If bookings are getting blocked, occupancy looks off, or members cannot book something they should, the issue is often a resource that is assigned when it should not be, or assigned to the wrong type of membership.
Before assigning anything, pause and check: Does this membership really need a specific desk or office tied to it? Over-assigning resources, especially hot desks, is one of the most common reasons for booking conflicts and the need for manual fixes later.
In OfficeRnD Flex, you can assign memberships to resources from the Memberships page or directly from the floor plan.
In this article:
Review when a resource should be assigned and when it should not.
Assign a membership from the Memberships page.
Assign a membership from the floor plan.
Remove a resource assignment without ending the membership.
Prerequisites
Before you begin, ensure:
Your admin role has the relevant permissions to access the Operations module.
Resources and memberships are already created or imported.
The resource type matches the Billing Plan type used for the membership.
Important: The resource type must match the Billing Plan type. For example, you cannot assign a membership created from a Dedicated Desk Billing Plan to a Private Office resource. A mismatch can lead to booking conflicts and reporting inconsistencies.
Overview
When you assign a membership to a resource, you are reserving that specific desk or office for that member during a defined period.
This affects:
Who can book the resource
How occupancy is calculated
Whether other members see the resource as available
There are 3 default permanent resource types that are typically assigned:
Dedicated Desk (Fixed desk)
Private Office
Private Office Desk
You can also create custom resource types and make them assignable.
Hot Desks usually do not require assignment. Assigning them unnecessarily can block availability and create booking confusion.
Assign a membership from the Memberships page
Use this method when you are reviewing a member's contract and want to link their desk or office.
Open the Flex Admin Portal and go to Operations > Memberships.
From the list of available memberships, open the membership you want to review.
If the membership can be assigned, click Assign under the membership name.
In the dialog that opens, complete the following:
Resource: From the drop-down menu, select the desk or office to which the membership should be assigned.
Start Date: Enter when the assignment should begin. This usually matches the membership Start Date.
End Date (optional): Enter when the assignment should end.
Click Assign to confirm.
Assign memberships on the floor plan
To link shapes to already created resources and assign memberships to them:
Open the Flex Admin Portal, go to Space, and open the relevant floor plan.
Select a shape.
In the side panel, open the -No Resource- ▼ dropdown menu.
Select the correct resource. This connects the floor plan shape to the resource.
In the Membership section of the side panel, click Assign.
Open the Membership drop-down menu and select the membership you want to assign to this resource.
Set the Start Date and End Date.
Click Assign. The resource is now tied to that membership.
Remove a resource assignment without ending the membership
If a desk or office is blocking bookings but the member's contract is still active, you can remove only the resource assignment.
This is useful when:
A member is moving desks.
A private office is being reconfigured.
A resource was assigned by mistake.
Follow these steps:
Open the Flex Admin Portal and go to Operations > Members or Operations > Companies.
Open the member's or the company's profile.
In the memberships section of their profile, click the cogwheel next to the membership and select Unassign.
You have two options:
Set an end date for the membership assignment to that resource.
Select the Delete Assignment checkbox to permanently remove the assignment. The membership will remain active, but the resource will no longer be assigned and reserved.
Depending on your choice, click Unassign or Delete.
Verify the resource assignment is correct
If you want to double-check that everything is set up correctly:
Open the resource and confirm the member and assignment dates are correct.
Try creating a booking as another member to confirm it is blocked only when expected.
Check the floor plan to ensure the correct member is displayed.
Review occupancy reports to confirm the resource is counted properly.
If bookings are still blocked unexpectedly, review:
The Billing Plan type used for the membership
Overlapping assignment dates
Whether the resource should be unassigned (for example, hot desks)
Best practices
Assign only when necessary: Dedicated desks and private offices usually require assignment. Hot desks typically do not.
Match types carefully: Keep Billing Plans and resource types aligned to avoid booking and reporting issues.
Audit assignments monthly: If you manage multiple locations, review assigned resources regularly to prevent conflicts.
Avoid long open-ended assignments unless required: Use clear Start and End Dates to reduce manual corrections later.
If bookings look wrong or occupancy feels inflated, resource assignments are one of the first places to check.