Contracts are legally binding agreements between your workspace and its members. They define the terms of service, outline responsibilities, and specify what is being provided — offices, desks, plans, or a combination. In OfficeRnD Flex, contracts are the mechanism that generates memberships, fees, and resource assignments in member and company profiles.
Prerequisites
Before creating a contract, make sure the following are in place:
Billing plans are configured. Contracts reference billing plans for recurring and one-off fees. Set up Billing Plans →
You have resources in your organization. Contracts are assigned to resources that you must create beforehand. Understand space management basics →
At least one member has a status other than 'Former'. At least one member associated with the contract must have a status other than Former. If all members are marked as Former, update their status to Contact before proceeding. You can revert it to Auto afterward. Understand member statuses →
Note: The Auto status means OfficeRnD manages the member's status automatically based on their active memberships. Setting it to Contact temporarily overrides this, allowing the contract to be issued.
Limitations
There are also two constraints worth knowing before you start, as they affect what you can and can't do once a contract is in place:
A member can't be moved to another company if they're associated with an existing contract. Moving the member would leave the contract without its associated member, causing system discrepancies. If you need to move a member, cancel or complete the contract first.
Billing details populate the contract at the time of creation. The company's billing details (name, address, registration number) are used by default to populate the contract. These can be edited before creation, but are not updated automatically if billing details change afterward.
Create a contract
To create a new contract, go to Operations > Contracts, click Add Contract, and select the contract type.
Then fill in the details across the following tabs. Each tab is described below.
Company Information tab
In the Company Information tab, there are three fields:
Field | Description |
Company | The company with legal authority to sign the contract. |
Member | The person with legal authority to sign on behalf of the company. |
Deposit held | The total deposit currently held for this client. Useful when creating a renewal; if the deposit amount hasn't changed, you may prefer to hold it rather than refund and recollect. |
Note: Billing details are not part of the contract. They are used upon contract generation to populate the customer name, address, company, Registration Number, and company address. The Company billing details are used by default, but can be edited before contract creation.
Duration tab
In the Duration tab, you can find the following fields:
Field | Description |
Type | The contract's relationship to previous agreements. Not available for Quotes.
|
Number | A unique identifier (Agreement ID) generated automatically from a template. To configure the format, go to Settings > Operations > Contracts. |
Start Date / End Date | The period during which the member will use the provided offices and services. The end date is required by default. Quotes have no end date. |
Notice Period | How far in advance the member must notify you before ceasing use of the space or services. When the notice period begins, the contract status changes to Up for Renewal. Not available for Quotes. |
Note: OfficeRnD will flag contracts that are due for renewal based on the notice period, but it will not renew them automatically. This setting is primarily useful for tracking which members you need to contact before their contracts expire.
Items tab
The Items tab is where you define what the member is getting and what they will be charged. The fields available depend on the contract type. You can add plans or resources. Resources describe the physical spaces (offices, desks, or other areas) that will be occupied under the contract and are available only when you create a License or Lease Agreement.
Field | Description |
Office / Resources / [Resource type] | The space the member will occupy. Only spaces available during the contract period are shown. The field label reflects what's selectable:
|
Size | The number of desks in the office. Only available for resources with a size parameter. |
Deposit | The deposit amount held for this resource. When filled in, a refundable one-off fee is created automatically upon signing. If left empty, a deposit may still be applied if the resource's target plan includes one. |
Steps | Pricing sub-periods within the contract term. Use steps to set different prices at different points during the contract. Each step has its own start date, end date, price, and optional discount. See below ↓ |
About steps and how they work
Steps let you define how a resource is priced across the full contract period. For example, a 12-month contract might have three steps: a discounted rate for months 1–3, a standard rate for months 4–9, and a higher rate for months 10–12.
Each step contains:
Field | Description |
Start Date / End Date | The sub-period this step covers. Steps should collectively span the full contract period. |
Price | The price of the resource during this step period. |
Discount | An optional discount applied to the plan's default price for this step. The discount appears on monthly invoices. |
Note: If you manually edit the list price or default price of an item, you cannot apply a plan discount to that price.
Additionally available fields
Depending on the contract type, you might see the following fields:
Field | Description |
Recurring Plans | Services billed on a recurring basis, typically included as part of the agreement. Recurring plans can also use step pricing. |
One-Off Plans | Single fees billed once, such as setup or admin charges. |
Addendum | Custom terms appended to the end of the contract, after the general terms and conditions. |
Terms & Conditions tab
This tab is where you select the terms that govern the contract and add any custom terms specific to this agreement.
Field | Description |
Terms & Conditions | Select the terms template to apply to this contract. |
Addendum | Custom terms appended after the general terms and conditions at the end of the contract. |
Custom Properties tab
This tab displays any custom properties your organization has created for contracts. Fill in the values relevant to this agreement and leave the rest empty.
