welcome Packet. It is the Member’s responsibility to ensure they are current with the Policies and Procedures and the current Policies and Procedures are always available – please contact one of the IO team members for a copy.
Our goal is to help support you so you build your business. Please let us know how we may assist you.
To your success!
Intelligent Office Troy
