➤ Product: OfficeRnD Flex.
➤ Who: Admins with billing permissions.
➤ Where: On the Admin Portal, under Billing.
➤ Availability: All Flex plans.
When members book a meeting room by the hour, pricing every reservation by hand gets slow and inconsistent, especially when you want free hours through credits and a charge for anything beyond them. An hourly resource rate sets the pricing rules once, so bookings shorter than a day are priced and applied automatically. You can charge different amounts for non-business hours and weekends, and bundle in extras and amenities so the booking reflects exactly what the member gets.
In Flex, resource rates sit in your billing configuration and work alongside booking policies, revenue accounts, extras, and amenities. An hourly rate applies to anything shorter than a day, while a daily rate applies to full-day and longer bookings.
In this article:
Add an hourly resource rate.
Set hourly, half-day, and weekend pricing.
Attach extras, amenities, and policies.
Handle weekend bookings correctly.
Before you start
A resource rate depends on a few objects existing first, so set these up before you begin.
Create any one-off fees you want to offer as extras. Set up a billing plan →
Set up a revenue account you can associate with the resource rate. Set up a revenue account →
Add an hourly Resource Rate
To add an hourly Resource Rate, go to Billing > Resource Rates, click Add Rate, and select "Hourly Rate".
Tip: The system requires an hourly rate to calculate bookings lasting less than half a day, so we recommend always applying an hourly rate for Meeting Rooms. An exception to this rule can be event spaces where hourly bookings aren't allowed.
In the Add Hourly Rate dialog, configure the following:
Name – Set a meaningful name to represent the Resource Rate.
(Optional) Unique code – Set a unique code to serve as the identifier for the Resource Rate. It can be used in invoice exports to retrieve detailed information for all invoiced line items, including their respective unique codes. In the export, this field is displayed as "ItemCode."
Price per hour – Set a price per hour for the Meeting Rooms using the Resource Rate.
Click Add rate and add more pricing variations:
Price per non-business hour – Set a price per non-business hour for the Meeting Rooms that will use the Resource Rate. Use this field when you need to charge members differently for booking Meeting Rooms outside business hours.
Price per half day – Set a price for half-day bookings. A half-day booking lasts for half of your business hours. For example, if you operate for 10 business hours each day, a half-day booking will last 5 hours.
Price per day – Set a price for full-day bookings. A full-day booking is always 24 hours.
Price per hour over the weekend – Set a price per hour on weekends. Use this field when you need to charge members differently for booking Meeting Rooms on weekends.
Price per half-day over the weekend – Set a price per half-day during weekends. Use this field when you need to charge members differently for booking Meeting Rooms on weekends.
Price per day over the weekend – Set a price per day during weekends. Use this field when you need to charge members differently for booking Meeting Rooms on weekends.
Important! The weekend is a day not designated as a workday in your organization or location.
(Optional) Description – Set a description for the Resource Rate.
(Optional) Extras – Select extras to be available as part of the Resource Rate. Members can choose to purchase any available extras when booking a Meeting Room associated with the Resource Rate.
(Optional) Amenities – Select amenities to be available as part of the Resource Rate. Amenities are provided out of the box and don't require additional payment. They are, therefore, displayed as part of the overall description of the Resource Rate on the members portal and public calendars.
Open the Advanced tab and configure the following:
Account – Select the Revenue Account with which you want to associate the charges. Usually, that would be the default Booking Fees account.
Cancellation – Select the Cancellation Policy for the Resource Rate. Learn more about booking cancellation policies →
Booking Policy – Select a booking policy to apply a maximum booking duration and approval rules, and permit or prohibit recurring bookings. Learn more about booking policies →
Cover weekend usage
If you don't restrict bookings outside business hours, your members will be able to make bookings even on weekends. In that case:
If you have set a daily rate for weekends, it will be applied on weekends.
If you haven't set a daily rate for weekends, the business-hours rate will apply even on weekends.
If you want to make the price of weekend bookings $0, you must create a weekend rate and set it to $0.
FAQ: Hourly resource rates
What is a resource rate?
A resource rate defines how much members pay to book a resource, such as a meeting room. You can set different prices for business hours, non-business hours, weekends, and full-day bookings.
When should I use a billing plan, and when should I use a resource rate?
Resource rates and billing plans are two pricing models for the services you offer. Resource rates price your bookable resources, such as meeting rooms and event spaces. Billing plans price your other recurring or one-time services, such as office rentals, dedicated desks, or printing.
Can I apply different rates for weekends and business hours?
You can apply different rates for weekends and business hours. Set specific prices for non-business hours and for weekend bookings, with hourly, half-day, and full-day options for each.
Do I need an hourly rate for every meeting room?
You need an hourly rate for every meeting room you charge by the hour. Flex uses the hourly rate to price shorter bookings, so without it, bookings under half a day might not be priced correctly.
What happens if I don't set a revenue account for my resource rate?
If you don't assign a revenue account, charges might not be tracked correctly in your accounting setup. Always select the appropriate account, usually "Booking Fees".
Where does the resource rate appear?
The configured rate, with its description, extras, and amenities, appears during meeting room bookings on the Member Portal and public calendars.
What are extras, and how are they used in resource rates?
Extras are one-off fees you can link to a resource rate. Members can choose them during booking, for example, to request catering or special equipment.
Can I export resource rate information in invoices?
You can export resource rate information in invoices. Assign a unique code (ItemCode) to each resource rate, and that code appears in invoice exports for reporting.
How do I set up a resource rate for an event space that doesn't allow hourly bookings?
For an event space that doesn't allow hourly bookings, skip the hourly rate and set pricing only for full days. This setup is common for event spaces where shorter bookings aren't allowed.
Read next
Once the rate is ready, attach it to a resource so members can book it. Create a meeting room that uses this hourly resource rate.