If you sell Day Passes online, you have probably already dealt with this: a customer buys passes for a date, and your space is already full. By the time you notice, they are on their way in. That is an awkward conversation your team should not have to have.
The problem is that Day Pass sales and physical capacity have always been separate. Members booking Day Passes through the member portal and customers buying online are both drawing from the same desks, but nothing was tracking them against the same limit. Growth Hub now connects both to your Flex Area capacity in real time, so the space sells itself only up to the seats you actually have.
In this article:
Understand how Flex Area Capacity Control works and what it affects.
Create and configure a Flexible Area Resource Type in each location.
Set up a Resource Rate and link it to your Flex Area.
Create and list a Day Pass plan on Growth Hub.
Before you begin
Make sure the following is in place before configuring Flex Area capacity control:
Admin access required: You need an "Owner" role or owner permissions in your OfficeRnD Flex Admin Portal.
Location capacity: Know the desk or seat count for each location you want to manage. You will set a capacity limit per location during setup.
Existing Flex Area setup (if applicable): If you already use Flex Areas in OfficeRnD, review your current configuration before adding capacity limits. Changes affect both online sales and Member Portal bookings.
Overview
Flex Area Capacity Control connects your Day Pass sales channel to the same capacity pool that governs member bookings. The same capacity applies to members booking Day Passes through the Member Portal. Both channels—Member Portal and Growth Hub storefront—draw from the same Flex Area limit, so you are always working from a single source of truth for each location.
How it looks to customers
Customers visit your Growth Hub storefront to buy Day Passes. They select the location where they want to use them, the dates when they will visit, and enter the number of people visiting. Then one of the following happens:
They see the total price for all day passes and can proceed to checkout. When a purchase completes, Growth Hub creates a Flex Area booking in OfficeRnD and immediately reduces the available capacity.
When they try to buy more Day Passes than your location has available desks on a given date, the purchase is blocked, and they see the current availability.
Key concepts
Key concepts to understand before configuring:
Flex area: A flexible area is a unified capacity pool in OfficeRnD that represents a shared, bookable space (for example, an open-plan desk area). It is not tied to individual desks, just a total seat count per location. Learn more about flex areas →
Flex Area Capacity Control: The feature that enforces your Flex Area seat limit against Day Pass purchases. When capacity is full, further purchases are blocked.
Resource rate: A billing rule in OfficeRnD that sets the pricing of your Flex Area. For Day Passes, pricing is set at $0 per hour because the charge is handled by the one-off plan, not the rate.
One-off plan: In this article, a one-off plan sells a single Day Pass. This one-off plan, which sells a single day pass, is listed on Growth Hub and controls what customers can purchase online.
How capacity is tracked
Every completed Day Pass purchase automatically creates a Flex Area booking in OfficeRnD. That booking reduces available capacity in real time. Cancelled or expired bookings release capacity back to the pool.
Step 1: Create a Flexible Area Resource Type
Set up the Resource Type that tells OfficeRnD this space uses managed capacity. Do this once, then apply it to each location.
Open the Flex Admin Portal and go to Settings > Space > Resource Types.
Click Add Resource Type.
Name the Resource Type (for example, "Flex Area", "Flex Desk", or "Open Desk Area").
In the Unique Key field, type "flexible_area".
Select Manage Flexible Capacity. This tells the system to track bookings against a seat limit.
Click Add.
You only need one Flexible Area Resource Type. In the next step, you will create separate Flex Area resources for each location.
Step 2: Set capacity limits per location
Create a Flex Area resource for each location and set the seat limit. This is the number Growth Hub enforces when customers try to buy Day Passes.
In the Flex Admin Portal, go to Space > [Flex Area].
Click the Add button.
Enter a name for the resource.
Choose your Flexible Area resource Type.
Assign the resource to the correct Location.
Set the Size limit to the maximum number of seats available at that location (for example, 20 for Atlanta, 15 for Melbourne, 10 for London).
Click Add.
Repeat for each location.
Watch out: The size limit you set here is what customers and members will be held to. If the number is wrong, you will either oversell or block valid purchases. Double-check against your actual desk count before saving.
Step 3: Create a Day Pass Resource Rate
Create a Resource Rate that links Day Pass bookings to your Flex Area. This is how OfficeRnD knows to count a Day Pass purchase against your capacity.
In the Flex Admin Portal, go to Billing > Resource Rates.
Click Add Resource Rate.
Name the rate clearly (for example, "Day Pass").
For Payment Method, select Day Passes. This is what tells the system to track this booking type against your Flex Area capacity.
Click Add.
Why $0 per day? The Resource Rate is not what charges the customer. It is a tracking mechanism that connects the booking to the Flex Area capacity pool. The customer pays through the Day Pass plan you will create in Step 5.
Step 4: Link the Resource Rate to your Flex Areas
Connect the Day Pass Resource Rate to each Flex Area resource so that purchases reduce capacity correctly.
In the Flex Admin Portal, go to Space > [Flex Area].
Open the Flex Area resource for your first location.
Open the Calendar tab and select the Day Pass Resource Rate you created in Step 3.
Click Update.
Repeat for each location's Flex Area resource.
Check each location: If you skip linking the rate to a location's Flex Area, Day Pass purchases at that location will not reduce capacity. That means the capacity limit will not be enforced, and you risk overselling.
Step 5: Create a Day Pass billing plan
Create a plan that customers will buy on Growth Hub. Each plan must provide exactly 1 Day Pass so that capacity is tracked correctly per purchase.
In the Flex Admin Portal, go to Billing > Plans.
Click Add Plan and choose One-Off Plan.
Set the Plan Type to Flexible Area.
Enter a Name for the plan (visible to customers).
Enter a Price. This will be the price for one Day Pass at your locations.
Select the Locations in which the plan can be purchased. If you have multiple locations with different pricing, create a separate plan for each.
Open the Passes tab and set the plan to provide 1 Day Pass.
Select the locations where these day passes can be used. Make sure you select all locations with flexible areas.
Click Add.
Why exactly 1 Day Pass per plan? Keeping each plan at 1 Day Pass makes capacity tracking straightforward. If a customer needs multiple passes, they purchase multiple units. This avoids mismatches between passes sold and capacity consumed.
Step 6: List the Day Pass plan on Growth Hub
Make the Day Pass plan available for purchase on your booking widget.
In the Flex Admin Portal, go to Growth Hub > Plans and click List Plans.
Find and select the One-Off Day Pass plan you created in Step 5.
Click List.
The plan is now live. Customers visiting your booking widget will see available Day Passes for each location, with purchases blocked when capacity is full.
Best practices
Use these guidelines to keep your capacity setup accurate and low-maintenance across locations.
Verify capacity limits before going live. Walk each location and confirm the desk count matches what you set in OfficeRnD. An incorrect size limit is the most common cause of overselling or unnecessarily blocked purchases.
If you manage multiple locations, audit each one separately. Capacity limits, Resource Rates, and plan availability are all configured per location. A setup gap at 1 location does not affect others, but it will go unnoticed until a customer hits the problem.
Use a consistent naming convention for Flex Area resources. For example, "Flex Desks, Atlanta" or "Open Area, London". This makes it easier to identify the right resource when linking rates or checking capacity in the Admin Portal.
When capacity changes, update the size limit immediately. If you add or remove desks (for example, due to a refurbishment or a new private office), update the Flex Area size limit the same day. The system enforces whatever number is in the field, not your physical reality.
Check the Flex Area booking log if numbers look off. If available capacity does not match what you expect, go to Space > Resources and review the booking log for that Flex Area. Cancelled or incomplete bookings may be incorrectly holding capacity.
Frequently asked questions
A customer says they could not buy Day Passes even though we had space available. What went wrong?
A customer says they could not buy Day Passes even though we had space available. What went wrong?
Check the size limit on your Flex Area resource for that location. If the number is lower than your actual desk count, purchases will be blocked earlier than they should be. Also, check whether any Flex Area bookings from that date were not properly cancelled, as they may still be holding capacity.
A customer bought Day Passes, but no Flex Area booking appeared in OfficeRnD Flex. Why?
A customer bought Day Passes, but no Flex Area booking appeared in OfficeRnD Flex. Why?
The most likely cause is a missing link between the Day Pass plan and the Flex Area resource. Go to Billing > Plans, open the Plan you are using to sell day passes, and confirm the Plan type is set to Flex Area. If the plan is not of the Flex Area type, the system won’t know which resource to assign the booking to.
Do members booking Day Passes through the Member Portal count against the same capacity?
Do members booking Day Passes through the Member Portal count against the same capacity?
Yes. Member portal bookings and online purchases both draw from the same Flex Area capacity pool. There is no separate limit for members and customers. The total across both channels is what is enforced.
Can I set different capacity limits for different days or times?
Can I set different capacity limits for different days or times?
No. The size limit on a Flex Area resource is a fixed number that applies across all dates and times. If you need different limits for different days, contact support to discuss your setup.
What happens when a Day Pass is cancelled? Does capacity come back?
What happens when a Day Pass is cancelled? Does capacity come back?
Yes. When a Flex Area booking is cancelled, the capacity it was holding is released back to the pool immediately. If a customer cancels a Day Pass purchase, the corresponding Flex Area booking should cancel automatically.
I have an existing Flex Area setup. Will this break anything?
I have an existing Flex Area setup. Will this break anything?
Adding Capacity Control to an existing Flex Area will enforce the size limit on new purchases and bookings. Existing bookings are not affected. Review your current size limit before activating to make sure it reflects your actual available desks, not an outdated number from a previous configuration.