Flexible capacity resources allow you to simplify how coworking spaces are booked and used. Instead of creating multiple identical hot desks or manually tracking shared areas, such as lounges or drop-in offices, you can use a single resource with a defined capacity. OfficeRnD Flex then handles availability and booking rules for you.
By the end of this article, you will be able to create a flexible capacity resource, expose it in the Member Portal, and configure it for daily usage. You will also understand key use cases such as hot desking, group bookings, and monetizing lounge areas.
Summary
Set up a flexible resource type under Settings > Platform Modules > Resource Types.
Add a resource with a set size under Space > [Your Resource Type].
Create a booking page for this resource on the Member Portal.
Support hot desking, office sharing, and group bookings.
Allow booking with Day Passes and track usage by location.
View flexible capacity usage with a dedicated widget on the home dashboard.
What are resources with flexible capacity?
Resources with flexible capacity allow you to group similar resources together and define the maximum number of people who can use them simultaneously. This helps automate availability, avoid overbookings, and improve utilization of shared spaces.
You can:
Group multiple resources into one resource, such as hot desks or lounge seats.
Set a maximum number of concurrent users (for example, 20)
Let the system automatically manage usage and prevent overbooking.
Create a flexible capacity resource
You must create a special resource type before adding resources with flexible capacity.
To create a flexible capacity resource:
Go to Settings > Platform Modules > Resource Types.
Click Add Resource Type. Keep in mind that only one resource type with flexible capacity can exist per account.
In the Add Resource Type dialog:
Enter a name, for example, "Flexible Area".
Select an icon (only visible on the Admin Portal).
Enter a unique key (only visible on the Admin Portal).
Select Manage Flexible Capacity.
Click Add.
Next, go to Space and open the tab for your newly created Resource Type.
Click the Add button.
Enter a name for the resource.
Set the Size (maximum number of simultaneous users).
Assign the resource to a location.
Open the Calendar tab and set the Resource Rate.
Click Add.
Add a booking page for resources with flexible capacity
To allow members to book this resource, you will need to expose it on the Member Portal.
To create a booking page:
Go to Settings > Platform Modules > Resource Types.
Locate the new resource type.
Click the cogwheel icon and then Add Member Portal Calendar Page.
In the Add Page dialog:
Set the page order number.
Enter a title for the page.
Select an icon.
Open Type and select Resource Scheduler.
Configure the privacy settings.
Click Add.
Book resources with flexible capacity
When the booking page is created, members can access it from the Member Portal.
To book a flexible capacity resource on the Member Portal:
Open the dedicated booking page on the Member Portal.
Select a date to check real-time availability.
Book one or more seats.
Use cases
Flexible capacity supports a variety of shared space setups. Below are examples of common use cases:
Use Case | Before | After |
Hot Desking | Separate resources for each desk | Single "Hot Desk Zone" with capacity: 20 |
Group Bookings | Members booked individually | Group bookings in one step |
Office Sharing | One booking per office | Partial or full office booking allowed |
Monetizing Lounge and Café Areas | Underutilized space | Bookable resource with set size |
Hot desking
Create a single Hot Desk zone with a set capacity, rather than creating separate desks.
Drop-in members can check real-time availability and book easily.
No need for back-and-forth communication with admins.
Group bookings
Allow teams to book multiple seats at once.
Teams to book multiple seats in one go using a shared day pass allowance.
A lead booker to manage group reservations (great for networking events or workshops).
Office sharing
Create office resources with shared capacity to enable multiple bookings in the same office.
Normally, you would have to create multiple office resources (for example, "Office 101", "Office 102") and manually update availability. But in that case, the system wouldn't account for office size and would limit each office to a single booking.
With flexible capacity offices, you can create offices with the correct booking size and easily update availability by setting the size to 0, removing it from the portal without deleting the resource.
Members can:
Book all seats in an office (for example, a team of 5 reserving an entire 5-person office).
Book a single seat in a larger office, allowing multiple drop-ins to share the same space efficiently.
Monetizing Lounge and Café Areas
Resources with flexible capacity can increase your revenue by making lounge and break-out spaces easier to book.
For example, you may find that your lounge areas and cafés are either underutilized or poorly managed. To fix that, you can set up a "Lounge Area" resource with a size of "15".
Using Day Passes for Flexible Capacity
Day Passes work well with flexible capacity resources, allowing easy pre-paid access.
You can:
Allow usage of Day Passes to book in advance.
Set Day Passes to work only in specific locations.
Track usage automatically through Wi-Fi or door access.
Enable guest bookings using Day Passes.
To view Day Pass allowances, go to Account > Allowance on the Member Portal.
Create plans with location-specific Day Passes
To create plans with location-specific Day Passes:
Go to Billing > Plans and create a plan granting Day Passes.
On the Passes tab of the plan configuration, add location-specific Day Passes.
Dashboard widget showing flexible resource utilization
To add a widget on your home page showing the utilization of flexible resources:
Go to Home, click Customize, and then Add Widget.
Open the Space tab, and select Flexible Area.
Configure and add the widget to display information about your flexible area utilization and capacity.
Click Add.
Limitations of resources with flexible capacity
Keep in mind the following limitations of the resources with flexible capacity:
Not available on the mobile app.
Recurring and half-day bookings are not supported.
Tentative bookings are not supported.
Extras can't be added to bookings paid with Day Passes.
FAQ: Resources with flexible capacity
What is a flexible capacity resource?
What is a flexible capacity resource?
A flexible capacity resource is a single bookable item that allows multiple members to book it simultaneously, up to a defined capacity.
Can I use Day Passes with flexible capacity resources?
Can I use Day Passes with flexible capacity resources?
Yes, you can allow members to use Day Passes for booking flexible capacity resources. You can also limit Day Passes to specific locations.
How can I expose a flexible resource on the Member Portal?
How can I expose a flexible resource on the Member Portal?
You must add a dedicated calendar page. Go to Settings > Platform Modules > Resource Types and:
Locate the new resource type.
Click the cogwheel icon and then Add Member Portal Calendar Page.
Can I set different booking limits for weekdays and weekends?
Can I set different booking limits for weekdays and weekends?
No. Flexible capacity resources do not support separate weekday and weekend rules within their core settings. You can manage access using separate Resource Rates if needed.
What are the limitations of flexible capacity resources?
What are the limitations of flexible capacity resources?
They are not available on the mobile app, do not support recurring or half-day bookings, cannot be booked tentatively, and do not support extras when booked with Day Passes.
Can members book only part of a resource, like a single seat?
Can members book only part of a resource, like a single seat?
Yes. If a flexible resource is set to a size of 5, members can book just one seat, and the remaining four are still available for others.
Can I track the usage of flexible resources?
Can I track the usage of flexible resources?
Yes. You can add a widget to your Home dashboard to track capacity and usage in real-time.