When a membership has a resource attached to it, that desk or office is reserved for the member during a set period. Other members can't book it, and it counts correctly toward your occupancy numbers. Assigning the wrong resource type, or assigning one that isn't needed, is also one of the most common causes of blocked bookings and inflated occupancy, so getting this right matters as much as doing it at all.
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.
Before you begin
Your admin role needs permissions to access Operations.
The resources and memberships you want to link must already exist.
The resource type must match the Billing Plan type used for the membership.
Important: The resource type must match the Billing Plan type. For example, you can't assign a membership created from a Dedicated Desk Billing Plan to a Private Office resource. A mismatch leads to booking conflicts and inaccurate reports.
How resource assignment works
Assigning a membership to a resource determines who can book it, how occupancy is calculated, and whether other members see it as available.
OfficeRnD Flex has 3 default permanent resource types that are typically assigned: Dedicated Desk (Fixed Desk), Private Office, and Private Office Desk. You can also create custom resource types and make them assignable.
Hot Desks usually don't need an assignment. Assigning a Hot Desk unnecessarily prevents it from being available to other members and causes confusion when booking.
Before you assign any resource, ask whether the membership genuinely needs one tied to it. Over-assigning resources, especially Hot Desks, is one of the most common causes of booking conflicts and manual fixes later.
Assign a membership from the Memberships page
Use this method when you're reviewing a member's contract and want to link directly to their desk or office.
Go to Operations > Memberships.
From the list of memberships, open the one you want to assign a resource to.
If the membership can be assigned, click Assign under the membership name.
In the dialog, complete the following fields:
Resource – Select the desk or office to assign to the membership.
Start Date – Enter when the assignment begins. This usually matches the membership's Start Date.
End Date – Optionally, enter when the assignment ends.
Click Assign to confirm.
Assign memberships from the floor plan
Use this method to link a floor plan shape to a resource and assign a membership to it in the same flow.
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.
Click Unassign or Delete, depending on your choice.
Verify the resource assignment is correct
After assigning or removing a resource, confirm the setup behaves as expected.
Open the resource and check that the member and assignment dates are correct.
Create a test booking as another member to confirm it's blocked only when it should be.
Check the floor plan to confirm the correct member is displayed.
Review occupancy reports to confirm the resource is counted correctly.
If bookings are still blocked unexpectedly, check the Billing Plan type used for the membership, look for overlapping assignment dates, and confirm whether the resource should be unassigned, which is common with Hot Desks.
Best practices
If a membership doesn't need a specific desk or office, skip the assignment. Dedicated Desks and Private Offices usually need one; Hot Desks usually don't.
If you manage multiple locations, audit resource assignments monthly to catch conflicts before they affect bookings.
If you don't need an assignment to run indefinitely, set a clear End Date instead of leaving it open-ended. This reduces manual corrections later.
Keep Billing Plan types and resource types aligned across your setup. Mismatches between them are one of the first things to check when bookings look wrong or occupancy feels inflated.
FAQs
Why is a member unable to book their own desk?
A member usually can't book their own desk because the resource assignment dates don't cover the booking date, or the resource type doesn't match the membership's Billing Plan type. Check the assignment's Start Date and End Date, and confirm the resource and Billing Plan types match.
Does removing a resource assignment end the membership?
Removing a resource assignment doesn't end the membership. The membership stays active; only the link to that specific desk or office is removed, so you can reassign a different resource without recreating the contract.
Should Hot Desks be assigned to a specific resource?
Hot Desks usually shouldn't be assigned to a specific resource. Assigning a hot desk prevents other members from using it and creates booking confusion, since Hot Desks are designed for flexible, unassigned use.
What happens if the resource type doesn't match the Billing Plan type?
A mismatch between the resource type and the Billing Plan type causes booking conflicts and inaccurate occupancy reports. Always confirm the resource type matches the plan type before assigning it.
Can a resource assignment have an end date while the membership continues?
You can set an end date on the resource assignment without ending the membership itself. This is useful when a member is moving desks or a space is being reconfigured.