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Table of Contents

Building and Access Policy

Last Updated: December 18, 2024

The Building and Access Policy ensures a secure, professional, and productive environment for all NuvoDesk members, guests, and staff.

This policy is designed to:

  • Maintain Security – Protect the building, its equipment, and its occupants.
  • Promote Professionalism – Foster a collaborative and respectful atmosphere.
  • Preserve Resources – Ensure responsible use of amenities and facilities.
  • Ensure Accountability – Define responsibilities for damages, misuse, and violations.

By following these guidelines, we create a coworking space that supports success and well-being for all.

 

Access Control

Access Methods

Members can access NuvoDesk facilities through:

  • Key Fobs – Available for purchase at the front desk for secure entry.
  • Salto KS App – Mobile access is available but may have occasional technical limitations. A keycard is strongly recommended for uninterrupted entry.
Credential Security
  • Members must not share key fobs, app access, or any credentials with unauthorized individuals.
  • Unauthorized sharing will result in disciplinary action, up to membership termination.
Unauthorized Access Prohibited
  • Members must not allow unknown individuals to enter the building (no tailgating).
  • Unauthorized access attempts will be investigated, and responsible members may face disciplinary action.

 

Operating Hours

General Member Access
  • Private Office and Shared Desk members have 24/7 access to NuvoDesk facilities.
Standard Operating Hours
  • Non-qualifying members (such as Virtual Mail members) and guests are limited to:
    • Monday – Friday: 8:00 AM – 5:00 PM
Holiday Hours
  • Holiday access may vary. Members will receive advance notification of schedule changes.

 

Security Protocols

Door Security
  • All entry doors must remain closed and locked at all times.
  • Members are strictly prohibited from propping doors open or allowing unauthorized individuals to enter.
Surveillance and Monitoring
  • Security cameras monitor activity and ensure safety.
  • Members should respect privacy while being aware that public areas are under surveillance.
Reporting Security Concerns
  • Report any suspicious activity, security breaches, or lost keycards to NuvoDesk staff immediately.
Emergency Procedures
  • In case of an emergency, members must follow evacuation routes and listen to NuvoDesk staff or emergency responders.

 

Guest Access

Guest Check-In
  • All guests must check in at the front desk kiosk upon arrival.
  • Required information includes first and last name, email address, and the name of the hosting member.
  • Members can pre-register guests via the NuvoDesk Member Portal to speed up check-in.
Member Responsibility
  • Guests must remain with their hosting member at all times.
  • Hosting members are fully responsible for guest behavior and policy compliance.

 

Usage of Common Areas

Cleanliness and Maintenance
  • Leave shared spaces clean and organized after use.
  • Dispose of trash properly in designated bins.
  • Clean up spills immediately to maintain hygiene.
  • Only consume food in designated areas to prevent damage.
Noise Control
  • Keep noise levels low to maintain a professional atmosphere.
  • Use phone booths or private spaces for calls and meetings.
Respect for Fellow Members
  • Be considerate in shared areas.
  • Avoid monopolizing spaces or equipment.
Use of Shared Equipment
  • Use shared resources responsibly, including coffee machines, printers, and other equipment.
  • Report malfunctions to NuvoDesk staff immediately.

 

Conference Room Etiquette

Booking and Usage
  • Conference rooms must be reserved in advance via the NuvoDesk Member Portal.
  • Respect reservation times; exceeding booked time may result in additional fees.
Room Maintenance
  • Reset furniture and equipment after use.
  • Clean up any spills or messes.
  • Do not remove equipment from conference rooms.
Penalties for Policy Violations
  • First violation: Verbal or written warning.
  • Second violation: Formal notice and potential fees.
  • Third violation: Loss of conference room privileges.

 

Personal Belongings

Unattended Items
  • Do not leave personal belongings unattended in shared areas.
  • NuvoDesk is not responsible for lost or stolen items.
Storage Options
  • Private Office Members may securely store items in their office.
  • Shared Desk Members do not have access to additional storage.

 

Health and Safety Compliance

Smoking Policy
  • Smoking and vaping are prohibited indoors.
  • A designated smoking area is located outside.
Prohibited Materials
  • NuvoDesk strictly prohibits hazardous chemicals, explosives, unauthorized weapons, and flammable substances.
  • Violations may result in immediate membership termination and legal action.

 

Emergency Situations

Fire and Evacuation Procedures
  • If a fire alarm sounds, exit the building immediately through marked emergency exits.
  • Do not use elevators; use stairwells instead.
  • Assemble at the designated meeting point outside.
Medical Emergencies
  • Call 911 immediately for serious medical situations.
  • First-aid kits are available at the front desk.

 

Pets and Service Animals

General Policy
  • Pets are not allowed inside NuvoDesk.
  • Service animals (as defined by ADA) are permitted.
Service Animal Guidelines
  • Service animals must be under control at all times.
  • Handlers must clean up after their service animals.

 

Printing Policies

Pricing and Payment
  • Standard Letter Printing (8.5” x 11”):
    • Black & White: $0.10 per page
    • Color: $0.20 per page
  • Printing fees are automatically charged to the member’s account.
Violations
  • First violation: Written warning.
  • Second violation: Temporary suspension of printing access.
  • Third violation: Additional fees or membership review.

 

Compliance and Enforcement

Consequences for Violations
  • First offense: Verbal warning.
  • Second offense: Written warning and violation fee.
  • Third offense: Suspension or termination of membership.
Fines and Fees
  • Members may be fined for damages, misuse of resources, or violations.
Appeals Process
  • Members may appeal disciplinary actions within seven business days.

 

Updates to the Policy

Right to Amend
  • NuvoDesk reserves the right to update this policy as needed.
Notification of Changes
  • Members will be notified via email, the Member Portal, or on-site notices.

 

Contact Information

  • Email: office@nuvodesk.com
  • Phone: (817) 775-7159
  • Address:
    NuvoDesk Coworking
    2909 E. Arkansas Lane, Suite C
    Arlington, TX 76010
Plan Price Mail Handling Letter Scanning Shredding Additional Mail Mail Storage Conference Room Discount Day Pass Discount
Virtual Business Starter $29.99/month 50 items/month 5 items/month 10 items/month $0.50 per item $0.50 per item/month 10% OFF (access extra) $10 OFF
Virtual Business Plus $59.99/month 100 items/month 20 items/month 50 items/month $0.40 per item $0.25 per item/month 10% OFF (1 free day pass/month) $10 OFF
$129.99/month 1000 items/month 100 items/month 100 items/month $0.30 per item $0.15 per item/month 20% OFF (includes 4 free hours/month) 3 days/month (20% OFF extra passes)

Grandfathered Pricing

Existing Members on Previous Plans
  • Members enrolled in Virtual Mail services under previous pricing structures are considered “grandfathered.”
  • Grandfathered members will continue to be billed at their original rates and retain existing plan features unless they upgrade to a current plan.
  • Additional services not included in the grandfathered plan will be billed at current rates.

Private Office Members

Complimentary Mail Services
  • Virtual Mail services are included in Private Office memberships.
  • Private Office members can use NuvoDesk’s address as their business address at no additional cost.

 

Virtual Mail Management

Managing Your Mail Online
  • All Virtual Mail services are managed through NuvoDesk’s Virtual Mail platform at: virtualservices.nuvodesk.com.
  • Members can log in to:
    ✅ Review incoming mail
    ✅ Request forwarding
    ✅ Manage account settings

 

Business Name Registration

One Business Per Virtual Mailbox
  • Each Virtual Mailbox can only be assigned to one business name.
  • Additional businesses require separate Virtual Mail IDs.

 

Mail and Package Handling

Mail Handling
  • NuvoDesk will accept mail and small packages within the limits of the member’s plan.
  • Mail will only be released to the individual or business listed on the account per USPS Form 1583.
  • A valid government-issued ID must be presented when picking up mail.
  • Adding Additional Recipients:
    • Members can add authorized recipients for mail pickup at $10 per recipient per month.
    • Additional recipients must be listed on Form 1583 and provide proper ID when collecting mail.
Storage Fees
  • Mail items not collected within 30 days are subject to storage fees:
    • Starter: $0.50 per item/month
    • Plus: $0.25 per item/month
    • Premium: $0.15 per item/month
  • Packages exceeding 30 days of storage:
    • $5 per item per pound/kilogram
  • Mail not picked up within 60 days will be:
    • Automatically forwarded to the member’s mail forwarding address (fees apply) OR
    • Returned to sender if no forwarding address is on file.
Prohibited Items

NuvoDesk will not accept:
🚫 Items over 15 lbs
🚫 Dangerous, live, or perishable goods

 

Address Accuracy

Correct Mail Format for Delivery

📍 Members must use the following format for proper delivery:

Member Name/Business Name
2909 E. Arkansas Lane, Suite C – Unit # (assigned mailbox number)
Arlington, Texas 76010

Example 1:

Bryan Acosta
2909 E Arkansas Ln Suite C-1, Arlington, TX 76010

Example 2:

NuvoDesk Coworking
2909 E Arkansas Ln Suite C-1, Arlington, TX 76010

🚨 Mail without the correct address format will be marked “Return to Sender,” and members will receive email notifications.

 

Mail Forwarding & Address Requirements

Forwarding Fees
  • Letter Forwarding: $4–$6 per item + postage (depending on the plan).
  • Package Forwarding: $4–$6 per item + postage (depending on the plan).
  • Forwarding requests are processed the next business day.
Address Changes
  • Address changes must be submitted at least one week before the next forwarding request.
  • Changes should be sent via email tooffice@nuvodesk.com.

 

Additional Services (Optional)

Upgrade Your Business Services

Members can add the following optional services through the Virtual Mail Platform at: virtualservices.nuvodesk.com.

📞 Virtual Phone: $20/month
📞 Live Answering Service: Starting at $99/month

These services are designed to enhance business operations and can be activated anytime through the account dashboard.

 

Limitations and Liability

NuvoDesk is Not Responsible For:

🚫 Delays, damages, or losses during the mail forwarding process.
🚫 Misuse of the Virtual Mail service for obscene, illegal, immoral, or defamatory purposes.

📌 NuvoDesk reserves the right to refuse service or terminate memberships for violations.

 

Refunds and Cancellations

For detailed information on payments, refunds, and termination procedures, refer to the Cancellation Policy.

 

Contact Information

For any questions, feedback, or requests related to our policies, please contact us:

📧 Email: office@nuvodesk.com
📞 Phone: (817) 775-7159
📍 Address:
NuvoDesk Coworking
2909 E. Arkansas Lane, Suite C
Arlington, TX 76010

For additional assistance or inquiries, you may also visit our member portal or contact us directly at office@nuvodesk.com.

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