Before members can start using your spaces, you need to configure the core services your organization offers in OfficeRnD Flex. This step includes defining locations and floors, setting up booking behavior, and creating Billing Plans for both recurring and one-time charges. These settings ensure your services are clearly structured, bookable, and ready for invoicing.

By the end of this article, you will have added all active locations and floors, defined business hours and booking rules, created Billing Plans, and configured pricing and discounts for your services and resources. This will make it possible to start assigning memberships and accepting bookings.

In OfficeRnD Flex, a Location represents one of the buildings where your business operates. In the system, your organization's Members, Resources, and Services must be assigned to Locations. Then, Members can be assigned their Membership plans and use the Resources, Stores, and Services available in their Location.

After adding locations, add the floors of each building. For now, just create the floors in the system; you can upload and set up the floor plans later.

Start by setting up the operational hours for your business. You can set them organization-wide (so they apply to all locations) or set specific business hours for each location.

You can customize each meeting room booking feature to maximize room availability, reduce no-shows, and provide clear guidelines to your members, ensuring smooth daily operations.

Set up meeting room booking features →

Booking policies help you effectively manage how bookable resources are reserved within your organization. Set clear rules to ensure that resources are used efficiently and fairly.

Set up a booking policy →

The booking cancellation policies allow you to set clear rules for handling booking cancellations. You can set different cancellation conditions and fees to reduce last-minute cancellations, communicate expectations to members, and streamline your booking management processes.

Set up a booking cancellation policy →

To associate charges (per hour, half-day, or full-day) with your resources, you must create Resource Rates. Hourly rates are recommended for Meeting Rooms, because they are booked by the hour. You can use daily rates for other resources, such as offices and desks.

You can offer discounts on bookable resources to members with specific Billing Plans. Discounts can be configured by rate type (hourly or daily) and assigned to Billing Plans so that they apply automatically at booking.

Add discounts to Resource Rates →

Billing Plans define how you charge members for desks, offices, services, and extras. Recurring plans recur monthly and represent the memberships of your community's members. They are used for office rentals and dedicated desk memberships.

Create recurring Billing Plans to charge for memberships →

One-off Billing Plans occur only once. They represent one-time charges for services or items you offer. One-off plans can be used for printing fees or selling Day Passes.

Create one-off Billing Plans to charge for services →

Booking Credits allow members to book Meeting Rooms by the hour, with 1 Booking Credit equivalent to 1 hour of booking time. These credits are exclusively for Meeting Rooms and cannot be used for other resources. You can assign Booking Credits to your members and companies through Billing Plans.

Assign Booking Credits to manage meeting room usage →

In order to keep better track of your revenue, you can separate it into different Revenue Accounts. By default, all plans are associated with the "Membership Fees" Revenue Account, but you can change that for each plan.

Link plans with Revenue Accounts for financial tracking →

You can offer customers discounts by adding a percentage or a fixed amount to their membership fees. Add discounts to Billing Plan →

[Onboarding] Step 4: Create Floor Plans and Set Up Your Resources