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Charging Members


Members in OfficeR&D can be charged on recurring basis or once per purchase. The plans you create in OfficeR&D are basically your products. When assigned to a member they become recurring memberships or one-off fees.


Charging Recurring Memberships

You can charge your customers on a recurring basis by assigning them memberships. OfficeR&D supports 4 types of memberships:

  • Dedicated desk - fixed membership for full-time members that can be assigned to dedicated desks on the floorplan.
  • Hot desk - flexible membership for part-time or full-time members, which cannot be assigned to a specific desk.
  • Private office - fixed membership for full-time office rent which can be assigned to a private office on the floor plan.
  • Service - service memberships such as Virtual Offices, which cannot be assigned to resources on the floor plan.

To assign a membership to a member, you can follow the steps outlined in the How to Assign a Membership tutorial. 

Once created, if you have enabled OfficeR&D to perform automated billing, on the next billing day of the company, this membership will yield a line item in the customer's invoice. Every month, until the membership is canceled, the customer will be charged automatically based on the membership's settings. 

Charging One-off Fees

You can charge your customers one-time (non-recurring) by adding a Fee to their profile.

NOTE: Make sure the one-off fee you want to charge the customer for, exists as a product of type One-off under Billing/Plans.

In order to add a fee to a member:

  1. Navigate to the member's profile page.
  2. Click Add Fee.
  3. Choose the product and optionally modify its name. 
  4. Set the quantity, price and the purchase date.
  5. Click Add.

In the Add Fee dialog you can set the following fields:

  • Location (optional, applicable to multi-location organisations only) - Which location this membership is associated to.

  • Product (required) - Sets the one-off product the member purchases.

  • Name (optional) - By default, the name of the plan is selected. You can change it to personalize it based on the member's context.

  • Quantity(required) - Quantity of the product.  By default, the quantity is 1.

  • Price (required) - Price of the plan. By default, the price of the one-off product is selected.

  • Date (required) - The date when the product is purchased.

  • Status (optional) - The payment status of the purchase. By default, the purchase is marked as Not Paid.

  • Bill in advance (optional) - When this option is checked, the one-off fee will be invoiced with the first automatically created invoice even if it is issued before the date of purchase of the one-off fee. 

  • Refundable (optional) - When this option is checked, the one-off fee is not calculated in the revenue report.

NOTE: Generally the automated billing invoices the monthly memberships for the new billing period along with the one-off fees purchased before the issue date of the invoice. When a fee with a future purchase date has the Bill in advance option selected, the system will be able to invoice it before its purchase date in the new bill run.  

Charging Meeting Room Bookings

You can charge customers for meeting room usage. When you define resource rates on the meeting rooms, every member booking will be charged in accordance with the booking slot charge. If you want to enable a member to book a specific number of hours free of charge, then you can give them booking credits. This will make OfficeR&D use the booking credits and charge members only after all their booking credits are used up. 

OfficeR&D automatically generates one-off fees for bookings that are charged. These one-off fees are then invoiced in the next generated invoice. 

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  1. Tina

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