When activating a contract in OfficeRnD Flex, you may encounter errors due to unavailable or occupied resources. These conflicts can prevent the contract from being activated, even if it has already been signed. Common causes include booking overlaps, resource assignments, or incorrect availability settings.
This article explains how to find and fix the resources causing the issue. By the end of the article, you will be able to identify the conflict, update resource availability, unassign conflicting members, and activate the eSigned contract.
Find the resource that is blocking the contract
If a contract cannot be activated due to occupancy issues, the conflict is shown in a banner at the top of the contract's page.
To find the blocked resource:
Open the contract's page in OfficeRnD Flex.
Look for the error banner at the top of the page.
Expand the banner to view all resources that are unavailable or occupied during the contract period.
This will help you identify exactly which Desk or Private Office is causing the problem.
Fix unavailable resources
If the resource is marked as unavailable for the contract period, you must update its availability.
To update resource availability:
Go to Space > Desks or Space > Private Offices.
Click the affected resource.
Update the availability dates to match the contract's duration.
Click Update. This will make the resource available for the contract's start and end dates.
Unassign a member if the resource is occupied
If the resource is already assigned to another member during the contract period, you must unassign the current occupant.
To unassign a member from a Desk or Office:
Go to Space > Desks or Space > Private Offices.
Find the resource and click the cogwheel icon.
Select Find on Floor Plan.
In the floor plan view, click Unassign in the Membership section on the right.
In the dialog, select an End Date for the current membership.
Click Unassign. This resource status changes from "Occupied" to "Available".
Tip: If necessary, you can also review the resource's history and remove outdated or incorrect occupancy entries. Please note that deleting the occupancy history will impact occupancy reports.
Move a member to another Desk or Office
Once the resource becomes available, you may need to move the previously assigned member to another Desk or Private Office.
Activate the e-signed contract
After resolving all occupancy or availability issues, you can activate the signed contract in OfficeRnD Flex.
To activate the contract:
Open the contract's page.
Click Activate Contract.
If any issues remain, you will see an error with details about the remaining problems.
FAQ: Resolving contract occupancy conflicts
How can I tell which resource is blocking the contract?
You can find the conflicting resources by expanding the error banner at the top of the contract's page. The banner will list all resources that are unavailable or already occupied during the contract period.
What does it mean when a resource is unavailable?
A resource is unavailable when its availability settings do not match the contract's date range. You must adjust the availability settings to include the entire contract duration.
What happens if a resource is already assigned to someone else?
If a Desk or Office is already assigned to another member, you must unassign the current occupant before the new contract can be activated. You can do this through the floor plan interface.
Can I delete resource occupancy history?
Yes, you can delete occupancy history entries if needed. However, please note that this will impact your occupancy reports and data.
Can I reassign a member to a new Desk or Office?
Yes, when the previous resource is freed up, you can assign the member to another available Desk or Private Office.
What happens after I fix the conflict and activate the contract?
After all resource issues are resolved, you can activate the contract. The system will mark the contract as signed and allow the member to access the assigned resource.