Sometimes, two companies need to share a single private office. This setup is common when teams are small, when companies collaborate closely, or when you want to use an office more efficiently. OfficeRnD Flex supports this scenario by letting you assign memberships or desks from one private office to multiple organizations.
This article explains how the setup works, the limitations to consider, and how to choose the right contract structure.
Before you start
Before proceeding, take your time to prepare the following:
Decide whether you want to sell the memberships through the Billing Plans (without legally binding agreements) or through contracts.
If you choose to use memberships for the Billing Plan, you will manually assign the memberships on the floor plan to each resource.
If you choose to create and sign contracts, you can sell the office with either one of the following:
Membership agreements. This one is more flexible because you will sell a specific number of desks without designating which individual desks. Later, if adjustments are needed, you can simply assign different desk resources instead of terminating the current contract and creating a new one for the other resources.
Lease or license agreements. This one requires you to specify the exact resources and the desks the contract covers. You must manually select each desk instead of just indicating the total number of desks.
What is a shared private office setup?
A shared private office setup is when multiple companies use desks inside the same private office. The office stays a single resource in OfficeRnD, but you split its desks between the companies through separate contracts or memberships.
First, let's clarify how this works in the system and what you will do. Essentially, you will be selling the service of using one part of an office to two companies. In practice, you won't be selling the whole office, but the individual office desks.
When and why to use this setup
You may want to use this setup when two companies need a long-term arrangement but do not require a full private office each. It can also help you optimize occupancy when an office is larger than a single company's current needs. This approach keeps billing and memberships separate while using one physical space.
What you can achieve
With this setup, you can assign part of an office to Company A and the remaining desks to Company B. For example, one company can use 5 desks and the other 10 desks. You can choose to assign exact desk numbers or keep it flexible by assigning only membership counts. If you skip desk assignments, you can adjust the arrangement easily later without canceling contracts.
You can choose this method when you need flexibility or expect team sizes to change.
Sell a private office to two companies
To complete this setup, follow these steps depending on the selected approach.
Using a membership for a Billing Plan
If you have decided not to create a legally binding contract for each company, then, for both companies, you must assign a membership for the Billing Plan to each desk.
To do that:
Open the company profiles and create a membership for the Office Desk Billing Plan.
Open the floor plan and assign the membership to each individual desk resource in the office. The private office automatically changes to "Occupied" after you assign the memberships.
Using a contract
If you choose to create legally binding contracts for each company, follow these steps:
1. Choose the contract type
Choose one of the following for each company:
Membership Agreement (more flexible).
Lease or License Agreement (more formal and structured).
Choose the option that matches how strictly you want to define terms for each company.
2. Decide how to structure the contract
Your contract can include one of the following:
Exact desk numbers assigned to each company.
Only a membership count (number of desks), without specific desks.
Choosing a membership count gives you more flexibility. You can change desk assignments later without creating a new contract.
3. Update the floor plan
When multiple companies share one private office:
If you have created a membership agreement:
You must manually assign the membership to each desk on the floor plan.
The private office automatically changes to "Occupied" after you assign the membership.
If you have created a lease or license agreement:
The private office automatically changes to "Occupied".
The membership is automatically assigned to each desk.
This is the main limitation when splitting one office across multiple companies.
FAQ
Can I assign more than 2 companies to a single private office?
Yes. The setup works the same way regardless of the number of companies, as long as the total desk count fits.
Can members from different companies book the office as a resource?
No. The private office is not booked directly once assigned. You manage access through desks and memberships.
Can I still sell the office as a whole in the future?
Yes. Remove or adjust the existing memberships, then make the office available again.