When a company has multiple members, not everyone should have the same access. OfficeRnD Flex uses three member roles to control who can manage invoices, update company details, and purchase memberships on the company's behalf.
Roles are assigned at the company level and determine what each member can see and do in the Member Portal. They don't grant access to the Admin Portal or integrations.
In this article:
Understand the three member roles and their permissions
Assign a contact person or billing person to a company
Configure invoice delivery to the billing person
Member roles in a company
Every member of a company in OfficeRnD Flex is assigned one of three roles. Here's what each role can do.
Billing Person
The billing person receives all invoices generated for the company. Their name can be referenced in invoice templates using the {{recipient}} expression.
Contact Person
The contact person has broader access to company data and actions. They can:
Update company details.
View company invoices, payment details, billing details, memberships, and products.
Purchase memberships and products on behalf of the company.
Add new members to the company.
Admins are automatically treated as contact persons.
Team Member
A team member has limited access. They use the Member Portal to explore the community, book meeting rooms, and view available events. They can't view sensitive company information, such as invoices or billing details.
Access and permissions
Each role grants specific access and permissions to the member.
General permissions
The Contact Person and Billing Person roles control what members can do in the Member Portal. Neither role grants access to the Flex Admin Portal. Neither role grants access to integrations; the only exception is that billing persons can manage payment details through a payment integration on the Member Portal.
Booking permissions
Access and permissions in terms of bookings:
All company members can view bookings associated only with the company (not with the company and a member).
Each member can edit only their own bookings.
Adding new members to the company
Contact persons and billing persons can add new members to the company from the Member Portal. To do that:
Company and billing persons must go to their account page in the Member Portal: Add new members to a company →
Adding a new member doesn't automatically grant them access to the Member Portal. The admin team is notified and decides whether to send an invitation.
Assign a contact person or billing person
To assign the contact person or billing person roles:
Go to Operations > Companies and open the company profile.
Open the Members tab.
Click the star icon next to a member's name and select Contact Person.
To make the same member a billing person, click the star icon again and select Billing Person.
The star icon changes color based on the assigned role:
Contact Person:
Billing Person:
A few things to keep in mind:
Any company employee can be marked as a contact person.
Any contact person can be assigned as a billing person.
Admins are automatically treated as contact persons.
Roles can also be assigned when creating or editing a member's profile.
Send invoices to the billing person
By default, invoices may not go to the billing person unless you configure this in your invoicing rules. To email company invoices to the company's billing person(s):
Go to Settings > Billing > Invoicing.
In the We'll email invoices to section, select "Billing Person".
Scroll down and click Update.
Frequently asked questions
Can a billing person access the Admin Portal?
No. Billing persons can access only billing-related functions in the Member Portal, such as managing payment details. They have no access to the Admin Portal or integrations.
Can the same person be both a contact person and a billing person?
Yes. Once a member is assigned as a contact person, you can also assign them as the billing person.
What happens if no billing person is assigned?
Invoices won't be sent to a specific billing contact unless one is assigned and configured in your invoicing rules. Check Settings > Billing > Invoicing to confirm the recipient is set correctly.