Charging members per booking works fine at low volume, but as usage grows, it creates billing noise and makes it harder to offer structured access as part of a membership. Booking Credits give you a cleaner model: allocate a set number of hours per month or as a one-time block, and the system deducts from that allowance automatically when a member books a Meeting Room or other bookable resource.
Booking Credits have no monetary value. They're consumed whenever a member books a resource the credits apply to, regardless of whether the booking is free or paid. When a member runs out of credits, the standard Resource Rates apply to any further bookings.
In this article:
Understand how Booking Credits work and when they're deducted
Assign credits through a Billing Plan
Assign credits manually to a member or company profile
View available credits on a profile
Review credit statuses and usage order
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
One Booking Credit equals 1 hour of booking time. Credits apply to Meeting Rooms and other bookable resources. They can be assigned through a Billing Plan (automatic) or directly on a profile (manual).
Credits are tied to the month the meeting takes place, not the month the booking is made. For example, credits generated for June can only cover meetings held in June.
Credits come in two types:
Once – Allocated as a one-time block with no expiry. They remain available until fully used.
Month – Reset at the start of each month on a use-it-or-lose-it basis. Unused credits are lost at the end of the month.
When a member books a resource, the system checks for available credits that apply to that resource. If credits are available, they're deducted automatically. If no credits are available, the booking is charged at the standard Resource Rate in the local currency.
Tip: If accumulated hourly costs exceed the daily rate for a Meeting Room, OfficeRnD automatically charges the day rate instead. This keeps costs as low as possible for members who book for long periods.
When credits are deducted
Credits are deducted when a member books a Meeting Room or applicable resource through any of the following:
The calendar in the Member Portal.
The OfficeRnD mobile app or your branded app.
Credits for future months work the same way: if credits aren't available yet when the booking is made, the system charges in the currency at that point. If you add credits later, you'll need to manually re-account the booking to offset the charge.
Tip: Consider offering a Resource Rate discount for Meeting Rooms once a member's credits run out. Learn about Resource Rate discounts →
In what order are credits used
Credits are consumed in the order they were added. However, automatically generated monthly credits are all created at the same timestamp at the start of each month, so there's no set order between them.
Example:
You manually add 10 credits to a member on Monday. On Tuesday, 2 batches of monthly credits (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 a future month. |
Used | All credits in this allocation have been used. |
Expired | Credits have expired or are no longer valid for the period. |
Assign credits through a Billing Plan
Use a Billing Plan when the same number of credits applies to all members on a given plan. Credits assigned this way are allocated automatically when a membership starts.
To assign Booking Credits through a Billing Plan:
Go to Billing > Plans and open a Billing Plan.
Credits on one-off plans don't expire and roll over if unused.
Credits on monthly recurring plans reset each month (use-it-or-lose-it).
In the Edit Plan dialog, open the Credits tab and click the + icon.
Enter the number of credits to allocate. Leave the field empty for unlimited credits.
Select the resources and Resource Rates the credits apply to.
Click Update.
Note: When a membership ends, its associated credits are canceled automatically. Credits are assigned to the company and shared by all members; the total is not multiplied by the number of employees. Members cannot apply credits to fees themselves from the Member Portal. Only admins can do this.
Assign credits manually to a profile
Use the manual process when the number of credits varies by member or company, or when you need to add a one-time allocation outside of a plan.
To assign Booking Credits to a company or member:
Go to Operations > Companies or Operations > Members.
Open the company or member profile.
In the Credits section, click Add Credits.
Enter the number of credits to allocate.
Open the dropdown and select hours.
Choose the credit type:
Once – Credits don't expire and remain until used.
Month – Credits renew monthly. Unused credits are lost at the end of the month. Set an end date to stop renewal.
Select where the credits apply: specific resources, Resource Rates, one-off plans, or all resources.
Set a start date.
Optionally, set an end date for monthly credits.
Click Add.
View available credits
To see the credits allocated to a member or company, open their profile and open the Credits tab. You'll see each credit allocation and how many have been used.
The Credits tab only shows credits for the current month and the next month. This is standard display behavior. Credits with a longer validity period are still active; they just don't all appear at once.
For example, in August, you'll see credits for August and September. In September, you'll see credits for September and October.
FAQs
Why was my Meeting Room booking invoiced if the member has credits?
Credits are tied to the month the meeting takes place. If a member books a room in June for a meeting in August, and August credits haven't been generated yet, the system charges in the currency at the time of booking. Once August credits are available, you can manually re-account the booking to apply them.
Can credits be used for resources other than Meeting Rooms?
Yes. Booking Credits can be applied to any bookable resource, not just Meeting Rooms. You set which resources a credit allocation applies to when you assign it.
What happens when a member runs out of credits?
Additional bookings are charged at the standard Resource Rate. You can set up a discounted Resource Rate to apply once credits are depleted. Learn about Resource Rate discounts →
Are credits shared between company members?
Yes. Credits assigned to a company are shared by all members under that company. The total is not multiplied by the number of employees.
Can I control which credits are used first?
You can't control the order of automatically generated monthly credits. They share the same creation timestamp and are drawn randomly. Manually added credits follow the order they were added: earlier additions are used before later ones.
What happens to credits when a membership ends?
Credits associated with a Billing Plan membership are canceled automatically when the membership ends.