Importing resources can significantly speed up your onboarding process when setting up your OfficeRnD Flex account. By uploading a CSV file, you can add all existing rooms, desks, and offices, along with related details such as pricing, location, and target Billing Plans. This allows you to quickly populate your space and streamline the setup process.
By the end of this article, you will understand how to prepare your import file, which properties are required or optional, how to validate your data, and how to successfully import or update your resources.
Before you start
Before starting the import process, make sure the following items are already configured in your OfficeRnD Flex account:
Locations: Go to Space > Locations and add all relevant spaces.
Billing Plans: Go to Billing > Plans and define your plans.
Summary
Prepare your CSV file using the OfficeRnD template.
Include at minimum:
Resource Name,Resource Type,Location, andAvailable From.Validate the data and fix any errors before importing.
Use unique identifiers to update existing resources or import new ones.
Match column names, confirm the summary, and complete the import.
Supported resource properties
Below is a complete list of supported import properties, including which are required and which are optional:
Required properties:
Resource Name: This must be unique across all locations. It is used as an identifier to determine whether a new resource needs to be added or an existing one needs to be updated. Learn how to import resources with repeating names →
Resource Type: Must match the name of an existing resource type in your account (default or custom ones). Explore the default Resource Types →
Location: Must match an existing location name in your organization.
Available From: Defines when the resource becomes available.
Optional properties:
Floor: Must match an existing floor in the selected location.
Target Plan: Must match the name of a recurring Billing Plan in the selected location. Only applicable for assignable resources.
Price: Must be ≥ 0. Used only for assignable resources, and if a Target Plan is defined for them. If left empty, the system applies the Target Plan's price.
Deposit: Must be ≥ 0. Used only for assignable resources, and if a Target Plan is defined for them. If left empty, the system applies the Target Plan's deposit.
Resource Rate: Must match the name of a Resource Rate defined in the selected location. Only applicable for bookable resources.
Parent: Used to create a parent-child relationship between resources. Must reference a resource already existing in the selected location. Only applicable for bookable resources. Learn more about the rules for parent properties →
Size (Area): A numeric value representing square meters or feet.
Size (People): Applicable only for Zone-type resources such as offices, Meeting Rooms, and custom resources of type "Zone".
Available To: Date after which the resource is no longer available.
Privacy: Sets the privacy of bookable resources, such as meeting rooms. If no value is defined, all resources are imported as available to Active Members. Can be set to one of the following:
PublicActive Members
Can you update existing resources?
Yes, you can update existing resources using the import feature. OfficeRnD Flex uses a combination of Resource Name, Location, and Resource Type as the default unique identifier.
Optionally, you can include Floor or Parent as additional identifiers. This ensures accuracy when deciding whether to update an existing resource or add a new one. Learn how to use resource identifiers →
Before importing, Flex displays a summary showing the number of new and updated records.
Rules for parent resources
If you use the Parent property, note the following:
The parent resource must already exist in the organization.
Only Meeting Rooms can be parents of other Meeting Rooms if the Allow parent/child relationship option is enabled.
Zone-type resources (such as offices) can be the parents of desks.
Other desk types cannot be parents or children.
Import resources
Follow these steps to import your resources into OfficeRnD Flex:
Step 1: Upload the CSV file
Go to Settings > Data & Extensibility > Import and open the Resources tab.
Download the template file and fill it out with your data.
Required columns:
Resource Name,Resource Type,Location,Available From.Click Upload CSV to begin the import.
Step 2: Validate the data
Select the correct date format used in your CSV file. The system will use it to parse the dates.
Select the appropriate area unit (square meters or feet). The system will use it to calculate the area size.
(Optional) Modify the unique identifiers if necessary. Learn more about unique identifiers →
Match the columns from your file to the system's default column structure.
The first row in the table displays the default columns in Flex.
The second row displays the columns of the uploaded file.
Resolve any validation errors shown on-screen.
Match the columns from the first row to the columns from the second row. If there are any errors or inconsistencies in the data, the system will display a warning and prevent you from continuing.
After you identify and fix the problem, click Upload new file, and Flex will enter the changed data without affecting the rest.
Step 3: Review the import summary
Review how many resources will be added or updated.
(Optional) Save your column mapping as a preset for future use.
Step 4: Confirm the import
Click Import to finish the process. Once completed, a success confirmation appears on the screen.
FAQ: Resource import and setup
Can I import resources with the same name in different locations?
Can I import resources with the same name in different locations?
Yes. Resource Name is used as a unique identifier only when combined with Location and Resource Type. This allows you to use the same name in different locations.
However, suppose you have two resources with the same name in different locations (for example, “Meeting Room A” in both Location A and Location B). In that case, you will not be able to import your existing bookings for these resources because they overlap with each other.
If you want to import bookings, you must use unique resource names.
What happens if a field is left blank in the CSV file?
What happens if a field is left blank in the CSV file?
If optional fields, such as Price or Deposit, are left blank, OfficeRnD Flex will apply values from the assigned Billing Plan when available.
Can I update the "Available To" date of existing resources?
Can I update the "Available To" date of existing resources?
Yes. If you include this field in your import file, OfficeRnD Flex will update the resource accordingly.
What file type is accepted for resource import?
What file type is accepted for resource import?
Only CSV files are accepted. You must use the correct template format to ensure proper validation.
What happens if there are validation errors?
What happens if there are validation errors?
OfficeRnD Flex will block the import and display the exact errors. You will need to correct the errors in your CSV file and upload it again.
Can I preview the changes before importing?
Can I preview the changes before importing?
Yes. The summary screen will show which resources will be added or updated before the final import.
How do I match columns from my file to Flex?
How do I match columns from my file to Flex?
During the validation step, you'll match each column in your CSV to the appropriate field in OfficeRnD using the on-screen selector.