Assigning memberships (also known as subscriptions) allows you to charge members and companies on a recurring basis. Each membership is linked to a Billing Plan and can include desks, offices, or services. This lets you manage flexible or fixed space usage while automating pricing and billing through the Admin Portal.
By the end of this article, you will know how to assign a membership to an individual or a company, choose a resource like a desk or office, apply discounts and setup fees, and customize billing and member visibility.
Before you start
Memberships are essentially Billing Plans assigned to members or companies. Before you can assign a membership, you must create a Billing Plan.
Summary
You can assign memberships to both individual members and companies.
You can assign memberships to specific members in a company.
Each membership must be linked to a Billing Plan.
You can assign memberships to resources like desks and offices.
Membership pricing can be adjusted with discounts.
Billing is managed by the company unless you select Bill to Member.
Membership types in OfficeRnD Flex
OfficeRnD Flex supports 4 types of memberships. These can be customized to fit your business needs.
Dedicated Desk – A fixed membership for full-time members. Assignable to a specific desk on the floor plan.
Hot Desk – A flexible membership for part-time or full-time use. Assignable to an available Hot Desk.
Private Office – A fixed membership for renting an entire office space.
Service – A membership for services such as Virtual Office.
Assign a membership to a member
You can assign memberships to both individuals and companies. To assign a membership:
Open the company or individual member profile.
Find the Memberships section and click Add membership.
You will now see a configuration form with several options. Each field in the form lets you customize how the membership behaves.
Contact – Assign a company to the membership. You can also assign a specific member within the company. If a resource and a member are both assigned to the same membership, the member will appear on the floor plan. This is useful when you want to track company members' exact desks.
Bill to Member – Select this checkbox to invoice and charge the member's personal payment details instead of the company's.
Location (only for multi-location organizations) – Choose the location where the membership applies.
Plan (required) – Select the Billing Plan. This controls the default price, credits, Day Passes, deposit, and included amenities.
Invoice every – Select how often to bill the company or member for the membership.
Name (optional) – If left empty, the plan name is used. If a resource is selected, its name is added automatically.
Day Passes Type – Select who can use the Day Passes from the membership: only the selected member, or all company members.
Resource (optional) – Assign the membership to a resource: a desk or private office, depending on the type of plan. This option is only applicable to memberships with a plan type of Private office or Dedicated desk.
Price (required) – By default, the plan price is used. You can apply a discount to reduce the price.
Select Discount (optional) – Select a discount to lower the price. The discount will be visible in monthly invoices.
Setup fees – If the Billing Plan includes deposits or setup fees, choose which of them to apply to the membership.
Start Date (required) – Set when the membership begins; the member and the membership will become "active" on the start date. This date cannot be earlier than the company's start date.
End Date (optional) – Set when the membership ends. The membership receives the status "terminated" and the member the status "former". Members are not marked as former if they have other active memberships or belong to a company with "active" status.
Important notes
Memberships can be assigned to both companies and members.
Members can be individuals or part of a company.
When assigning memberships to company members, billing is handled by the company by default.
To bill the individual member instead, select Bill to member in the membership configuration dialog.
FAQ: Assigning memberships in OfficeRnD Flex
Can I assign a membership to a company?
You can assign a membership to a company or a specific member of that company. If you assign it to a company member, billing will go to the company unless you select Bill to member.
What is required before assigning a membership?
You must first create a Billing Plan. This plan defines the membership's price, included services, and setup options.
Can I assign a desk or office to a membership?
Yes. If the plan is for a Private Office or Dedicated Desk, you can assign a specific resource, such as a desk or an office.
What happens if I don't set an End Date?
The membership will continue until manually ended. The member will not be marked as "Former" unless all memberships end and their company becomes inactive.
What is the benefit of assigning a member to a company membership?
It allows you to track which desks or offices are used by specific people in a company. Their profile will appear on the floor plan if a resource is assigned.
Can I apply a discount to a membership?
Yes. You can select a discount when setting the price. This discount will show up on monthly invoices.
Where do I find the option to add a membership?
Open a member's or company's profile, scroll to the Memberships section, and click Add Membership.
Can I customize the name of a membership?
Yes. You can enter a custom name or leave the Name field empty to use the Billing Plan's name. If a resource is assigned to the membership, the resource's name will be used by default.