Offering guided tours is one of the best ways to help potential members experience your space firsthand. With OfficeRnD Flex, you can easily configure and manage tour booking forms, set up admin schedules, and customize availability.
By the end of this article, you’ll know how to activate, schedule, and track tours for each of your locations, giving prospects a seamless experience and improving your conversion rates.
Tour booking options
You can let prospects schedule tours through various channels. These options help you promote your space online and streamline the tour request process.
Visitors can book a tour from:
An embedded form on your website
A button or call-to-action leading to the tour form
The public Member Portal by clicking Book a Tour and filling out a short form
Note: To display your organization logo, location photo, and address in the tour form, make sure these are uploaded in OfficeRnD Flex under Settings > Account Details > Account Setup.
To remove the "Powered by OfficeRnD" logo from the public portal, purchase the Premium Mobile App. Learn more about the Premium app →
Activate tour bookings
Only admins with default roles (Reception, Center Manager, Owner) can configure tour booking settings.
You can create tours only for locations with the status "Open". You can't create tours for locations with the status "Draft".
To activate the Tour Booking feature:
Go to Settings > Platform Modules > Tour Bookings.
Click the location where you want to create a tour.
Only locations you have access to will appear in the list.
Select the tour guide (admin) and tour duration.
The availability of tour guides is determined according to the location's business hours and time zone
Preview the form and copy the link to share it with a pre-selected location.
Select Active. If the checkbox is cleared, the location will not appear in the form.
Click Save.
Tip: A checkmark next to the location in the list confirms that the form is active.
Configure general settings
After saving the tour booking form, scroll to the General Settings section to complete the setup.
Here, you can:
Show link on Public Login page: Display a "Book a Tour" link on the Member Portal's login page.
Email Notifications: Customize the content of tour-related emails in the Email Template Settings.
URL for All Locations: Use this link to allow prospects to book a tour without pre-selecting a location.
Schedule Tours
Admins can schedule tours directly through the Admin Portal.
To schedule a tour:
Go to Operations > Tours and click Schedule Tour.
Select the Location, Tour Guide, and Date & Time.
Enter the Visitor’s First Name, Last Name, and Email.
Click Schedule.
The visitor will receive a calendar invite by email. The tour will also be recorded in the grid at Operations > Tours. You can manage and edit scheduled tours from this grid.
Note: You must have at least one scheduled tour for the Tours grid to appear. Tour changes must be made from the Admin Portal. Any updates will trigger follow-up emails to your visitor automatically.
Set custom availability for tours
You can set custom availability hours for each location's tours.
To configure availability, go to Settings > Platform Modules > Tour Bookings and open the Availability form.
Choose from:
Default business hours: Use the location's existing hours.
Custom hours: Include or exclude specific days and times.
Non-continuous time slots: For example, allow bookings on Mondays from 9:00–11:00 and 14:00–15:00.
Note: The minimum available slot per day must match or exceed the tour duration. For example, if a tour lasts 30 minutes, there must be at least one 30-minute slot available that day.
FAQ: Guided tour setup and scheduling
Can anyone in the team schedule or manage tours?
Can anyone in the team schedule or manage tours?
No, only admins with default roles (Reception, Center Manager, Owner) can set up and schedule guided tours in OfficeRnD Flex.
Where can prospects book a tour?
Where can prospects book a tour?
Prospects can book a tour from your website (via an embedded form or call-to-action) or directly through the public Member Portal.
How can I make sure the tour form includes location images and details?
How can I make sure the tour form includes location images and details?
You must upload your organization’s logo, location photo, and address under Settings > Account Details > Account Setup.
What happens when a tour is scheduled?
What happens when a tour is scheduled?
Both the tour guide (admin) and the visitor receive a confirmation email with a calendar invite. The tour is recorded in the Operations > Tours grid.
Can I change the hours when tours can be booked?
Can I change the hours when tours can be booked?
Yes. Go to Settings > Platform Modules > Tour Bookings and open the Availability form to define custom booking hours, exclude certain days, or set non-continuous slots.
How can I let visitors book a tour without selecting a location?
How can I let visitors book a tour without selecting a location?
Go to Settings > Platform Modules > Tour Bookings and scroll to the General Settings section. Copy the Form URL for All Locations.
Will visitors get notified if the tour details change?
Will visitors get notified if the tour details change?
Yes. If an admin updates the tour booking from the Admin Portal, a follow-up email will be sent to the visitor automatically.