When you run different types of products in the same space, a single checkout flow rarely fits them all. A day-pass buyer and an event-space client have different expectations, billing timelines, and post-purchase needs. With checkout rules, you can configure payment options, account creation, and terms and conditions for each product type, so each transaction works as it should without manual workarounds.
Checkout Rules live in Storefront Settings in the Admin Portal. They replace the Non-member Purchase Flow and work alongside your existing Admin Portal configuration for documents and permissions.
In this article:
Activate the Default Checkout Rule
Configure payment options for a rule
Configure Member Portal access for a rule
Add a terms and conditions document to a rule
Create a custom rule for a specific product type
Before you begin
You need Admin access in the Admin Portal to configure Checkout Rules.
Activating the Default Rule replaces your Non-member Purchase Flow.
If you want to require buyers to accept terms and conditions, create your T&C documents in the Admin Portal before setting up Checkout Rules. You cannot create documents from within the Checkout Rules configuration.
Checkout Rules apply globally across all your locations.
Warning: After you activate the Default Rule, OfficeRnD Flex stops using your non-member Purchase Flow settings. Ensure your Default Rule is configured correctly before activating.
How checkout rules work
Checkout rules replace the Non-member Purchase Flow feature. Each rule controls 3 things for a product type: how buyers pay, whether they get a Member Portal account, and whether they must accept a T&C document before completing a purchase.
There are 2 types of rules:
Default Rule – Applies to all product types without a custom rule. You must activate the Default Rule before you can create any custom rules.
Custom Rules – Apply to a specific product type and override the Default Rule for that type. You can create one custom rule per product type.
Activate the default checkout rule
The default checkout rule must be activated before any custom rules can be created. Configure it first, then activate it. You can edit the rule after activation.
In the Flex Admin Portal, go to Growth Hub > Storefront Settings > Checkout Rules.
Click View Setup.
Configure Payment Options, Member Portal Access, and Documents & Agreements (see the following sections).
Click Save & Activate.
Note: After activation, the Default Rule applies immediately to all product types. Buyers checking out will see the new behavior on their next visit.
Configure payment options
When configuring a checkout rule, in the Payment Options section, you control when and how buyers are charged. Select either 'Pay Now' or 'Pay Later' for each rule.
Pay Now
If you select 'Pay Now', buyers will be charged immediately upon completing checkout. An invoice is automatically generated and sent to confirm the payment. Select 'Pay Now' for product types that require a guaranteed upfront payment. To apply this rule:
In the Payment Options section, select Pay Now.
Click Save & Activate or Save.
Pay Later
If you select 'Pay Later', buyers will not be charged at checkout. You can specify how invoicing is handled. To apply this rule:
In the Payment Options section, select Pay Later.
Configure the invoicing settings:
Collect payment details at checkout – The buyer's payment information is securely saved. You charge later from the Admin Portal.
Create invoice – An invoice is generated after checkout, but not sent. You control when the buyer receives it.
Send invoice automatically – An invoice is generated and sent to the buyer immediately after checkout.
Click Save & Activate or Save.
Configure Member Portal access
When configuring a checkout rule, in the Member Portal Access section, you control whether buyers get a Member Portal account after completing a purchase, and how that account is created. You can select one of the following:
Automatic Account Creation – A member account is created as soon as the buyer completes checkout. A welcome email is sent automatically. Use this for memberships and recurring products that require portal access.
Optional Account Creation – The buyer sees a prompt on the confirmation page inviting them to create an account. Account creation happens only if they choose to. A welcome email is sent if they do.
No Account Creation – No account is created, and no prompt is shown to the buyer. Use this for one-off purchases where portal access is not needed.
To apply your selection:
In the Member Portal Access section, select the option that fits the product type.
Click Save & Activate or Save.
Add a terms and conditions document
When configuring a checkout rule, in the Documents & Agreements section, you can link a T&C document to require buyers to accept your terms before completing a purchase. Buyers cannot proceed past the checkout without accepting the document. To remove the requirement, return to the rule and remove the document.
To link a document:
In the Documents & Agreements section, click Select from existing documents.
Select the document you want buyers to accept.
Click Save & Activate or Save.
T&C documents must be created in the Flex Admin Portal before they can be linked to a rule. You cannot create documents from within the Checkout Rules configuration. Create terms and conditions →
Create a custom rule for a specific product type
Custom rules override the Default Rule for a specific product type. You can create one custom rule per product type. The Default Rule must be active before custom rules can be created.
In the Flex Admin Portal, go to Growth Hub > Storefront Settings > Checkout Rules.
Click Create New Rule.
Enter a name.
Select the products to which the rule applies (for example, Meeting Rooms or Day Passes).
Configure Payment Options, Member Portal Access, and Documents & Agreements as needed.
Click Create.
In the confirmation dialog, click Create & Activate or Create.
Note: Custom rules take effect immediately upon activation. Buyers purchasing that product type will see the new checkout behavior on their next visit.
Best practices
Use these guidelines to make the most of Checkout Rules across your product types.
Match payment to product value – If event space hires involve significant coordination costs, use Pay Later with manual invoicing to review the booking before charging. For lower-value products like Day Passes, Pay Now removes the follow-up.
Use Automatic Account Creation for memberships – Membership buyers expect portal access from day one. Use Automatic Account Creation so the account is ready as soon as they complete checkout.
Use Optional Account Creation for one-off bookings – Not every meeting room buyer wants a portal account. Optional Account Creation gives them a choice without adding friction at checkout.
Link T&C documents to event spaces – If your event space hires involve specific cancellation or damage terms, link those T&C documents to the event space rule. Acceptance is logged at checkout.
Configure the Default Rule before activating – After you activate the Default Rule, it applies immediately. Set Payment Options, Member Portal Access, and any T&C documents first.
FAQs
What happens to my existing Purchase Flow settings when I activate the Default Rule?
OfficeRnD Flex stops using the Non-member Purchase Flow and immediately starts using the Default Rule. Your Non-member Purchase Flow is no longer active.
Can I have different rules for different locations?
Checkout Rules apply globally across all your locations. Per-location rules are not supported yet.
What if a product type does not have a custom rule?
It inherits the Default Rule. Any product type without an explicit custom rule uses the Default Rule settings for payment, account creation, and T&C.
Can I have more than 1 custom rule per product type?
No. Each product type can have 1 custom rule. If you need to change the rule for a product type, edit the existing custom rule.
When are buyers asked to accept a T&C document?
Buyers are presented with the document during checkout, before they can proceed to payment. They must accept it to complete the purchase. If you remove the T&C document from a rule, existing accepted records are not affected.
Does 'Pay Later' mean the buyer has no payment details saved?
Not necessarily. If you turn on Collect payment details at checkout, the buyer’s card is saved securely, even if no charge is made. If you turn on invoice options only, no card details are saved.
Can I edit the Default Rule after it is activated?
Yes. You can edit any rule at any time. Changes take effect immediately after saving.