OfficeRnD Flex has its own vocabulary. Members and Users sound alike but behave differently; a Billing Plan is not a membership, and Booking Credits are not Coins. When you're new to the platform, these near-matches slow you down and cause setup mistakes that surface later on invoices and reports. Learning the exact terms early keeps your configuration clean and your questions precise.

This glossary defines every term you need to work with OfficeRnD Flex and its documentation. Terms are grouped by area, and each definition stands on its own, so you can read a section top to bottom or look up a single entry.

Platform and account terms

These terms describe the products, portals, and building blocks of your OfficeRnD Flex account.

Term	Definition
OfficeRnD Flex	The management platform for coworking and flexible workspace operators. You use it to manage spaces, members, bookings, and billing from a single system.
Admin Portal	The web application where admins manage OfficeRnD Flex. It contains the hubs and settings for your spaces, community, billing, bookings, and analytics.
Member Portal	The customer-facing web application. Members and companies use it to book resources, pay invoices, submit tickets, shop for products, and follow community updates.
Members app	The OfficeRnD mobile app for members. Members use it to book resources, manage their bookings, and stay in touch with the community from their phones.
Branded app	A paid branded version of the Members app published under your own name and with your visual identity.
Visitor app	The Visitor app is the reception app that visitors and members use to check in and check out at the front desk. You can also use it to track and manage deliveries.
Hub	A major section of the Admin Portal that groups related features, such as the Experience Hub or the Data Hub.
Organization	Your business identity in OfficeRnD Flex, typically the company that operates your spaces. It holds your global settings and the business details used on billing documents. Each Organization contains at least 1 Location. If your business operates in multiple countries, you might create one Organization per country to simplify management.
Location	A single physical building where your organization operates. Create 1 Location per building, even when several buildings are in the same city.
Admin	A person with access to the Admin Portal. Each admin has a role that controls which parts of the platform they can view and change.
Admin role	A set of permissions assigned to an admin. The default roles are Owner, Center Manager, Reception, and Viewer, and you can create custom roles with more precise permissions.
Template	A pre-designed layout for emails, invoices, contracts, or order summaries. Templates keep your documents and communications consistent across the organization.
Custom property	A field you add to members, companies, resources, or other records to store data that the default fields don't cover.
Integration	A connection between OfficeRnD Flex and another system, such as an accounting platform, a payment gateway, or a door access system.
OfficeRnD API	The public API that external applications use to read and write OfficeRnD data.
Import	The process of bringing existing data into OfficeRnD Flex from spreadsheet files. You can import members, resources, bookings, fees, credits, and details.

Community and CRM terms

These terms describe the people and accounts you manage under Community on the Admin Portal.

Term	Definition
Member	A person who uses your spaces and services. In the Admin Portal, "Member" also refers to the record that stores that person's profile, memberships, and billing history.
Company	A business whose employees use your spaces. A Company has its own account, members, and billing setup on the Admin Portal.
User	A member with login access to the Member Portal. Every User is linked to a Member record, but not every member has a User account.
Contact person	The member who can edit a company's details, view its data, and buy memberships and products on the company's behalf.
Billing person	The member who receives the invoices issued to a company.
Visitor	A guest invited by a member or company, such as a client or an interviewee. Visitors are tracked separately from members.
Tag	A short keyword added to a member or company profile, often used to record skills or industry.
Opportunity	A record of a potential or past deal with a member or company. Opportunities track the expected deal size and number of members, and move through the Open, Won, and Lost statuses.
Contract	A legally binding written agreement between your organization and a customer. Flex supports 3 contract types: Membership Agreement, License Agreement, and Lease Agreement.
Membership Agreement	A contract type built around memberships. It states the number and type of memberships, discounts, and general terms, and it leaves room to upgrade or downgrade memberships without breaking the contract.
License Agreement	A contract type built around specific offices. It states the offices provided, the contract period, additional services, discounts, and general terms.
Lease Agreement	A general contract type that covers offices, memberships, and services provided to a company. It can have an unlimited term.

Member and company statuses

A status shows whether a member or company currently holds an active membership. Flex assigns statuses automatically based on memberships and purchases. Company and member statuses →

Term	Definition
Active	The member or company has at least 1 active membership.
Pending	The member or company has a membership that starts in the future. This covers both new customers and former ones who are coming back.
Former	All of the member's or the company's memberships are terminated.
Drop-in	The member or company has no active membership but has purchased at least 1 one-off service.
Lead	The member or company has open opportunities.
Contact	The person belongs to the community but doesn't use any services or plans.
Inactive	The member or company has no memberships and has never consumed products.

Member and company labels

Labels flag changes happening in the current calendar month, on top of the status. Company and member labels →

Term	Definition
New	A single membership starts this calendar month.
Upgrading	A new membership starts this calendar month alongside an existing one.
Downgrading	1 or more memberships end this calendar month, while others continue.
Leaving	All memberships end this calendar month.

Space and resource terms

These terms describe how your physical spaces are modeled in OfficeRnD Flex.

Term	Definition
Resource	Any bookable or assignable item in your workspace, such as a desk, an office, or a meeting room. Resources sit on your floor plans so you can track their availability, assignments, and bookings.
Resource Type	A category that groups resources and sets how they're booked, hourly or daily. Flex includes 6 default Resource Types: Dedicated Desk, Hot Desk, Meeting Room, Office Desk, Private Office, and Not Available. You can also create custom resource types such as parking spots or event spaces.
Dedicated Desk	A fixed desk assigned exclusively to a member or team. It stays reserved for that person.
Hot Desk	A flexible desk available on a day-to-day basis. It isn't assigned to a specific member.
Office Desk	An individual desk inside a Private Office. The number of Office Desks in a Private Office determines its capacity, so each office needs an accurate count.
Meeting Room	A bookable room for meetings. Members can book it hourly, half-day, or full-day, depending on your resource rates.
Private Office	An enclosed office on the floor plan. It can be assigned to a company or member who purchases a private office Billing Plan.
Floor plan	An interactive map of your office space, built on top of your building plan image. You place and manage resources directly on it.
Space (on the floor plan)	A zone drawn on the floor plan. Each space has a Space Type that controls which resources can be mapped to it.
Space Type	The setting that determines which Resource Types can be assigned to a space on the floor plan. To place a Meeting Room, for example, you first create a space with the 'Meeting Room' type.

Billing and product terms

These terms describe how you define what you sell and how you charge for it.

Term	Definition
Billing Plan	A product or service you sell, either as a recurring subscription or a one-off item. A Billing Plan defines the price, the benefits (such as Day Passes, Booking Credits, or Coins), the deposit, and the Revenue Account the income goes to.
Recurring plan	A Billing Plan billed every month. Recurring plans are sold as memberships.
One-off plan	A Billing Plan billed once. One-off plans are sold as one-off fees.
Membership	A subscription that links a Member or Company to a monthly Billing Plan and grants the plan's benefits. A membership is 'Pending' before it starts, 'Active' while it runs, and 'Terminated' after it ends.
Fee	A one-off charge on a Member or Company account, such as a booking charge, a one-off plan purchase, a deposit, or a shop purchase.
Deposit	A refundable amount held when a membership is created. Deposits are recorded as refundable fees and can be refunded when the customer leaves.
Amenity	A feature included with a plan or room at no extra cost, such as Wi-Fi or a whiteboard. Amenities are displayed in the plan or Resource Rate description on the Member Portal and on the Growth Hub storefront.
Extra	A paid addition that members can request when booking, such as coffee or catering. Extras are attached to plans or Resource Rates and can't be bought separately.
Resource Rate	The pricing model for bookable resources, such as Meeting Rooms. A Resource Rate sets prices per hour, half day, day, week, or month, with separate prices for weekends and non-business hours.
Plan Discount	A percentage or flat amount off a membership's price. Use it for promotions such as loyalty discounts.
Rate Discount	A percentage or flat amount off the booking price of bookable resources, such as Meeting Rooms.
Invoice	A billing document issued to a Member or Company that lists the products and services they're charged for. Invoice statuses include Paid, Partially Paid, Overdue, and Failed.
Credit Note	A document that reduces the amount owed on an already issued invoice. Use Credit Notes to correct mistakes such as an overstated amount or a missing discount.
Bill Run	The process that generates invoices in bulk. Bill Runs run automatically on your billing schedule, or you can execute one manually.
Billing Period	The length of time each invoice covers. The billing period depends on how you configure your Billing Plans and Bill Runs.
Billing Period Start Date	The day of the month when the Billing Period begins. You can set it globally, or per Member or Company.
Proration	A partial charge for customers who join partway through a Billing Period. Their first invoice covers only the remaining days of the period.
Billing Lock Date	A setting that prevents billing records dated before a chosen date from being created, changed, or deleted.
Tax Rate	The tax percentage applied to invoiced items, configured to match your local tax rules.
Tax Rate Policy	A grouping of accounts and Tax Rates that applies different tax rules per location. It's most useful for organizations operating in more than 1 country.
Revenue Account	A category for tracking a stream of income. Each Billing Plan points to a Revenue Account, which applies the right Tax Rates and supports detailed financial reporting.
Payment method	The way a Member or Company pays invoices: Auto (charged automatically), Cash, Bank Transfer, or POS.
Payment gateway	An integration that processes online card and direct debit payments for your invoices.
Purchase Flow	The steps and billing rules applied when a customer books a resource or buys a plan or product, from selection to payment.
Day Pass	A benefit that grants entry to your space for 1 day. Day Passes limit the number of days someone can enter, and a member who runs out of Day Passes may not enter your space.
Booking Credits	A currency used to book Meeting Rooms. 1 Booking Credit equals 1 hour of Meeting Room time. Credits come with Billing Plans and have no monetary value.
Coins	A type of credit with monetary value. 1 Coin equals 1 unit of your organization's default currency and can cover booking and other charges.
Printing Credits	A free printing allowance for members. Printing Credits automatically cover printing fees.

Booking terms

These terms describe how reservations work in your spaces.

Term	Definition
Booking	A reservation of a resource for a set time, made by a member, a company, or an admin. Meeting Rooms, Hot Desks, and Office Desks are bookable by default, and custom Resource Types can be made bookable.
Booking Policy	A rule set for reserving resources, covering duration limits, how far in advance a booking can be made, check-in requirements, and rules for recurring bookings. You apply a Booking Policy per resource.
Cancellation Policy	The rules for canceling bookings, including the fees that apply when a cancellation happens too close to the start time.
Check-in	The confirmation that a member or visitor is present in the space or at a booking. A Booking Policy can require check-ins, and check-ins feed your presence reports.
Calendar Page	A Member Portal page where members can view availability and book Meeting Rooms.

Member experience terms

These terms describe what members see and do on the Member Portal, managed from the Experience Hub.

Term	Definition
Shop	The ecommerce section of the Member Portal, where members purchase plans, products, and services.
Ticket	A request or issue a member submits through the Member Portal. Admins review and resolve tickets on the Admin Portal, sorted by type and severity.
Event	A community gathering you publish to members. Members can RSVP, and you can cap and track attendance.
RSVP	A member's response to an event invitation. RSVPs show who's attending and how many slots are taken.
Post	An announcement or update published to the Member Portal news feed.
Benefit	A special offer available to active members, displayed on the Member Portal's Benefits page.
How-to guide	A short instructional article you publish for members on the Member Portal.

Analytics and add-on terms

These terms cover reporting and the paid extensions of OfficeRnD Flex.

Term	Definition
Flex Data Hub	The analytics area of the Admin Portal. Its dashboards track occupancy, revenue, bookings, tickets, and other metrics across your locations.
Dashboard	A page in the Flex Data Hub that visualizes 1 area of your business, such as occupancy rates or invoiced revenue.
Occupancy	The share of your resources that are assigned or in use. Occupancy dashboards track it over time, per location and per Resource Type.
Growth Hub	A paid add-on with ecommerce and pricing tools. It covers your storefront, resource and checkout pages, and the related settings on the Admin Portal.