➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: Admin Portal, under Billing and Operations
➤ Availability: All Flex plans
Members who book meeting rooms regularly build up booking fees on top of their membership. A competing space that bundles in some free hours can look like the better deal. Booking credits bundle a set number of free hours into a membership. Members book against that allowance at no charge until it runs out. Anything beyond that is charged at the standard resource rate.
Credits are similar to booking coins, where both work the same way, but coins carry monetary value, and credits represent booking hours.
In this article:
Understand how booking credits work and where they come from
See how credits behave when a membership changes
Learn when credits are deducted, including partial bookings
Check the order credits are used, their statuses, and where to view them
Before you begin
You need admin access in the Flex Admin Portal.
If credits are added after a booking is already invoiced, you must manually re-account the booking to apply the newly added credits retroactively.
How booking credits work
Every booking credit equals 1 hour of booking time. Credits are deducted in increments of 0.25, rounding up to the next quarter-hour:
A 15-minute booking costs 0.25 credits, and a 16-minute booking rounds up to 0.5 credits.
A 30-minute booking also costs 0.5 credits, but a 35-minute booking rounds up to 0.75 credits.
Credits carry no monetary value: OfficeRnD deducts 1 credit per hour of booking time, unless the booking is free of charge. A booking can be free for 2 reasons. The resource has no resource rate assigned, or the resource rate is set to $0 per hour. No booking credits are deducted for a free booking.
Booking credits can be applied to meeting rooms and any other bookable resource you choose. Credits might apply to all bookable resources or only to some. When you add credits to a member or company profile, you choose which resources they apply to: all resources and resource rates, specific resource rates, or specific resource types.
Important: When you add credits to a member who is part of a company with other members, those credits go to the company credit pool. They won't belong only to that member. If a member isn't part of a company with other members, their credits will belong only to them.
How long credits last
Knowing what a credit is worth doesn't say how long you have to use it. Credits come in 2 types, and each behaves differently over time.
A Once credit is allocated as a one-time block with no expiry. It remains available until it's fully used.
A Month credit resets at the start of each month on a use-it-or-lose-it basis. Any unused amount is lost at the end of that month.
To see the credit allowance of a company or member, open their profile and scroll down to the Credits section:
Credits and membership changes
Credits reach a member or company through one of two paths:
A billing plan automatically assigns the same number of credits to everyone with a membership to that plan.
Manually adding credits directly to a member or company profile means you can set an amount that varies from one customer to the next.
Either way, credits assigned to a company are shared across all its members: OfficeRnD tracks a single total for the company, not a total multiplied by the member count.
That choice also determines what happens to the credits if the membership changes.
Important: Ending a membership immediately cancels its plan-based credits, even if the member hasn't used them all.
Credits assigned through a billing plan are tied to the membership created from that plan, so this cancellation happens automatically. If you want the member to keep booking with an allowance after the membership ends, add credits manually instead.
Credits you add directly to a member or company profile aren't tied to a plan or a membership, so ending a membership doesn't affect them. They stay assigned until they expire on their own terms or you remove them.
When credits are deducted
Knowing how long a credit lasts doesn't tell you when OfficeRnD checks your balance and spends it.
When a member books a meeting room or another applicable resource, OfficeRnD checks for applicable credits. If credits are available, OfficeRnD deducts them automatically. If no credits are available, it charges the booking at the standard resource rate in the local currency.
If the accumulated hourly cost of a booking would exceed the resource's day rate, OfficeRnD charges the day rate instead. This keeps costs low for members who book for extended periods.
This check occurs through the calendar in the Member Portal, the OfficeRnD mobile app, or your branded app. The same applies when an admin creates the booking on a member's behalf: the deduction still comes from that member's credits.
Credits are tied to the month when the meeting takes place. The month when the booking was made does not matter. For example, a booking made in June for a meeting in August draws only from August's credits. This follows the same monthly accounting cycle as every booking.
However, a booking can fall in a month whose credits are not generated yet. What happens next depends on whether the member or company has recurring 'Month' credits.
With recurring 'Month' credits, the booking is created with the status 'Not Accounted'. Nobody is charged at the time of booking. OfficeRnD accounts for the booking on the 1st of the month when the meeting takes place. On that date, the month's credits change from 'Pending' to 'Valid'. OfficeRnD then applies them to the booking. If the credits do not cover the booking, a booking fee covers the rest.
Without recurring 'Month' credits, the booking is accounted for immediately. OfficeRnD charges the standard resource rate. Credits added later do not apply on their own. Re-account a booking to apply credits added later →
A booking made for the current month or the next month is accounted for at the time of booking. For example, if you make a booking in September for September or October, it will be accounted for immediately.
Tip: Consider offering a resource rate discount once a member's credits run out. Learn about resource rate discounts →
Partial credit coverage
A booking that does not reach the day-rate threshold can still draw partly from credits. OfficeRnD bills the remaining hours at the standard resource rate. For example, a member has 3 credits and books a meeting room for 4 hours. The 3 credits cover the first 3 hours. The resource rate covers the last hour.
The booking's fee breakdown shows both parts of the charge. For example, consider the following booking:
The booking lasts 4 hours and 30 minutes.
The member has 4 available credits.
The booking fee is: 4 credits + $25.00. This is because the 4 available credits cover the first 4 hours, and the resource rate of $50.00 per hour applies to the remaining 0.5 hours.
The exact math depends on the resource rate, the booking length, and the number of credits available. See the full calculation rules for credits, resource rates, and time slots →
In what order are credits used
Credits are consumed in the order they were added. Automatically generated monthly credits are the exception. Every monthly batch is created at the same timestamp, so there's no set order between batches added on the same day.
You manually add 10 credits to a member on Monday. On Tuesday, 2 monthly credit batches (5 credits each) are automatically added. On Thursday, you manually add 2 more credits. The usage order is:
The 10 manually added credits (added first).
One of the 2 automatic monthly batches (chosen at random, as both share the same timestamp).
The other automatic monthly batch.
The 2 manually added credits (added last).
Booking credit statuses
Booking credits can have the following statuses (visible in the company or member profile):
Status | Description |
Valid | Credits are available and can be used for bookings. |
Pending | Credits are awaiting renewal. For example, if monthly credits are assigned to the member or company, and you view the allowance for a future month. |
Used | All credits in this allocation have been used. |
Expired | Credits have expired or are no longer valid for the selected period. |
View available credits
Credit statuses appear on the profile, next to each allocation. Open the member or company profile and select the Credits tab. The tab lists every credit allocation, its status, and how many credits are used.
Why you only see 2 months of credits
The Credits tab shows the current month and the next month. Whether you see later months depends on the credit type.
For 'Month' credits, credits for later months don't exist yet. On the 1st of each month, the system generates credits for that month and for the next month. For example, on October 1, the system generates October's credits and November's credits. The system generates December's credits on November 1.
The 2 visible months have different statuses. The current month's credits have the status 'Valid' and can be spent. The next month's credits are 'Pending' until that month begins. A membership that runs for another year still produces credits every month.
'Once' credits work differently. A 'Once' credit is always visible on the Credits tab, even years ahead. The credit stays valid until it is used up.
Best practices
If you want an internal or admin company's members to book meeting rooms for free, assign unlimited credits instead of a 100% discount. Unlimited credits don't need updating when resource rates change. Make admin meeting room bookings free →
If members book several months ahead, a booking can sit at 'Not Accounted' until the 1st of the month when the booking takes place. You can turn on a booking restriction to keep every booking inside the credit window. The restriction caps future and recurring bookings at 1 month ahead. Restrict bookings to members with coins or credits →
FAQs
Why was a meeting room booking invoiced when the member has credits?
The booking was invoiced because none of the member's credits applied to it on the date the booking was accounted for. Bookings made in the current month or next month are accounted for at the time of booking. A booking further out is created as 'Not Accounted' and accounted for on the 1st of its own month. For example, a booking made in September for November 16 is accounted for on November 1. A booking made in October for November 15 is accounted for immediately.
Credits do not apply to a booking for one of these reasons:
The member has no recurring 'Month' credits. A booking is then accounted for immediately at the standard resource rate.
The credits do not apply to that resource type or resource rate.
The credits belong to a different month than the booking.
The credits expired before the accounting date.
The credits were already used.
Another member in the same company used the credits first.
The credits were added after the booking was accounted for.
Is a member charged for a booking in a month whose credits aren't generated yet?
If a member with recurring 'Month' credits books for a month after next (for example, making a booking in September for November), they aren't charged at the time of booking. The booking remains as 'Not Accounted' until the 1st of the month when the booking takes place. On that date, OfficeRnD automatically applies the month's credits to the booking. If the credits do not cover the whole booking, a booking fee covers the remaining hours.
Can credits be used for resources other than meeting rooms?
Credits can be used for any bookable resource, not only meeting rooms. You choose which resources a credit allocation applies to when you assign it.
What happens when a member runs out of credits?
Bookings are charged at the standard resource rate after a member runs out of credits. You can set up a discounted resource rate to apply after credits are depleted. Add rate discounts to meeting room bookings →
Are credits shared between company members?
Credits assigned to a company are shared across all its members. OfficeRnD tracks one total for the company rather than multiplying it by the number of employees.
Can I control which credits are used first?
You can't control the order of automatically generated monthly credits. Batches created on the same day share a timestamp and are drawn in random order. Manually added credits follow the order you added them, so earlier additions are used before later ones.
What happens to credits when a membership ends?
Credits tied to that membership's billing plan are canceled automatically when the membership ends. Credits added manually to the profile aren't affected, since they were never tied to the membership.