➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: Admin Portal, under 
Operations > Members
➤ Availability: All Flex plans
Once your Member Portal is set up and your members are added in Flex, the last step is giving them access. Without an invitation, a member can't log in or use the Member Portal, even though their profile already exists in the Admin Portal.
In OfficeRnD, Member Portal access is always granted on purpose. No member status sends an invite on its own, so a member sits without access until you send one. This article covers how to do that for one member or many, how access relates to member status, and what to do when a member doesn't receive the invite.
In this article:
Invite a single member from their profile.
Invite members in bulk from the Admin Portal.
Re-invite a member who didn't register.
Grant access to buyers on your Growth Hub storefront.
What members can do on the Member Portal
An invitation grants the member access to your online services in both the Member Portal and the Members app (the mobile version of the portal). Once they're in, they can handle most day-to-day tasks without emailing your team.
View and pay invoices online.
Book meeting rooms and other resources.
Browse news, updates, and events from your space.
Manage their personal details, membership, and preferences.
Access is always available simultaneously for both the Member Portal and the Members app.
How Member Portal access relates to member status
Member status and Member Portal access are two separate things, and mixing them up is the most common reason a member ends up without access when you expected them to have it. A member's status reflects their relationship with your space and is tied to their memberships. Access to the Member Portal enables the member to become a meaningful, active part of your community.
When you manually add a member in the Admin Portal, you can set their status to Auto, Former, or Contact. If you set it to 'Auto', it will automatically switch the member status Contact, and they will have no access to the Member Portal. Once a membership is assigned to that member, the status automatically changes to Active for the duration of the membership. When that member's membership expires, and they have no active memberships assigned, their status changes to Former.
You can set a member's status manually to only three values: Auto, Contact, or Former. The Active status cannot be set manually; it's what an Auto member becomes once they hold at least one active membership.
Access to your Member Portal and Members mobile app follows a different rule, and the difference matters most when a membership ends:
If the status is automatically changed to Former (when all memberships have expired), the member keeps their Member Portal access. The Member Portal Access toggle in their profile on the Admin Portal remains turned on, though a Former member sees a more limited view in the Member Portal than an active member does.
If an admin manually changes their status to Former or Contact, the member loses access to the Member Portal. The Member Portal Access toggle in their profile on the Admin Portal is automatically turned off. You will also see a message informing you that: "Member Status should be set to Auto in order to enable access."
So a member's status changing on its own never cuts their access, but if an admin manually changes it to 'Former' or 'Contact', it does. To grant access to the Member Portal in the first place, you always turn on the toggle yourself. For the full definition of every status and label, see company and member statuses and labels.
You can confirm access at a glance from the member profile on the Admin Portal. A member with a User label next to their status has a Member Portal account. That label is independent of the status beside it: a member can be Former and User at the same time, which is exactly the case above, where an expired membership left the account and its access intact.
Note: A Member is the business record that holds billing, memberships, and bookings. A User is the login identity associated with that Member, and it grants Member Portal access. A Member can exist without a User, which is exactly the case for a member you've added but not yet invited. The User account is created when the member accepts the invite. Understand the difference between a User and a Member →
When are members invited automatically?
When you manually add a new member in the Admin Portal, an invitation to the Member Portal isn't automatically sent, regardless of the member's status. Portal access is a deliberate action: you either turn on the Member Portal Access toggle or you configure Growth Hub to invite buyers at checkout. There is no status that triggers an invite from the Admin Portal, so a newly added Active member won't receive one until you send it.
Two paths send an invite without you inviting each member by hand:
Growth Hub checkout – When a buyer completes a purchase through Growth Hub, your checkout rules decide what happens to their account. You can configure it to automatically create a Member Portal account immediately after checkout, or to invite the buyer on the confirmation page to create their own account, in which case the account is created only if they choose to proceed.
A company contact person adding a teammate – A member who is set as a contact person for their company can add new members to that company from the Member Portal. This is a member-facing action, not an admin one.
When a company contact person adds a teammate on the Member Portal, they choose a status in the add-member dialog, and that choice controls the invite:
Active – The new member is invited to every app available to your coworking members. The invite is valid for 72 hours. If it expires, the contact person asks your team to resend it, since they can't resend it themselves.
Contact – The new member's access to services is on hold, and no invite is sent.
Important: The invite sent from a contact person is valid for 72 hours and can't be resent by that contact person. If the invite expires, an admin must resend it from the Admin Portal (see below ↓).
Invite a single member
You can send an invite to an individual member from their profile page. To do that:
Go to
Operations > Members and open the member's profile.Make sure their email address is added.
Turn on the Member Portal Access toggle. The member will receive a welcome email with a link to register for the Member Portal. The login token expires after 72 hours.
Invite members in bulk
You can select and invite multiple members from the Members page.
Go to
Operations > Members.Select the checkboxes next to the members in the list.
Click Invite.
The selected members will receive a welcome email with a link to register for the Member Portal. The login token expires after 72 hours.
There is no limit on the number of members you can bulk-invite. To invite all members, click Select All.
Re-invite members
You can resend the invite to a member who didn't register:
If the login token has expired
If the member didn't receive the email
In that case, to resend the invitation:
Go to
Operations > Members and find the member.On the member's row, in the Action column, click the arrow icon, then select Resend Member Portal Invite.
The member will receive a new welcome email with a new link to register for the Member Portal. The login token expires after 72 hours.
Alternatively, you can:
Open the member's profile.
In the side panel, under Member Apps, turn off Member Portal Access.
Turn on Member Portal Access again to resend the invitation to the Member Portal.
Grant access to buyers via Growth Hub
When a buyer makes a purchase or booking via Growth Hub, they can manually activate their account by clicking Send Me Access Link at the end of the checkout process. This sends them a Welcome email and grants portal access instantly. To make this work, you must configure your checkout rules accordingly by turning on Automatic Account Creation or Optional Account Creation in the checkout rule settings.
Important notes
Please keep in mind the following information about inviting members to the Member Portal:
When invited, members receive the default Welcome email. You can customize its contents in
Settings > Data & Extensibility > Templates > Member Emails.
Check if all members have email addresses added to their profiles in OfficeRnD Flex. Otherwise, the system won't send them invites.
Members with the status label User already have a user account in the Member Portal.
Invitation email and token
When invited, the members receive the default Welcome email. You can customize its contents under Settings > Data & Extensibility > Templates > Member Emails.
The Welcome email is sent from [email protected] with the subject line "Welcome to [Location/Org Name] at OfficeRnD".
The invitation email contains a token that logs the member into the Member Portal and prompts them to create a password. The token is only valid for 72 hours.
Troubleshooting
If the member doesn't open the email and click the Sign In button within 72 hours, you can reinvite them, and they'll receive a new token (see above ↑).
If the invited user does not receive the email, ensure:
The email was actually sent.
The invitee checks all email folders, including Spam or Junk.
They look for an email sent by [email protected] with the subject line "Welcome to [Location/Org Name] at OfficeRnD."
FAQs
Does adding a member automatically invite them to the Member Portal?
Adding a member doesn't send an invite on its own. Portal access is a deliberate action, so you either turn on the Member Portal Access toggle or configure your Growth Hub checkout rule to invite buyers. A newly added Active member won't receive anything until you send it.
How long is the invitation token valid?
The invitation token is valid for 72 hours. After that, the link stops working, and you'll need to resend the invite to generate a new token.
A member didn't receive the invitation email. What should I check?
A missing invitation email usually comes down to one of three things. Confirm the email was sent, ask the member to check their Spam and Junk folders, and have them look for a message from [email protected] with the subject "Welcome to [Location/Org Name] at OfficeRnD." If the token has expired in the meantime, resend the invite.
Does a Former member lose Member Portal access?
A Former member keeps access when the status changes automatically after their membership expires. They lose access only when an admin manually sets the status to Former or Contact, which turns off the Member Portal Access toggle.
What does the User label next to a member's status mean?
The User label means the member has a Member Portal account. "User" isn't a status, but a label on the member's profile, so a member can show Former and User together when an expired membership has left their account and access in place.
Can a company contact person invite their own teammates?
A company contact person can invite teammates from the Member Portal by adding them with the status Active. That invite is valid for 72 hours, and the contact person can't resend it themselves, so an admin resends it from the Admin Portal if it expires.