You're onboarding a new member who doesn't need a dedicated desk but wants to drop in a few times each month. Another team wants flexible access to shared space without committing to a full-time office. Instead of manually assigning desks or tracking usage, you want a flexible system that limits access, charges accordingly, and updates automatically.
Day Passes in OfficeRnD Flex give you control over shared space access. They link directly to check-ins, can be applied through memberships or manual assignment, and help you track occupancy while offering members a flexible way to work.
At the end of this article, you will be able to effectively add, configure, and monitor Day Passes to best suit your coworking space's operations.
When to use Day Passes
Day Passes are useful when:
You want to give flexible access to hot desk areas without assigning desks.
You have members or companies who only visit occasionally.
You need to limit how often shared resources are used.
You want to include limited access in memberships or sell Day Passes as one-off plans.
You want to track and report on daily workspace usage.
How Day Passes work
Day Passes represent usage rights for unassigned workspace access. One Day Pass is consumed when a member checks in and checks out. You can assign Day Passes manually or distribute them through a Billing Plan.
Key system behaviors:
Each check-in/check-out pair uses 1 Day Pass. Learn how Day Passes and check-ins interact →
Members must have the "Use Day Passes" turned on in their profile to consume Day Passes at check-in.
Half-day check-ins use only 0.5 Day Passes (if this setting is turned on).
Day Passes can be recurring (monthly) or one-time.
Day Passes can be assigned personally or shared across a company.
Use case examples
A member signs up for a Hot Desk Lite plan, which includes 5 passes per month. Their Day Passes reset at the start of each month. When they check in, the system automatically deducts one Day Pass. If not all Day Passes are used in a given month, they won't be transferred to the next one and will be lost.
You grant 20 Day Passes to a company. Each company member with “Use Day Passes” turned on can check in and consume from the shared pool. You can track usage by member and location.
You want to offer half-day access to drop-in members. You activate Half-day mode for Hot Desks. Any check-in shorter than 4 hours consumes only 0.5 Day Passes, preserving access and improving availability.
Best practices
Ensure that "Use Day Passes" is turned on for each member profile. Otherwise, Day Passes won't be deducted at check-in. Learn when the "Use Day Passes" option is automatically activated →
Use clear naming conventions for Day Pass types (Personal vs. Shared) to avoid confusion.
Always define the validity dates when manually assigning Day Passes.
Use recurring Day Passes for memberships and one-time Day Passes for drop-in access.
Turn on Half-day Passes only if your business model supports partial-day usage.
Review Day Pass status regularly using filters in the member or company profile.
Turn on Grant Active Status if you want members with available Day Passes to be marked as active automatically.
Day Passes
Members can receive Day Passes through various methods:
During sign-up: When a member purchases a one-off plan that includes Day Passes, the "Use Day Passes" setting in their profile is automatically turned on. This ensures that Day Passes are deducted upon check-in, even for active members.
Memberships and plans with Day Passes: Assigning a membership or one-off plan with Day Passes to a Member automatically activates the "Use Day Passes" setting in their profile.
Manually granted: Administrators can manually add Day Passes to a member's profile. However, members will not consume their Day Passes upon check-in unless the "Use Day Passes" setting is turned on.
Half-day Passes
Half-day Passes allow members and admins to use only half of a Day Pass for shorter check-ins. This applies to check-ins lasting half or less of the organization's business hours.
For example, if the workday is 8 hours, a check-in of 4 hours or less will result in a deduction of 0.5 Day Passes.
To activate Half-day Passes:
Go to Settings > Platform Modules > Resource Types.
Select the Hot Desk resource type.
Change the Check-In Mode to "Half-day".
This setting applies globally to all resources and check-ins assigned to a membership plan. Ensure the membership plans clearly state whether Half-day Passes are enabled.
Day Pass types
Day Passes can be categorized as either:
One-time Day Passes: These remain active until they are used.
Recurring Day Passes: These are issued monthly, remain valid for that month, and reset with a new allocation at the beginning of the next month. Unused recurring Day Passes do not carry over.
Add Day Passes
Day Passes can be added manually or through a Billing Plan.
Add Day Passes manually
To manually add Day Passes to a Company or an individual Member, follow these steps:
Go to Operations > Companies or Members and open a Member or Company profile.
Open the Day Passes tab and click Add Day Passes.
Fill in the required fields, including:
Day Passes – Number of passes to grant.
Locations – Select the Locations where the Day Passes can be used.
Recurrence – Select "Once" or "Month":
Once – The Day Passes will be added as a one-time batch and will remain active until used up.
Month – Day Passes will be added to the customer's profile at the start of each month. These passes will remain active only for the current month. A new batch will be added every month. Unused passes from the previous month won't carry over.
Valid From and Valid To – Define the validity period for the passes.
Day Pass Type – Choose between "Personal" (for individual use) or "Shared" (usable by an entire company). Learn more about personal Day Passes →
Member (available only for personal Day Passes) – Select the Member who can use the Day Passes.
Granting Day Passes to a Company
When you grant Day Passes to a Company Member, all Day Passes will be available to any Member of that Company. All members' Day Passes will be summarized and displayed under the Company's profile. However, only members with the Use Day Passes option turned on could use these Day Passes.
Add Day Passes through Billing Plans
Day Passes can be integrated into:
Monthly memberships: Recurring Day Passes are issued on a monthly basis.
One-off services: Passes remain active until they are used up.
Changing existing plans will not add Day Passes to existing memberships. Only newly added Memberships and One-Off Fees will grant the selected number of Day Passes.
To add Day Passes through a Billing Plan:
Go to Billing > Plans.
Click Add Plan and select One-Off or Monthly.
Select the plan type, enter the plan name, and define its price.
Open the Passes tab.
Enter the number of passes and specify the locations where they will be active.
(for one-off plans only) Select how long the Day Passes will be active.
(for one-off plans only) You can turn on Grant Active Status to assign all Members with available Day Passes an "Active" status.
Click Add.
Grant "Active" status
The "Grant Active Status" feature automatically assigns Мembers an "Active" status with at least one valid Day Pass from One-off plans. This affects:
All company members: If the passes are part of a company-wide plan. The status of the company will not change.
Individual members: If the passes are assigned to a specific member. The statuses of the other members in the same company do not depend on the "Grant Active Status" setting.
When no valid Day Passes remain, the status reverts to the system's default (for example, "Drop-In"). Learn more about member statuses →
Filter Day Passes
Go to Operations > Companies or Members and open a Member or Company profile. Open the Day Passes tab to review and manage Day Passes.
You can quickly review all Day Passes the company/member has, including:
Total amount and the number of used Day Passes.
Type – Personal or Shared.
Status – Valid, Expired, or Used.
Location – The Location(s) where the Day Passes are valid.
Validity – The time during which the Day Passes are valid.
You can apply the following filters:
Date Range: Filter passes by validity dates.
Type: "Personal" or "Shared".
Status: Set to show only valid passes by default. However, only the current Day Passes status is displayed in the Status column in the grid.
Tip: You can filter by Day Pass expected status. For example, if the Date filter is set up for a future period and the Status filter is set to "Valid," all Day Passes that should be "Valid" for at least one day in the selected period will be listed.
The date filter works depending on the status of the Day Passes as follows:
Valid and Pending: The date filter will show passes that are currently valid or will become valid within the selected period (based on the Valid From and Valid To values of the Day Passes).
Used: Passes that have been used within the selected time period.
Expired: Passes with an expiration date within the selected time period.
All: Passes that comply with the conditions above.
FAQ: Day Passes
What is a Day Pass?
What is a Day Pass?
A Day Pass allows a member temporary workspace access for one day. Each check-in and check-out combination counts as one Day Pass usage.
How can members obtain Day Passes?
How can members obtain Day Passes?
Members can obtain Day Passes through one-time purchases during sign-up, as part of a membership, or directly from an administrator.
What's the difference between one-time and recurring Day Passes?
What's the difference between one-time and recurring Day Passes?
One-time Day Passes: Remain active until fully used.
Recurring Day Passes: Issued monthly, reset every month, and do not roll over if unused.
What are Half-day Passes, and when are they used?
What are Half-day Passes, and when are they used?
Half-day Passes deduct only half a pass when check-ins are half or less than your business hours. For instance, if your workday is 8 hours, a 4-hour or shorter check-in uses only 0.5 of a pass.
How do Day Passes differ when added manually versus through a Billing Plan?
How do Day Passes differ when added manually versus through a Billing Plan?
Manually added Day Passes are assigned directly by administrators. They can be personalized and remain active until they are used or renewed on a monthly basis.
Day Passes added through a Billing Plan: Automatically assigned upon purchasing memberships or one-off plans, issued monthly or as one-time allocations.
How do members start using their Day Passes?
How do members start using their Day Passes?
Members must have the "Use Day Passes" setting enabled in their profile. This setting is automatically activated when Day Passes are issued through memberships or one-off plans.
What happens when members exhaust their Day Passes?
What happens when members exhaust their Day Passes?
After members have used all their Day Passes, subsequent check-ins may incur additional fees based on your standard rates, unless additional passes are allocated.
What happens when Day Passes are granted to a company?
What happens when Day Passes are granted to a company?
All Day Passes issued to a company are available to any member of that company, provided each member has the "Use Day Passes" setting turned on. Pass usage is summarized in the company's profile.
What does "Grant Active Status" mean?
What does "Grant Active Status" mean?
This feature automatically assigns an "Active" status to members with at least one valid Day Pass from a one-off plan. When no passes remain, their status reverts to the default one (for example, "Drop-In").
Why aren't Day Passes deducted upon member check-in?
Why aren't Day Passes deducted upon member check-in?
Ensure the member's profile has the "Use Day Passes" option turned on. This is necessary for Day Pass deductions during check-ins.