In OfficeRnD Flex, the terms "member" and "user" describe different but interconnected entities. Knowing the difference helps you manage billing, access rights, and community data with clarity and confidence.
Summary
A member is the business record that stores billing details, contracts, and bookings.
A user is the login identity linked to a member, which grants access to the Member Portal and specific permissions.
A member record can exist without a user, but a user cannot exist without being linked to a member.
Admins manage members in the Admin Portal, Community > Members.
Admins manage users in the Admin Portal, Community > Users.
What is a member?
A member is the business record you use to manage billing, memberships, and resource bookings. This is the entity to which contracts, invoices, and credits are tied.
Example: Jim Halpert signs up for a dedicated desk. Jim is added as a member in the Admin Portal, where you manage his membership, invoices, and booking history.
What is a user?
A user is the login profile connected to a member. Users hold the permissions that allow people to log in to the Members Portal and access community features, bookings, or billing data, depending on their role and status.
Example: Jim Halpert, who is already a member, is invited to the Members Portal. When he accepts the invitation, a user account is created for him and linked to his member record. This grants him portal access, allowing him to book rooms, pay invoices, and view his membership details.
When and why to distinguish between members and users
Understanding the difference is important when:
Managing billing: Invoices, credits, and contracts are always stored at the member level, not under individual users.
Granting access: If someone needs portal access, they must be added as a user linked to a member.
FAQs
Can a member exist without a user?
Yes. For example, you can create a member record for billing purposes without giving them portal access.
Can a user exist without a member?
No. Every user must be linked to a member because the member holds the billing and contract data.
How can I check the number of people with Member Portal access?
Go to Community > Users. The number next to Users indicates the number of members who have linked their users to portal access.
Do members and users share the same permissions?
No. Permissions apply only to users, based on their status in the system. Members themselves do not have login rights.
What happens if I delete a user?
Deleting a user removes their portal access, but the member record and all billing information remain in the system.