In OfficeRnD Flex, you can create and define booking policies to manage the terms and conditions for booking resources, such as desks or Meeting Rooms. This article explains how to create and apply a booking policy to a resource.
Adjust or create a booking policy
Go to Settings
> Platform Modules > Calendar & Bookings.
Scroll down until you reach the Booking Policies section, and click Add Policy.
Define the policy rules:
Name – Enter a name for the policy.
Max Duration – Set the maximum time allowed for a booking (0 to 24 hours).
Min Duration – Set the minimum time allowed for a booking (0 to 24 hours).
Recurring Bookings – Allow recurring bookings.
Restrict bookings to members with coins or credits – Members can only book with available credits and/or coins. Click here to learn more.
Limit Recurring Bookings Span – Limits the time span of recurring member/ public bookings (maximum is 24 months from the booking's creation date).
Limit Future Bookings – Define how far in the future (in days, weeks, or months) bookings can be made (maximum is 24).
Limit Time Before Start of Booking – Limit the number of hours in advance for making bookings.
Request Approval – Require admin approval for bookings, which will remain "Tentative" until approved.
Require Check-In:
Automatically cancel bookings if employees fail to check in within the defined time before the booking starts.
Specify the time in minutes or hours.
The maximum time you can set here is 60 minutes.
Send booking reminders – Send reminders to the member before the booking starts. You can find additional information here.
Disable Back-to-Back Bookings – Add a buffer time (up to 30 minutes) between bookings to allow for preparation or cleaning. The room cannot be booked during the buffer time. Click here to learn more.
Active/Non-Active Member Rules – Choose whether you'd like to have the same rules for active and non-active members. Non-active members are members with no active memberships.
Important: Recurring bookings are unavailable on the Public Calendar (they are available only on the Member Portal).
Connect a Booking Policy to a Resource Rate and a bookable resource
To connect a Booking Policy to a Resource Rate and/or a bookable resource, follow these instructions:
Go to Billing & Products
> Products > Resource Rates.
Click Add Rate or edit an existing one.
In the Add or Edit Resource Rate dialog, open the Advanced tab and select a booking policy from the Booking Policy drop-down menu.
The bookings will follow the policy's rules once the Resource Rate is applied to a bookable resource.
By default, every Resource Rate uses the default Booking Policy.
Booking Policy rules are not applied to bookings created on the Admin Portal.
Read next
Learn how to create a booking cancellation policy.