You can charge customers to use meeting rooms. Often, you give credits or discounts to members and charge them when they exceed the pre-limited number of booking hours. You must create a Resource Rate to associate a charge with a meeting room.
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Before you start
If you want to add extras to the Resource Rate, verify you have created one-off fees for each extra. Learn how to set up a Billing Plan →
Verify you have an account associated with the Resource Rate. Learn how to set up an account →
Procedure
Resource rates are created through the Billing module in OfficeRnD.
Go to Billing > Resource Rates.
Click Add Rate.
The Add Resource Rate dialog opens.
Configure the following Resource Rate properties:
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. It can be used in invoice exports to find detailed information for all invoiced line items with the respective unique codes. In the export, this field is displayed as "ItemCode."
Price per hour - set a price per hour for the meeting rooms using the Resource Rate.
Click Add rate and add more pricing variations:
Price per non-business hour - set a price per non-business hour for the meeting rooms that will use the Resource Rate. Use this field in cases where you must charge members differently when they book meeting rooms outside business hours.
Price per half day - set a price for half-day bookings.
Price per day - set a price for full-day bookings.
Price per week - set a price for one-week-long bookings.
Price per month - set a price for one-month-long bookings.
Price per hour over the weekend - set a price per hour during weekends. Use this field when you must charge members differently when they book meeting rooms over the weekend.
Price per half day over the weekend - set a price per half day during weekends. Use this field when you must charge members differently when they book meeting rooms over the weekend.
Price per day over the weekend - set a price per day during weekends. Use this field when you must charge members differently when they book meeting rooms over the weekend.
(Optional) Description - set a description for the Resource Rate.
(Optional) Extras - select extras to be available as part of the Resource Rate. Members can select to purchase any of the available extras when booking a meeting room associated with the Resource Rate.
(Optional) Amenities - select amenities to be available as part of the Resource Rate. Amenities are provided out of the box and don't require additional payment. They are, therefore, displayed as part of the overall description of the Resource Rate on the members portal and public calendars.
Open the Advanced settings.
Account - select the 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. Read more.
Booking Policy - select a booking policy to apply a maximum booking duration and approval rules and enable/disable recurring bookings. Read more.
Click Add.
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.
Next Steps
Create a meeting room that uses the Resource Rate.