Add a Billing Plan

To manage billing effectively in OfficeRnD, you must configure Billing Plans in your organization. To do so, go to Billing & Products > Plans.

• One-off plans that occur only once.
  
  

Before you start

• Set up discounts for room bookings →
• Create Meeting Rooms →
  
  

Billing Plans categories

There are two categories of plans:

• Recurring Plans recur every month.
• One-Off Plans are one-time charges.
  
  

Set up a Billing Plan

1. Go to Billing & Products > Plans.
2. Click Add Plan.
3. Select One-off or Monthly.
   
   
   
   
4. The Add Plan consists of six tabs: General, Billing, Credits, Passes, Extras, and Member Apps.
   
   

General (tab)

In the General tab, you can define the core attributes of the Billing Plan.

• Type – There are four main types of plans in OfficeRnD, each serving a certain purpose.

  • Private office – For companies using private offices. Memberships created with this plan will then be assignable to resources of type Private Office.
  • Office desk – For desks within private offices.
  • Dedicated desk – For members with specific desks. Memberships created with this plan will then be assignable to resources of type Desk.
  • Service – For extra complimentary or chargeable services like parking spots, canteen service, lockers, or daily coffee.
• Image (optional) – Upload an image for visual identification.

• Name – The plan's name. It will be displayed when creating memberships or when people sign up through the portal. For example, “Office” or “Fixed desk”.

• Unique code – A unique identifier. Can be used in exports and to navigate to a pre-populated sign-up page.

• Price – The price of the plan.

• Deposit (applicable to monthly plans only) – An amount that will be held when a membership with this plan is created. The amount will be held by creating a refundable fee.

• Description (optional) – A field for additional plan details. The description is displayed on the Member Portal sign-up page.

• Locations (applicable to multi-location spaces only) – Specify the locations in which the plan is available.

Billing (tab)

In the Billing tab, you can configure billing-related details.

• Invoice every – Set the billing frequency for this plan.
• Revenue Account – Leave the default one or assign a particular revenue account. To manage accounts, go to Settings > Billing > Revenue Accounts.
• Setup Fees – Select the fees that the member buying this plan will be charged. Here, you can select only previously created ‘one-off’ plans.
• Rate Discounts – Select any resource rate discounts to which members on this plan will be entitled. To manage discounts, go to Billing > Discounts.
• Prorate Plan (applicable to monthly plans only) – Whether the plan should be prorated when an invoice for a partial month is issued. If the checkbox is not selected, the whole amount will be charged.
• Plan Terms – Select the terms and conditions that will apply to this plan.
  
  

Credits (tab)

In the Credits tab, you can specify if credits or coins are granted with the plan:

• Set to Unlimited or specify a limit.
• Assign applicable rate(s) for credits.

Passes (tab)

Add Day Passes to your plan. Learn more about day passes →

Extras (tab)

Applicable to monthly plans only.

Extras are available only as additions to a plan and cannot be bought otherwise. Some spaces offer Lockers or Parking spots for their more expensive plans as an extra. Each extra has three fields:

• Name – The name of the extra, for example, "Locker."
• Price – The price of the extra, for example, "$30." 
• Deposit – Deposit for the extra, for example, "$15."

Member Apps (tab)

Configure if the plan is available for purchase through the Members portal.

• Request approval – Require admin approval for purchase. The new member must make a request which will result in the following:

  1. A profile is created for them in the system.

  2. A membership is created for them with the status “Not approved”.

  3. You can then approve the newly created membership.

• Allow Cancelation - Allow members to request plan cancellation.
• Available on signup and for drop-in users – Make the plan available for direct purchase on the sign-up page and for drop-in members.
• Available for members – Make the plan available for purchase by people with accounts in the Member Portal. You can then specify the following:
  • Contact person – Only the company's Billing and Contact persons can see this plan.
  • All active company members – The plan can be purchased by any active member, even if they are not their company's Billing or Contact person.
• Link – This URL links the plan to the product page. It is used on the signup and checkout pages, and in the booking dialog.
• Category – Specify a category to group plans in different tabs on the Portal.
• Amenities – Add the amenities that are available with the plan. Amenities are provided out of the box, don't require additional payment, and are therefore displayed as part of the overall plan description on the members portal and signup pages. To add amenities, go to Billing > Amenities.
  
  

Tips for managing plans

To manage Billing Plans, go to Billing & Products > Products > Plans. Then, you can:

• Use the Recurring and One-Offs tabs to filter plans by type.
• Check the Active column in the All tab for the number of active memberships associated with recurring plans. This number is the sum of all currently active + all pending memberships created with this plan.
• For one-off plans, you will see "One-off" instead of the number of active memberships.

Next Steps

Assign membership plans to members →