Booking Credits optimize the process of reserving Meeting Rooms, providing an efficient way to control room usage and billing. Utilizing Booking Credits helps you offer structured booking privileges to members, maintain clear records, and simplify administrative tasks.
After reading this article, you will understand how to allocate, manage, and track Booking Credits, ensuring smooth operations and clear billing practices.
What are Booking Credits?
Booking Credits allow members to book Meeting Rooms based on time, with 1 Booking Credit equal to 1 hour of booking. These credits are exclusively for Meeting Rooms and cannot be used for other resources.
Credits are tied to the month when the meeting is held, not the month when the booking is made. This ensures that credits generated in a specific month can only be used for meetings taking place within that same month.
Here are some important details about Booking Credits:
They can be allocated through a Billing Plan or from the member's profile.
Credits can be set to renew monthly or as a one-time allocation without expiration.
Credits can be assigned for specific Meeting Rooms.
Booking Credits have no monetary value, so they are consumed regardless of whether the booking is free or paid.
Keep in mind the following notes about how credits are used:
When members use all their credits, they will be charged the standard Resource Rates for additional bookings.
Members cannot use Booking Credits directly to purchase services from the Member Portal. Only an admin can apply credits to a fee.
If credits are added after a booking is created and invoiced, administrators must manually re-account the booking to apply the newly added credits retroactively.
When are Booking Credits used?
Booking Credits are deducted in the following scenarios:
When a member books a Meeting Room using:
The public calendar.
The calendar in the Member Portal.
The OfficeRnD mobile app.
Your branded app.
When a member has credits that apply to the booked Meeting Room.
Booking credits are automatically consumed if they are available for the specific meeting room. If no credits are available during the booking, charges will be applied in monetary currency.
Tip: OfficeRnD Flex ensures economical pricing by automatically applying day rates if the accumulated hourly costs exceed the daily rate for a meeting room. This feature minimizes costs for users.
Credits are also consumed based on availability for meetings scheduled in future months. If credits are unavailable at the time of booking, charges will apply in monetary currency. In case credits are added later, a manual re-accounting process may be needed to offset the charges.
Tip: Consider offering members a Resource Rate discount for Meeting Rooms after they use all their credits. Learn more about Resource Rate discounts →
In what order are Booking Credits used?
Credits are usually consumed based on when they were added, in that same order.
However, all automatically added monthly credits are generated at the same time, at the start of each month. And because they share the same creation timestamp, there is no set order in which they are used, and you can't control which one is applied first.
Example: You manually added 10 credits to a member. The next day, two batches of monthly credits, each with 5 credits, are automatically added to the member profile. Two days later, you manually add 2 credits to their profile. The usage order will be:
The 10 manually added credits are used first.
When they are used up, a random batch of the automatically added monthly credits is used.
When the first batch is used up, the second batch of automatically added monthly credits is used.
When the second batch is used up, the 2 manually added credits are used.
Booking Credit statuses
Status | Description |
Expired | Booking Credits have expired or are no longer available for the specific period. |
Used | The member has used all credits. |
Valid | Credits are currently available and can be used for bookings. |
Pending | Credits are awaiting renewal (for example, during monthly resets). |
Assign Booking Credits through Billing Plans
You can automate Booking Credit allocations using Billing Plans. This process is suitable when the number of credits is consistent for all customers purchasing a specific plan.
To assign Booking Credits through Billing Plans:
Go to
Billing > Plans and select a Billing Plan. The plan type determines how credits are allocated:One-off plans: Credits do not expire and roll over to the next period if unused.
Monthly recurring plans: Credits reset each month (use-it-or-lose-it).
In the Edit Plan dialog, open the Credits tab and click the plus
icon.Enter the number of Booking Credits to allocate. Leaving the field empty allocates unlimited credits.
Specify the Resources and Resource Rates to which the credits apply.
Click Update.
Notes:
When a membership ends, credits associated with that membership will be automatically canceled.
Credits are shared among all company members: OfficeRnD assigns the total number of credits to the company, and they are accessible to all company members. The number of members does not affect the total credit allocation, meaning the credits are not multiplied by the number of employees.
Assign Booking Credits to a company or a member's profile
Use this manual process to assign Booking Credits when the amount varies by customer.
To assign Booking Credits to a company or a member:
Go to
Operations > Companies or Operations > Members and open a company or member profile.In the Credits section, click Add Credits.
Enter the number of credits to allocate.
Open the drop-down menu and select "hours".
Choose the credit type:
Once: Credits do not expire and remain until used.
Month: Credits renew monthly. If not used, they are lost (use-it-or-lose-it). You can set an end date to indicate when the monthly credit renewal will end.
Select where the Booking Credits will apply: resources, Resource Rates, one-off plans, or all of them.
Set a start date to determine when the credits will be allocated.
Optionally, set an end date to determine when credits will stop being allocated.
Click Add.
View available credits
You can view the available credits for each member and company. To do that:
Go to
Operations > Companies or Operations > Members and open their profile.Open the Credits tab.
You can see the individual instances of added credits and how many of them have been used.
You will see only the credits allocated for the current month and the next month.
This is the standard display behavior, even if the credits themselves have a much longer validity period.
For example:
In August, you will see the available credits for August and September.
In September, you will see the credits for September and October.
Don't forget to read about the order in which credits are used (see above ↑).
FAQ: Booking Credits
What are Booking Credits?
What are Booking Credits?
Booking Credits allow members to reserve Meeting Rooms based on time, with one credit equal to one hour of booking. Credits apply exclusively to Meeting Rooms.
Can Booking Credits be used for other resources?
Can Booking Credits be used for other resources?
No. Booking Credits are specifically for Meeting Room bookings and cannot be used for other resources or services.
How can I assign Booking Credits automatically?
How can I assign Booking Credits automatically?
Use Billing Plans to allocate credits automatically. Go to Billing > Plans, select your plan, open the Credits tab, specify the number of credits, select applicable resources, and click Update.
Can I manually assign Booking Credits?
Can I manually assign Booking Credits?
Yes. Open a company or member profile, click Add Credits, specify the amount, choose the credit type (one-time or monthly), select resources, and click Add.
When are Booking Credits deducted?
When are Booking Credits deducted?
Credits are deducted when members book Meeting Rooms via the public calendar, Member Portal calendar, or the OfficeRnD mobile app.
Why was my meeting room booking invoiced upfront?
Why was my meeting room booking invoiced upfront?
If a booking is scheduled for a future date but no credits are available in that month, the system generates a monetary fee at the time of booking. Manual re-accounting may be required once credits are made available.
How does the system optimize meeting room charges?
How does the system optimize meeting room charges?
The system automatically charges day rates if the accumulated hourly costs exceed the daily rate, ensuring the most cost-efficient pricing.
What happens when members run out of Booking Credits?
What happens when members run out of Booking Credits?
Once members use all allocated credits, additional bookings are charged at standard Resource Rates. You can offer discounted rates for members after their credits are depleted.
Additionally, credits are specific to the month of the meeting, which means that bookings made before credits for the respective month are generated may result in monetary charges even if credits are available for other months.
Do Booking Credits expire?
Do Booking Credits expire?
Monthly Credits: Expire monthly if unused (use-it-or-lose-it).
One-time Credits: Do not expire and remain until fully used.
Are Booking Credits shared among company members?
Are Booking Credits shared among company members?
Yes. Credits assigned via a company plan are shared and accessible by all company members. The total number of credits is not multiplied by the number of employees.