If you track memberships outside Flex, you check each invoice by hand to see who pays for which desk or office. A membership connects a billing plan to a company or to a member. Flex then invoices the membership automatically on the billing plan schedule.
A company membership can also name 1 company member. The named member sets some membership settings. The company decides the booking prices of every member.
In this article:
Learn what the named member of a membership controls.
Assign a membership to a company or a member.
Choose who pays for a membership.
End a membership on a set date.
Prerequisites
A membership needs a price and a contact. Create these items before you start:
A billing plan for the membership. Create a billing plan →
A company profile or a member profile. The membership belongs to this profile. A member without a company does not need a company profile.
How memberships work
A billing plan sets a price. A membership connects that price to a company or to a member. Flex invoices each membership on its billing plan schedule.
You can assign a membership in 3 ways:
To a company. The company receives the invoice.
To an individual member without a company. The member receives the invoice.
To a company, with 1 named member. The company still receives the invoice, unless you select Bill to Member.
When a company membership names a member, some parts of the membership follow that member. Other parts always follow the company:
Part of the membership | Follows the named member | Follows the company |
Position on the floor plan | Yes, when the membership also has a resource | No |
Invoice for the membership fee | Only when Bill to Member is selected | By default |
Day passes of the plan | When Day Passes Type is 'Personal' | When Day Passes Type is 'Shared' |
Rate discounts of the plan | No | Yes, for every member of the company |
The named member does not limit the plan's rate discounts. Flex calculates each booking price from the company of the person who books. When a company member books, Flex applies the rate discounts of every active membership of that company. Learn which members get a rate discount →
Assign a membership
You now know which parts of a membership follow the named member. Add the membership to the company or member profile.
To assign a membership:
Go to Operations > Companies or Operations > Members.
Open the company or member profile.
Under Memberships, click Add Membership.
Fill in the fields in the next 4 lists below.
Click Add to save the membership.
The first fields decide who the membership belongs to:
Contact: Select the profile that owns the membership.
For a company membership, the company is preselected. You can also select a member—if the membership has a resource, the floor plan shows the named member at that resource.
For a member without a company, the member is preselected. The member then receives the membership invoice.
Bill to Member: Available only when adding a company membership. Select the checkbox to invoice the named member instead of the company. Learn when to select Bill to Member ↓
Location: (Multi-location organizations only) Select the location where the membership applies.
The next fields decide what the membership includes:
Plan: (Required) Select the billing plan. The plan sets the default price, credits, day passes, deposit, and membership amenities.
Name: (Optional) Enter a custom name. If you leave the field empty, Flex uses the plan name. If the membership has a resource, Flex uses the resource name.
Day Passes Type: Select who can use the plan's day passes. With 'Personal', only the named member can use the day passes. With 'Shared', every company member can use the day passes.
Resource: (Private office and dedicated desk plans only) Select the desk or the private office of the membership. Hot desk memberships have no resource, because members book hot desks.
The price fields decide what the membership costs:
Invoice every: Select how often Flex invoices the membership.
Price: (Required) Flex uses the price of the plan by default. You can enter a different price.
Select Discount: (Optional) Select a plan discount to reduce the membership fee. The plan discount appears on monthly invoices. To reduce booking prices instead, add a rate discount to the billing plan.
Setup fees: If the plan includes deposits or setup fees, select the fees that apply to this membership.
The date fields decide when the membership is active:
Start Date: (Required) Select the date when the membership and the member become active. For a company membership, the date cannot be earlier than the company profile start date. For a member without a company, the date cannot be earlier than the start date of the member profile.
End Date: (Optional) Select the date when the membership ends. Learn what happens on the end date ↓
Choose who pays for a membership
A membership of a member without a company is always invoiced to that member. A company membership is invoiced to the company by default. The Bill to Member checkbox moves the invoice for 1 company membership to the named member.
When you select Bill to Member, Flex invoices the named member and charges the member's payment details. The Invoice tab then appears on the member's profile, even when the member belongs to a company. If the Invoice tab is missing on a company member's profile, check the Bill to Member checkbox on that member's memberships.
The Bill to Member checkbox controls only the invoice for the membership fee. The Bill to Member checkbox does not control who receives the plan's rate discounts.
Important: If you selected Bill to Member by mistake on a membership with invoices, detach the membership from its current and past invoices before you clear the checkbox. If the membership has a long billing history, terminate the membership and create a new membership instead. The detach action and the new membership each keep the payer on each invoice correct.
After you detach a membership from an invoice, review the past invoices. The detach action changes the profile that an invoice links to. The detach action does not recalculate the amounts on past invoices.
End a membership
A membership without an end date stays active until you end the membership. To end a membership on a set date, enter that date in the End Date field of the membership.
On the end date, Flex sets the membership status to 'Terminated'. Flex also sets the member status to 'Former'. Flex does not change the member's status if the member has other active memberships or belongs to a company with an active status.
Best practices
These practices keep your memberships, invoices, and floor plan correct.
If you change who pays for a membership, review the membership's invoices first. Changing Bill to Member after invoices exist can leave invoices on the wrong profile.
If you track which desk each member uses, name the member and the resource on each membership. The floor plan then shows each member at the correct desk.
If a company holds memberships on different plans, review the rate discounts of each plan. Every member of the company gets the rate discounts from every active membership.
FAQs
Can I assign a membership to a company?
You can assign a membership to a company, or to a specific member of that company. By default, the company receives the invoice. To invoice the named member instead, select the Bill to Member checkbox.
Can I assign a membership to a freelancer who does not belong to a company?
You can assign a membership to a member who does not belong to a company. On the member profile, under Memberships, click Add Membership. The membership then belongs to the member profile, and the member receives the invoice. For example, use this setup for a freelancer who visits the space 2 days a week.
Does naming a member on a company membership limit the rate discounts to that member?
Naming a member on a company membership does not limit the rate discounts to that member. Flex calculates each booking price from the company of the person who books. Every member of the company gets the plan's rate discounts.
Does Bill to Member control who gets the plan's booking discounts?
The Bill to Member checkbox does not control who gets the plan's booking discounts. The Bill to Member checkbox controls only who receives the membership fee invoice.
Can I limit the day passes of a membership to 1 member?
You can limit a membership's day passes to 1 member. Name the member in the Contact field, and set Day Passes Type to 'Personal'. Assign personal day passes to 1 member →
Why is the Invoice tab missing on a company member's profile?
The Invoice tab appears on a company member's profile when that member's membership has Bill to Member selected. If the Invoice tab is missing, check the Bill to Member checkbox on that member's memberships.
Can I assign a hot desk membership to a specific hot desk?
You cannot assign a hot desk membership to a specific hot desk. The Resource field is available only for private office and dedicated desk plans. Members book hot desks instead.
What happens if I do not set an end date?
A membership without an end date stays active until you end the membership. The member status does not change to 'Former' while the member has an active membership.
Can I apply a discount to a membership?
You can apply a plan discount to a membership in the Select Discount field. A plan discount reduces the membership fee, and the discount appears on monthly invoices. Create a plan discount for a membership →