If you set resource rate prices without the calculation rules, a member can pay more for a shorter booking than for a longer one. Flex calculates every booking price from the resource rate in a fixed order. When you know that order, you can set prices that give the totals you expect.

The resource rate sets the base price of a booking. Rate discounts, booking credits, coins, and day passes then change the amount that the member pays.

Flex can calculate a price only for a resource that has a resource rate. Confirm the following before you compare a booking price with the rules in this article:

Every booking price starts from the resource rate on the booked resource. Flex calculates the amount that the member pays in this order:

The base price depends on the type of resource rate. An hourly rate builds the base price from hours, half-days, and days. A daily rate builds the base price from days, weeks, and months.

Meeting rooms and other resources that members book by the hour use an hourly rate. Flex uses the booking length to decide which prices on the hourly rate apply.

A half-day is half of the business hours of the location. For example, a location with 12 business hours has a half-day of 6 hours.

If the booking is shorter than a half-day, Flex multiplies the Price per hour by the number of hours.

If the booking is a half-day or longer, Flex charges the Price per half-day. Flex then adds the Price per hour for each hour after the half-day.

The Price per day is the maximum price of a booking on the hourly rate. If the calculated price is higher than the Price per day, Flex charges the Price per day. The Price per day maximum applies to bookings of every length.

For example:

The following table shows the price for each booking length in this example.

In this example, a 5-hour booking costs $10 more than a 6-hour booking. Flex uses the Price per half day only for bookings of 6 hours or longer. A 5-hour booking gets the Price per hour for each hour, even when the Price per half day is lower.

The Price per day maximum also applies to short bookings. For example, a rate might have a Price per hour of $10 and a Price per day of $30. A 4-hour booking on that rate costs $30, not $40.

Flex uses the Price per hour for booked hours inside business hours. If the hourly rate has a Price per non-business hour, Flex charges that price for each booked hour outside business hours.

The Price per day maximum still applies to the total. For example, a rate has a Price per hour of $10, a Price per non-business hour of $20, and a Price per day of $60. A booking has 2 hours inside business hours and 2 hours outside business hours. The booking costs (2 × $10) + (2 × $20) = $60. A booking with 2 hours inside and 3 hours outside business hours adds up to $80, so Flex charges the Price per day of $60 instead.

An hourly rate can also have separate prices for weekends. Set weekend prices on an hourly rate →

Desks and offices that members book for full days use a daily rate. A daily rate builds the base price from days, weeks, and months.

Flex first counts the full months in the booking. Flex then counts the full weeks in the days that are left. Each day that is still left costs the day price.

A week is 7 days. A month has as many days as the calendar month in which the booking starts. For example, a booking that starts on November 1 needs 30 days to get the month price, because November has 30 days. A booking that starts on October 28 needs 31 days, because October has 31 days.

A daily rate has no maximum price. Flex uses the week price or the month price only when the booking contains a full week or a full month. For this reason, a shorter booking can cost more than a longer booking.

For example, a daily rate has a day price of $10, a week price of $30, and a month price of $80.

The following table shows the price for each booking length in this example.

If the daily rate has only a day price, every day costs the day price. For example, a 40-day booking at $10 per day costs $400.

After any rate discount is applied, the member owes the rest of the base price. Booking credits, coins, and day passes can pay for all of that amount or for a part of it.

1 booking credit pays for 1 hour of booking time, at any price. A rate discount does not change the number of booking credits that a booking uses.

Flex deducts booking credits in steps of 0.25 hours. A part of a quarter-hour counts as a full quarter-hour. For example, a 35-minute booking uses 0.75 booking credits.

If the member has fewer booking credits than the booking needs, the booking credits pay for as many hours as they can. The member then pays the share of the base price for the hours that the booking credits do not pay for.

For example, a member has 3 booking credits. The hourly rate has a Price per hour of $10 and a Price per half day of $40. The half-day is 6 hours.

A booking uses 1 booking credit for each booked hour, also when Flex charges the Price per day. For example, a 24-hour booking uses 24 booking credits. If the member has only 23 booking credits, the booking credits pay for 23 hours. The member pays money for the last hour.

Learn when booking credits apply to a booking →

Coins pay an amount of money, not hours. 1 coin equals 1 unit of your currency.

If the member has a rate discount, Flex applies the rate discount first. Flex then deducts coins from the discounted price. If the coins do not pay the full amount, the member pays the rest in currency. Set up and manage booking coins →

Day passes pay only for bookings on a daily rate, for resources that members book by date. Each day pass pays for 1 full day.

Members cannot use day passes to pay for an hourly booking or a half-day booking. Half-day passes apply only to check-ins on hot desks. Learn how half-day passes work at check-in →

Any amount that booking credits, coins, and day passes do not pay becomes a booking fee. Flex adds the booking fee to the profile of the member or the company. Learn when Flex creates and invoices a booking fee →

These practices help you avoid prices that surprise members.

Does Flex always charge the lowest possible price for a booking?
Flex does not always charge the lowest possible price for a booking. Flex uses a half-day price, a week price, or a month price only when the booking is at least that long. The Price per day on an hourly rate is the only maximum price.

Why did a 30-day booking not get the month price?

A 30-day booking gets the month price only when the booking starts in a 30-day month. A month has as many days as the calendar month in which the booking starts. For example, a booking from October 28 to November 26 is 30 days, but October has 31 days. Flex charges that booking as 4 weeks and 2 days.

Can a member book an hourly resource for more than 24 hours?
A member cannot book an hourly resource for more than 24 hours in 1 booking. For a longer stay, make a second booking that starts when the first booking ends.

Can members pay for a half-day booking with day passes?
Members cannot pay for a half-day booking with day passes. Day passes pay only for full days at the daily rate. Half-day passes apply only to check-ins on hot desks.

Why did a member pay money for a booking when the member had booking credits?
A member pays money when the booking credits do not pay for all hours of the booking. The booking credits pay for as many hours as they can, and the member pays for the other hours. Booking credits also do not apply when they belong to a different month or do not include the booked resource. Find out why booking credits did not apply →