➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: Admin Portal, on Member and Company profiles
➤ Availability: All Flex plans
A member says their balance looks wrong. A company wants to know how many day passes they have left before renewing. You need a quick read on which day passes are valid this week versus which have already expired. The Day Passes tab on any Member or Company profile answers all of this in one place, and its filters let you narrow the view by date, type, and status, including a look-ahead at day passes that will be valid in a future period.
This article covers what the Day Passes tab shows you and how each filter behaves, so you can read a balance correctly and spot problems fast.
In this article:
Review a member's or company's day passes at a glance.
Filter by date range, type, and status.
Read how the date filter interacts with each status.
Before you start
Make sure you understand the following before you start:
Day passes are tied to the hot desk resource type. If a balance looks off, confirm the check-ins in question were on a hot desk, since day passes apply only to hot desks. Understand how day passes work →
The Status column shows the current status of each day pass, even when your filter is set to a future date range. The date filter changes which day passes appear, not the status shown in the column.
Review day pass allowance and usage history
To review the history of day passes for a member or company, open their profile on the Admin Portal. On the Day Passes tab, you can get the full picture for their allowance and usage in a single view:
Go to Operations > Companies or Operations > Members and open the profile you want.
Open the Day Passes tab.
The Day Passes tab shows the total number of day passes and how many have been used, along with the following details for each entry:
Type – Whether the day pass is personal to a single member or shared among all company members.
Status – Whether the day pass is valid, expired, or used.
Location – The locations where the day pass can be used.
Validity – The period during which the day pass is valid.
Filter day passes
When you open the Day Passes tab in a company or member's profile in the Admin Portal, you can use filters to narrow the list so you can answer a specific question rather than scan every entry.
Date range – Filters day passes by their validity dates. What it returns depends on the status filter, described in the next section.
Type – Limits the list to personal or shared day passes.
Status – Limits the list to a specific state. The filter is set to show only valid day passes by default. But if you want to see used or expired day passes, you must adjust the filter accordingly.
Tip: You can filter by a day pass's expected status. Set the date filter to a future period, the status filter to 'Valid', and the list returns every day that will be valid for at least one day in that period. This is how you check upcoming coverage before a member arrives or a company renews.
How the date filter behaves per status
The date range filter reads differently depending on which status you pair it with. Knowing this is what makes the look-ahead and look-back views reliable.
Valid and pending – Returns day passes that are currently valid, or that will become valid within the selected period, based on their Valid From and Valid To dates.
Used – Returns day passes that were used within the selected period.
Expired – Returns day passes with an expiration date inside the selected period.
All – Returns day passes meeting any of the conditions above.
FAQs
Some of the day passes are missing from the member's profile. Where did they go?
Day passes that appear missing are almost always hidden by the filters on the Day Passes tab of the member's profile, not actually gone. The status filter is set to 'Valid' by default, so any day pass that's already been used or has expired drops off the list, and if a member has bought 9 day passes, you might see only the 5 that are still valid. Set the status filter to 'Used', 'Expired', or 'All', and widen the date range to the period you're asking about; the rest will reappear. For example, an operator saw only 5 of 9 company day passes until they switched the status filter to "Valid," after which the other 4, all used in a previous month, appeared right away.
A member checked in, but no day pass shows as used. Is the check-in broken?
A check-in that doesn't seem to have spent a day pass is usually a filtering issue, not a failed check-in. Used day passes don't appear in the member's or company's profile when the Status filter is set to 'Valid', so recent usage appears to have never happened. Set the status filter to used and set the date range to cover the check-in dates, and the spent day passes will show. If they still don't appear after that, confirm the check-in was on a hot desk, and that the member had the Use Day Passes setting on, since day passes only apply to hot desks.
Where do I check how many day passes a member or company has left?
You can check remaining day passes on the Day Passes tab of the member's or company's profile, which shows the total granted and used, plus the type, status, location, and validity of each entry.
Why does the Status column still show the current status when I filter by a future date?
The Status column always reports each day pass's current status, because the date filter controls which day passes appear in the list, not the status displayed. To see what will be valid later, pair a future date range with the valid status filter.
Can I see day passes that will be valid next month?
You can see upcoming day passes by setting the date filter to next month and the status filter to valid. The list then returns every day pass that will be valid for at least one day in that period, so you can confirm coverage ahead of time.
Why don't expired or used day passes show up by default?
Expired and used day passes don't appear by default because the status filter is preset to valid. Switch the status filter to expired, used, or all to bring those entries into the list.
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