➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: Admin Portal, on Member and Company profiles, and in Billing
➤ Availability: All Flex plans
Sometimes you need to drop a few day passes onto one member's profile before they arrive tomorrow. Other times, you want every plan purchase to automatically include day passes, with no manual step at all. OfficeRnD Flex covers both scenarios for you: a quick manual grant for one-off cases, and a billing plan that issues day passes each time it's sold. This article walks through each method, plus how to enable half-day passes so that short visits cost your members less.
For assigning day passes to one specific person rather than a shared company pool, see personal day passes, which cover the personal-only rules and priority behavior.
In this article:
Add day passes manually to a Member or Company.
Add day passes through a billing plan.
Turn on half-day passes for shorter check-ins.
Before you start
A few factors determine whether a day pass you grant will actually be used at check-in.
Members only draw down day passes when the Use Day Passes setting is turned on in their profile. Day passes granted through a membership or a one-off billing plan turn this on automatically; manually granted day passes do not, so you must turn it on yourself for each member you have granted day passes for.
Editing an existing plan doesn't backfill day passes onto memberships that have already been sold. Only newly added memberships and one-off fees grant the day passes you configure.
Add day passes manually
A manual grant is the fastest way to give a Member or Company a batch of day passes without touching a plan. Use this method for trials, goodwill credits, or a one-time top-up.
Go to
Operations > Companies or Operations > Members and open the profile you want.Open the Day Passes tab, then click Add Day Passes.
Fill in the fields in the dialog:
Day Passes – Enter the number of day passes to grant.
Locations – Select the locations where the day passes can be used.
Recurrence – Select 'Once' for a fixed batch that lasts until it's used up, or 'Month' for a batch that's reset at the start of each month and doesn't carry over from the previous month.
Resource Type – This field is automatically predefined with your Hot Desk resource type. Keep in mind that if you have renamed this resource type, you will see a different label here.
Valid From and Valid To – Set the window during which the day passes are valid.
Day Pass Type – Select 'Personal' for one member's use, or 'Shared' for a whole company. For the personal day pass rules, see personal day passes.
Member – Available only for personal day passes. Select the member who can use them.
Click Add.
Note: When you grant shared day passes to a company, the whole pool is available to any member of that company, and usage is summed on the company's profile. Only members with Use Day Passes turned on can draw from it.
Add day passes through a billing plan
Adding day passes to a billing plan means every sale of that plan automatically grants them to the buyer, and the Use Day Passes setting turns on for them. Use monthly plans with included day passes to grant your members recurring access, and a one-off plan for drop-in purchases.
Go to
Billing > Plans.Click Add Plan and select One-Off or Monthly.
Select the plan type, enter the plan name, and set its price.
Open the Passes tab.
Enter the number of day passes and specify the locations where they'll be active.
For one-off plans, configure the Period to set how long the day passes stay active.
Click Add.
A monthly plan issues recurring day passes on each billing cycle. A one-off plan issues day passes that remain active until they're used up or expire (if you have made them available only temporarily). One-off plans also carry a Grant Active Status option, which marks members with a valid day pass as active.
Turn on half-day passes
Half-day passes charge 0.5 of a day pass for a short check-in instead of a full one, helping you preserve availability and reward members who use your space for only part of a day. A check-in lasting half your business hours or less costs half a day pass. If your workday is 8 hours, a check-in of 4 hours or less deducts 0.5 day passes.
Go to
Settings > Space > Resource Types.Edit the Hot Desk resource type.
Set the Check-In Mode to 'Half-day'.
Click Update.
Important: This setting applies to every resource and check-in tied to a membership plan, not just one. State clearly in each affected plan's description whether half-day passes are active, so members can plan in advance.
FAQs
Why didn't a plan change add day passes to existing memberships?
A plan change doesn't add day passes to memberships that already exist because the grant occurs when a membership or one-off fee is added. Edit the plan for future sales, then add a new membership or one-off fee, or grant the day passes manually to current members.
Do manually granted day passes get spent automatically at check-in?
Manually granted day passes aren't spent at check-in until you turn on the Use Day Passes setting on the member's profile. Only day passes issued through a membership or one-off plan turn that setting on for you.
Can I grant day passes to a whole company at once?
You can grant shared day passes to a company from the company profile, and every member of that company can draw from the shared pool. Each member still needs Use Day Passes turned on, and total usage is summed on the company's profile.
What's the difference between the 'Once' and 'Monthly' recurrence options?
The 'Once' option adds a fixed batch of day passes that stays active until it's used up. The 'Monthly' option reissues the batch at the start of every month, valid only for that month, with no carryover of unused day passes.
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