If you're managing a hot desk area or shared office and want to offer flexible booking options, pricing can get tricky. You may want to charge differently for weekdays, weekends, full days, or even weeks and months. Some members may want to use Day Passes, while others may pay with Credits.
With Daily Resource Rates in OfficeRnD Flex, you can set up pricing rules for bookable resources, support different payment methods, and add optional extras. This lets you offer more flexible booking experiences without manually adjusting each reservation.
By the end of this article, you will be able to create a daily Resource Rate, define custom pricing options, set payment methods, and assign policies and extras to enhance the booking experience in OfficeRnD Flex.
Before you start
Before adding a daily Resource Rate, make sure:
You have created any one-off fees you want to use as extras. Learn how to set up a Billing Plan →
You have set up a Revenue Account that can be associated with the Resource Rate. Learn how to set up a Revenue Account →
Summary
Go to Billing > Resource Rates to create a new Daily Resource Rate.
Define pricing for daily, weekly, and monthly bookings.
Set weekend pricing for half-day and full-day bookings.
Choose whether customers can pay using Day Passes, Coins, or currency.
Link extras and amenities to each Resource Rate.
Assign a Revenue Account, Cancellation Policy, and Booking Policy.
How Daily Resource Rates work
A Daily Resource Rate defines pricing for full-day, half-day, weekly, or monthly bookings. You can set custom pricing for weekends and let members pay using Day Passes, Credits, or Coins, or your space's default currency.
You can link each of your bookable resources, such as Hot Desks and Offices, to a rate. When a member books through the Member Portal, the system calculates the correct price automatically using the lowest applicable rate.
The Resource Rates can include:
A payment method: Currency or Credits/Coins vs. Day Passes.
Base pricing options for bookings lasting a day, a week, or a month.
Optional extras that members receive as part of the booking.
The Revenue Account associated with the booking charges.
Cancellation and booking policies to create booking rules.
You can create one or more Daily Resource Rates depending on your booking needs. You can create and manage all Resource Rates from the Admin Portal under Billing > Resource Rates.
Use case examples
Daily rates for Hot Desks
If you operate a hot desk area, consider creating a rate that allows members to book by the day or week. Add weekend pricing to encourage off-peak use and allow payment by Day Passes.
Monthly office bookings
You may want to offer discounted monthly bookings for private offices. Define a lower monthly rate in your Daily Resource Rate settings to reward longer stays.
Add-ons for daily bookings
If some members require additional services, such as locker access or coffee, you can link these extras directly to the Resource Rate.
Booking limitations for members
On the Member Portal, members can only make bookings lasting one day. For more extended periods, such as weekly or monthly bookings, admins must make the booking on the Admin Portal.
If you want to allow members to book your resources for extended periods, you can use Growth Hub. Learn more about Growth Hub →
Best practices
Always use an hourly rate for resources with short bookings, such as meeting rooms.
Use clear, descriptive names for each rate.
Link only relevant extras. Don't overload a rate with unrelated add-ons.
Set different weekend prices if your space is quieter or busier on Saturdays and Sundays.
Double-check that your Revenue Accounts and Cancellation Policies are properly configured.
Remember that Day Passes always deduct one full day, even for short bookings.
Add a daily Resource Rate
To add a daily Resource Rate, go to Billing > Resource Rates, click Add Rate, and select "Daily Rate".
In the Add Daily Rate dialog, configure the following:
Name – Set a meaningful name to represent the Resource Rate.
(Optional) Unique code – Set a unique code to serve as a unique identifier of the Resource Rate. This code can be used in invoice exports to retrieve detailed information for all invoiced line items, including their respective unique codes. In the export, this field is displayed as "ItemCode."
Select the payment method:
Customers can pay using Coins/Credits or, if they don't have any, using your organization's default currency.
Customers can pay with Day Passes. One Day Pass always equals exactly one full day. Even if the booking is for a half-day, a full Day Pass will still be used.
Set the price:
Price per day – Set a price for full-day bookings. A daily rate is always for 24 hours.
Price per week – Set a price for bookings lasting one week. A weekly rate is always
7 days * 24 hours = 168 hours.Price per month – Set a price for bookings lasting one month. A monthly rate is always
30 days * 24 hours = 720 hours.Price per half-day over the weekend – Set a price per half-day on weekends. Use this field when you need to charge members differently for booking resources on weekends.
Price per day over the weekend – Set a price per day during weekends. Use this field when you need to charge members differently for booking resources on weekends.
Click Add Rate to add more pricing variations. Remember that the system always uses the lowest price in a given situation.
(Optional) Description – Set a description for the Resource Rate.
(Optional) Extras – Select extras to be included in the Resource Rate. Members can purchase any available extras when booking a resource associated with the Resource Rate.
Open the Advanced tab and configure the following:
Account – Select the Revenue Account with which you want to associate the charges. Usually, that would be the default Booking Fees account.
Cancellation – Select the Cancellation Policy for the Resource Rate. Learn more about booking cancellation policies →
Booking Policy – Select a booking policy to apply a maximum booking duration and approval rules, and permit or prohibit recurring bookings. Learn more about booking policies →
Tip: The system needs an hourly rate to calculate bookings that last less than half a day, so we recommend always applying an hourly rate for Meeting Rooms. An exception to this rule can be event spaces where hourly bookings aren't allowed.
FAQ: Daily Resource Rates
What are Daily Resource Rates?
What are Daily Resource Rates?
Daily Resource Rates determine how much you charge members to use your resources, like Desks, for full days, weeks, months, or weekends.
When to choose Billing Plans and when to choose Resource Rates?
When to choose Billing Plans and when to choose Resource Rates?
Both the Resource Rates and the Billing Plans are pricing models you can apply to the services you offer in your space.
Resource Rates are your pricing model for bookable resources, such as desks.
Billing Plans are the pricing model you'll be using for other recurring or one-time services your space will offer (for example, office rentals, dedicated desks, or printing)
Can members pay with Day Passes?
Can members pay with Day Passes?
Yes, Day Passes can be used, and one Day Pass always equals exactly one full day, even if the booking is shorter.
Can I charge differently on weekends?
Can I charge differently on weekends?
Yes, you can set separate rates for weekend bookings, including half-day and full-day options.
Can I add extras to a Resource Rate?
Can I add extras to a Resource Rate?
Yes. Before adding extras, ensure you've created one-off fees for each extra. Then, select these extras when setting up the Resource Rate.
How does the system calculate prices if multiple rates apply?
How does the system calculate prices if multiple rates apply?
If multiple prices apply, OfficeRnD Flex always selects the lowest applicable price.
Is an hourly rate required if I have Daily Resource Rates?
Is an hourly rate required if I have Daily Resource Rates?
Yes, it's recommended that you also apply an hourly rate to calculate short bookings accurately. We recommend always applying an hourly rate for Meeting Rooms. Exceptions include resources like event spaces, which aren't booked hourly.