Tracking who's paying for which desk or office gets messy fast once you have members on different plans, some billed individually and some through their company. Assigning a membership links a member or company to a Billing Plan, so pricing, billing frequency, and resource use are all set in one place and billed automatically going forward.
A membership (also known as a subscription) is essentially a Billing Plan assigned to a specific member or company. Memberships are tied to a specific resource (a desk or office) or to a service.
In this article:
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.
Before you begin
You need a Billing Plan to assign a membership. Create Billing Plans →
The membership start date can't be earlier than the company's start date.
How membership types work
OfficeRnD Flex supports 4 membership types, each suited to a different way of using space.
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
You can assign a membership to a company, to an individual member, or to a specific member within a company. The fields available depend on the plan type and your organization's setup.
In the Flex Admin Portal, go to Operations > Companies or Operations > Members.
Open the company or member profile.
In the Memberships section, click Add Membership.
Configure the membership using the fields described below.
Contact – Assign a company to the membership. You can also assign a specific member within that company. If you set both a resource and a member on the same membership, that member appears on the floor plan at that resource. Use this when you need to track exactly which desk each company member occupies.
Bill to Member – Select this checkbox to invoice and charge the member's own payment details instead of the company's. Turning this on makes the Invoice tab visible on the member's profile, even if they're linked to a company. If a member is attached to a company and their Invoice tab is missing, this checkbox is likely off.
Location – Choose the location where the membership applies. This field only appears for multi-location organizations.
Plan – Select the Billing Plan. This sets the default price, credits, Day Passes, deposit, and included amenities. Required.
Invoice every – Select how often to bill the company or member for the membership.
Name – Optionally, enter a custom name. If you leave this empty, OfficeRnD Flex uses the plan name or, if a resource is assigned, the resource name.
Day Passes Type – Select who can use the Day Passes included in the membership: only the assigned member, or all company members.
Resource – Optionally, assign the membership to a desk or private office. This field only appears for memberships with a Private Office or Dedicated Desk plan type.
Price – The plan price is used by default. Required. Apply a discount to reduce it.
Select Discount – Optionally, apply a discount to lower the price. The discount appears on monthly invoices.
Setup fees – If the Billing Plan includes deposits or setup fees, choose which ones apply to this membership.
Start Date – Set when the membership and the member become active. Required. This date can't be earlier than the company's start date.
End Date – Optionally, set when the membership ends. On this date, the membership status changes to 'Terminated', and the member's status changes to 'Former', unless the member has other active memberships or belongs to a company with an active status.
Important: If you mistakenly turn on "Bill to Member" for a membership with billing history, detach it from current and historical invoices before turning the setting back off. For memberships with significant billing history, terminate the existing membership and create a new one instead, to keep billing responsibility accurate.
Best practices for billing settings
If you're about to change a membership's billing responsibility, check for any existing invoices associated with it first. Switching Bill to Member on or off after invoices have been issued can create discrepancies between who was billed and who should have been billed.
If you use the Detach feature to fix a billing mismatch, review the historical invoices afterward to confirm the accounting is correct. Detaching changes that profile an invoice is linked to doesn't retroactively recalculate anything.
FAQs
Can a membership be assigned to a company?
You can assign a membership to a company or to a specific member within that company. Billing goes to the company by default, unless you turn on Bill to Member to bill the individual instead.
What do I need before assigning a membership?
You need a Billing Plan before you can assign a membership. The plan defines the membership's price, included services, and setup options.
Can a desk or office be assigned to a membership?
You can assign a specific desk or office to a membership if the plan type is Private Office or Dedicated Desk. The Resource field doesn't appear for other plan types.
What happens if I don't set an End Date?
A membership without an End Date remains active until you manually end it. The member's status doesn't change to former unless all their memberships end and their company's status also becomes inactive.
What's the benefit of assigning a specific member to a company membership?
Assigning a member to a company membership lets you track exactly which desk or office each person uses. If a resource is also assigned, that member's profile appears on the floor plan at that resource.
Can a discount be applied to a membership?
You can select a discount when setting the membership price. The discount appears on the member's or company's monthly invoices.
Where do I add a membership?
Open the member's or company's profile, go to the Memberships section, and click Add Membership.
Can a membership's name be customized?
You can enter a custom name in the Name field, or leave it empty to use the Billing Plan's name. If you've also assigned a resource, OfficeRnD Flex uses the resource's name instead.
What happens to invoices when Bill to Member is turned on?
Turning on Bill to Member moves invoicing to the member's own profile instead of the company's, using the member's payment details. This is useful when you need to separate personal billing from company billing for one member.