When you add a new person to your space, you're setting up two things that are often confused: the system record that gets invoiced and the login that grants access to the Member Portal. In Flex, the Member holds the billing and contract data, and the User is the login associated with it, so always keep the distinction clear.

In OfficeRnD, a Member can exist on its own, but a User is always linked to a Member. That link is what connects a person's login to the record that pays the bills.

A Member is the business record you use to manage billing, memberships, and resource bookings. Contracts, invoices, and credits are all tied to it.

You might think of these people as your tenants, clients, residents, or customers. In OfficeRnD Flex, they are all members, whether they rent a private office, book a hot desk, or hold a company membership. The platform uses the term "member" for the person and "Member" for the business record that stores their data in OfficeRnD Flex.

For example, Jim Sanders signs up for a dedicated desk. You add Jim as a Member in the Admin Portal, where you manage his membership, invoices, and booking history. You manage all members in your space under Operations > Members.

A User is the login profile connected to a Member. Users hold the permissions that let a person log in to the Member Portal and access community features, bookings, or billing data, depending on their role and status.

Building on the example above, Jim is already a Member, so you invite him to the Member Portal. When he accepts the invitation, a User account is created and linked to his Member record. He can now book rooms, pay invoices, and view his membership details. You manage all Users under Operations > Users.

The difference matters most in two situations, so it helps to know which record you're working with before you act.

Can a Member exist without a User?
A Member can exist without a User. You can create a Member record for billing purposes without giving that person portal access.

Can a User exist without a Member?
A User cannot exist without a Member. Every User is linked to a Member, who holds the billing and contract data.

How can I check how many people have access to the Member Portal?
You can check portal access under Community > Users. The number next to Users shows how many Members have a linked User with portal access.

Do Members and Users share the same permissions?
Members and Users do not share permissions. Permissions apply only to Users, based on their status, and Members themselves have no login rights.

What happens if I delete a User?
Deleting a User removes only that person's portal access. The Member record and all billing information stay in the system.

I call them tenants, clients, or residents. Where are those in Flex?
Tenants, clients, and residents are all members inside OfficeRnD Flex. Whatever you call the people who use your space, you manage them in the Flex Admin Portal under Operations > Members. The platform does not have separate "tenant" or "client" record types; everyone is a member, and companies group members who belong to the same business.