When members book resources regularly, per-transaction billing adds administrative overhead for both sides. Booking coins allow you to pre-allocate monetary credit to a member or company, which the system automatically draws from when a booking is made. One coin equals one unit of your organization's currency by default, so the math stays simple.
Booking Coins work alongside Booking Credits in OfficeRnD Flex. They live in the same Credits section of a member or company profile and follow the same allocation logic, but unlike hour-based credits, coins carry a direct monetary value that maps to your billing currency.
In this article:
Add coins manually to a member or company profile
Add coins automatically through a Billing Plan
Review and delete coin allocations
Track coin transactions in the Transaction Log
Before you begin
Only admins can allocate and manage coins. Members cannot use or assign coins from the Member Portal.
Coins are always associated with the company. If you add coins to an individual member's profile, they are reflected on the company profile.
Avoid adding large coin amounts outside a Billing Plan. This makes manual adjustments harder to track later.
How booking coins work
When a member makes a booking, the system automatically draws from their available coins. Only admins can assign coins; members cannot do so themselves in the Member Portal.
Coins are always associated with the company; if added to a member's profile, they will be reflected in the company profile.
One-time coins expiration
One-time coins do not reset monthly. Members can use them until no coins remain, or until they expire at the end of the month, one year after they are granted—whichever comes first. For example:
If coins are granted on 01.06.2026, they are valid until 30.06.2027, inclusive. = total of 13 months.
If coins are granted on 20.06.2026, they are valid until 30.06.2027, inclusive. = a total of 12 months (until 20.06.2027) + 8 days until the end of June.
Monetary value of coins
Each coin has a monetary value set at the organization level. By default, 1 coin equals 1 unit of your currency (for example, 1 USD or 1 EUR). To change the monetary value of a coin, contact our support team and ask to speak with a human agent.
Bookings made 2 or more months in advance
This applies only to monthly coins. Monthly coins are generated for up to 2 months in advance, so a booking that starts 2 or more months ahead cannot draw them yet. One-time coins are not affected because they remain available until used up or expire (see above ↑).
For a booking made 2 or more months ahead, payment depends on whether monthly coins are set up. If the company or member has recurring monthly coins, the booking stays unaccounted until the month before it starts. Once that month begins, one of two things happens:
If coins apply to the resource, the booking is covered by coins.
If coins do not apply to the resource, a booking fee is generated.
If the company or member does not have recurring monthly coins, the booking is charged in currency (or in available one-time coins, or a combination of coins + currency) instead. This is expected behavior because monthly coins are generated only for the current and next month.
Add coins to a member or company profile
You can add coins manually to any member or company profile. To do this:
In the Flex Admin Portal, go to Operations > Members or Operations > Companies.
Open the member's or company's profile. Keep in mind that coins are always associated with the company; if added to a member's profile, they will be reflected in the company profile.
Scroll to Booking Credits and click Add Credits.
Select coins from the dropdown.
Set the amount, applicable resources, and start and end dates.
Choose one of the following recurrence options:
Once – The coins are available until used up. They have no monthly reset; they expire at the end of the month, one year from the date they are granted (see above ↑).
Month – The coins reset monthly on a use-it-or-lose-it basis. Set an end date to tell the system when to stop renewing them.
Click Add.
Add coins through a Billing Plan
You can allocate coins automatically to members or companies through a Billing Plan. To do this:
Go to Billing > Plans and open a Billing Plan.
Open the Credits tab.
Click the + sign, click hours, and select coins.
Enter the number of coins or leave the first field empty to add unlimited coins
Select the applicable resources.
Click Update.
Review and delete coin allocations
To review or delete coins that have been added to a profile:
Open the member's or company's profile.
Click the cogwheel next to the coin entry and select Edit.
In the dialog, you can review who created the coins and when, or delete the allocation. To see coins that have already been removed, select Show Removed Credits.
Note: Coins linked to an active booking can't be deleted directly. You must first update the booking to make it free, then remove the coins. If the coins were removed before the booking was canceled, they will be unavailable for editing. Contact [email protected] if you run into this.
Track coin transactions
The Transaction Log shows every coin issuance, usage, and remaining balance for a member or company. To open it:
Open the member's or company's profile.
Click the cogwheel next to the coin entry and select Transaction Log.
In the Transaction Log, you can:
See when coins were issued and by whom.
Check whether coins were added manually or automatically through a membership.
Filter transactions by date using the calendar icon, or clear the filter to see all transactions.
Check the Remaining and Used coin counts at the top right.
The Ref Date column shows the start of the period for which the coins were issued. For example, the first day of the month (for monthly coins).
FAQs
Can members use coins from the Member Portal?
No. Members can't assign or use coins themselves. Only admins can allocate coins to a profile.
What happens to one-time coins after 12 months?
One-time coins expire 12 months from the date they were granted. They can't be applied to bookings that fall outside that window.
What's the difference between once and monthly coins?
"Once" coins are available until used up (within 12 months). "Monthly" coins reset at the start of each month and don't carry over; unused coins are lost.
Why can't I delete coins linked to a booking?
Coins tied to an active booking are locked until the booking is made free. Update the booking first, then delete the coins. If the coins were removed before the booking was canceled and are now stuck, contact [email protected].
Where can I see all coin transactions for a member?
Open the member's or company's profile, click the cogwheel next to the coin entry, and select Transaction Log.
Why wasn't my advance booking paid with monthly coins?
A booking made 2 or more months ahead cannot use monthly coins right away, because monthly coins are generated for only up to 2 months in advance. If the member has recurring monthly coins, the booking stays unaccounted until the month before it starts, then draws coins if they apply to the resource, or generates a booking fee if they do not. If there are no recurring monthly coins, the booking is charged in currency. One-time coins are not affected by this window.