Day Passes in OfficeRnD provide flexible access for members who may not require a permanent workspace. These passes are linked to check-ins, where each check-in/check-out pair counts as 1 (one) Day Pass usage. This article explains the different types of Day Passes, how they work, and how to manage them in OfficeRnD.
Day Passes
Members can receive day passes through various methods:
During sign-up: When a member purchases a one-off plan that includes Day Passes, the "Use Day Passes" option in their profile is automatically enabled. This ensures that Day Passes are deducted upon check-in, even for active members.
Memberships and plans with Day Passes: Assigning a membership or one-off plan with day passes to a member will automatically enable the "Use Day Passes" setting in their profile.
Manually granted: Administrators can manually add Day Passes to a member's profile. However, members will not consume their day passes upon check-in unless the "Use Day Passes" option is enabled.
Half-day Passes
Half-day Passes allow members and admins to use only half of a Day Pass for shorter check-ins. This applies to check-ins lasting half or less of the organization's business hours. For example:
If the workday is 8 hours, a check-in of 4 hours or less will deduct 0.5 Day Passes.
To activate Half-day Passes:
Go to Settings > Platform Modules > Resource Types.
Select the Hotdesk resource type.
Change the Check-In Mode to Half-day.
This setting applies globally to all resources and check-ins assigned to a membership plan. Ensure the membership plans clearly state whether Half-day Passes are enabled.
Day Pass types
Day Passes can be categorized as either:
One-time Day Passes: These remain active until they are used.
Recurring Day Passes: These are issued monthly, remain valid for that month, and reset with a new allocation at the beginning of the next month. Unused recurring Day Passes do not carry over.
Add Day Passes
Day Passes can be added manually or through a Billing Plan.
Add Day Passes manually
Go to Community
and open a Member or Company profile.Open the Day Passes tab and click Add Day Passes.
Fill in the required fields, including:
Day Passes – Number of passes to grant.
Recurrence – Select "Once" or "Month":
Once – The Day Passes will be added as a one-time batch and will remain active until used up.
Month – Day Passes will be added to the customer's profile at the start of each month. These passes will remain active only for the current month. A new batch will be added every month. Unused passes from the previous month won't carry over.
Valid From and Valid To – Define the validity period for the passes.
Day Pass Type – Choose between "Personal" (for individual use) or "Shared" (usable by an entire company). Click here to learn more.
Important: when you grant Day Passes to a Company Member, all Day Passes will be available to any Member of that Company. All members' Day Passes will be summarized and displayed under the Company's profile. However, only members with the Use Day Passes option enabled would use these Day Passes.
Add Day Passes via Billing Plans
Day Passes can be integrated into:
Monthly memberships: Recurring passes are issued monthly.
One-off services: Passes remain active until they are used up.
To add Day Passes to a Billing Plan:
Go to Billing & Products > Products > Plans.
Click Add Plan and select One-Off or Monthly.
Open the Passes tab.
Enter the number of passes and optional validity settings.
Click Add.
Grant "Active" status
The "Grant Active Status" feature automatically assigns an "Active" status to members with at least one valid Day Pass from One-off plans. This affects:
All company members: If the passes come from a company-wide plan. The status of the company will not change.
Individual members: If the passes are assigned to a specific member. The statuses of the other members in the same company do not depend on the "Grant Active Status" setting.
When no valid Day Passes remain, the status reverts to the system's default (for example, Drop-in). Learn more about member statuses here.
Changing existing plans will not add the Day Pass allowance to existing memberships. Only newly added Memberships and One-off Fees will grant the selected number of Day Passes.
Filter Day Passes
Use filters to manage Day Passes effectively:
Date Range: Filter passes by validity dates.
Type: "Personal" or "Shared".
Status: Default is set to show only valid passes. However, only the current passes status is displayed in the Status column in the grid.
Tip: You can filter by Day Pass expected status. For example, if the Date filter is set up for a future period and the Status filter is set to "Valid," all Day Passes that should be "Valid" for at least one day in the selected period will be listed.