Term

Definition

Organization

An Organization typically represents the company that owns your coworking space. In OfficeRnD Flex, your organization is your business identity. You can configure your organization details—including your Business Name (used on billing documents). Each organization has at least one Location, but if your business operates in multiple countries, you might create one Organization per country for easier management.

Location

A Location represents a single physical building where your organization operates. You must create one Location per building to manage each site effectively. For example, if your business has three buildings in two cities, you would create three separate Locations.

Admin

An admin is a user with access to the OfficeRnD Flex Admin Portal who can manage some or all of the platform's administrative features. Multiple admin users can be created, and their access can be customized to different modules based on responsibilities.

Admin Portal

The Admin Portal is the central hub for managing OfficeRnD Flex. It provides access to modules and features that allow you to manage resources, billing, memberships, and more—helping you grow and streamline your business.

Member

A member is anyone who enters your spaces and uses your resources. Members have profiles and accounts in OfficeRnD Flex, which you can manage on the Admin Portal. They can be individual customers (such as freelancers or employees using coworking spaces) or part of a company.

Company

A Company represents any business that uses your spaces and resources. Companies have their own accounts in the system, and the individual employees of these companies (company members) are managed accordingly on the Admin Portal.

Member Portal

The Member Portal is the customer-facing platform where your community (members and companies) can book resources, submit support tickets, view teammates' bookings, read announcements, and access how-to guides. It's designed to offer a cohesive experience for managing memberships and bookings.

User

A User is a member who has access to the Member Portal. Some customers may have Member profiles on the Admin Portal and use your resources without creating a user account. Users, on the other hand, can log in to the Member Portal to manage their bookings and interact with the community.

Resource

A Resource is an entity that represents any physical item available for booking in your workspace—such as desks, offices, or meeting rooms. In OfficeRnD Flex, resources are linked to floor plans, enabling you to track their availability and bookings.

Resource Type

Resource Types categorize Resources and manage their booking modes—hourly (Meeting Rooms) or daily (Hotdesks, Office Desks).

OfficeRnD Flex includes six default Resource Types: Dedicated Desk, Hotdesk, Meeting Room, Office Desk, Private Office, and Not Available. You can also create custom Resource Types (such as parking spots, medical centers, and event spaces) to suit your needs.

Floor Plan

Floor Plans are interactive representations of your office space. Based on your original building plans (image files), Floor Plans are layered with interactive zones that allow you to select and manage desks, offices, and other resources.

Dedicated Desk

A Dedicated Desk represents a fixed workspace assigned exclusively to a member or team. It is reserved for a specific individual or a company member, ensuring a permanent spot within your coworking space.

Hotdesk

A Hotdesk represents a flexible workspace available on a day-to-day basis. It is not permanently assigned to any single member, making it ideal for users with flexible or non-recurring memberships.

Office Desk

An Office Desk represents an individual desk within a private office. The number of office desks configured within a private office determines its occupancy, and each private office should have an accurate count of office desks on your floor plans.

Meeting Room

A Meeting Room is a bookable space designed for meetings. Members can reserve it on an hourly, half-day, or full-day basis, depending on your configured booking options.

Private Office

A Private Office represents an enclosed space on the floor plan. It can be assigned to companies or individual members who purchase a private office Billing Plan. Private Offices are managed on the Admin Portal, and you must add Office Desks to reflect their occupancy accurately.

Spaces

(on the Floor Plan)

Spaces represent zones on your floor plans. They help you organize and manage resources. Each space must be assigned a specific space type, determining what kind of resources (such as meeting rooms and desks) can be mapped to that zone.

Space Type

Space Types indicate which Resource Types can be assigned to a specific space on the floor plan. For example, if you want to add a Meeting Room, you must create a space with the "Meeting Room" type and then assign the corresponding resource to that space.

Resource Rate

A Resource Rate represents the price of reserving a bookable resource for a set period. For example, it specifies the cost of booking a meeting room for one hour.

Tax Rate

Tax Rates are applied to items invoiced to customers. In OfficeRnD Flex, you can configure Tax Rates to reflect your local tax regulations for accurate billing.

Tax Rate Policy

Tax Rate Policies allow you to implement different tax rules across multiple locations. This is especially useful if your organization operates internationally and needs to adhere to varying governmental regulations.

Billing Plan

Billing Plans represent your services—whether monthly subscriptions (memberships) or one-off products. Billing Plans can include benefits like Day Passes, Booking Credits, or Coins and may require a deposit before purchase.

Membership

A membership is a subscription that links a Member or Company to a Billing Plan. It grants access to the benefits and services outlined in that plan, such as access to coworking spaces or Booking Credits.

Booking

A booking is a reservation made by members or companies for specific resources. Only certain Resource Types—such as Meeting Rooms, Office Desks, and Hotdesks—are bookable by default, although custom Resource Types can be configured to be bookable as needed.

Credits

Booking Credits are a unit of measure used to reserve Meeting Rooms. One Booking Credit equals one hour of Meeting Room time. Credits are allocated via Billing Plans and consumed when used, with no direct monetary value.

Revenue Account

Revenue Accounts help you categorize and track different streams of income. Each Billing Plan is associated with a Revenue Account, which applies specific Tax Rates and facilitates detailed financial reporting.

Purchase Flow

A Purchase Flow defines the steps a customer follows when booking a resource or purchasing a Billing Plan. It outlines the process from selection to payment, ensuring a smooth transaction experience.

Booking Policy

Booking Policies set the terms and conditions for reserving resources. They may specify limits on booking duration, requirements for check-in, rules for recurring bookings, and how far in advance a booking can be made.

Cancellation Policy

Cancellation policies establish the rules for canceling bookings, including any applicable fees if a cancellation occurs too close to the start of the booking.

Template

Templates in OfficeRnD Flex are pre-designed layouts for emails, invoices, contracts, and order summaries. They allow you to standardize communications and documents across your organization.

Public Calendar

The Public Calendar is a page that can be integrated into your Member Portal to allow your community to quickly view and book available resources.

Public Signup Page

The public signup page is where new customers create user accounts in your Member Portal and purchase Billing Plans. It serves as the entry point for non-members to join your community.