➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: On the Admin Portal, under Operations > Companies and Operations > Members
➤ Availability: Included on Essentials, Start, Grow, and Scale
When a member leaves the space or takes a break, Flex continues to invoice that member's active membership. The member then receives invoices for a desk or office they don't use. Cancel the membership to stop the invoices on a set date. To pause the invoices, cancel the membership and create a new membership that starts on the return date.
In this article:
Stop invoices for a member who leaves the space
Restart invoices on the day a member returns
How to stop a second deposit charge when a member returns
Why the "Cancel" option needs a membership with no End Date
Not covered here: memberships created by mistake. Delete an invoiced membership →
Prerequisites
Check these items before you cancel or pause a membership:
The membership has no End Date. You can only cancel memberships without an end date.
If you are pausing a membership, find out the member's return date. The return date becomes the new membership's Start Date.
If you want to cancel a membership that already has an End Date, change the date in the End Date field instead. Click the cogwheel icon next to the membership and select Edit. The membership then ends on the new date.
Can you pause a membership in Flex?
Flex has no option to pause a membership. To pause a member's invoices, cancel the current membership and create a new one. The canceled membership ends on the member's leave date. The new membership starts on the member's return date. Flex does not invoice the canceled membership after the leave date. Flex starts to invoice the new membership on the return date.
Cancel a membership
A canceled membership stops the invoices on its end date. Use this procedure when a member leaves the space. This procedure also starts a pause.
To cancel a membership:
Go to Operations > Companies or Operations > Members.
Open the company profile or the member profile that holds the membership.
Under Memberships, click the cogwheel icon next to the membership.
Select Cancel. The Cancel Membership dialog opens.
In End Date, select the date when the membership ends. If you are pausing the membership, select the date when the member leaves.
Click Cancel Membership. Flex saves the membership end date.
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 status if the member has another active membership or belongs to a company with an Active status. The canceled membership stays on the profile, under Memberships.
View terminated memberships
After a membership expires or is canceled, its status becomes "Terminated". A record of it remains in the system, and you can find it in two places:
Go to Operations > Memberships and open the Terminated tab.
Open the company or member profile and check the Memberships tab for memberships with the "Terminated" status.
Create a membership for the return date
The canceled membership stops the invoices on the leave date. Flex does not restart the invoices when the member returns. To restart the invoices, create a new membership that starts on the return date.
For example, a member leaves on February 20 and returns on March 20. In the canceled membership, the End Date is February 20. In the new membership, the Start Date is March 20.
Important: Flex invoices the deposits and setup fees that you select in Setup fees of the new membership. Ensure you do not select the deposit and setup fee the member has already paid. The member then pays each fee only once.
To create the membership for the return date:
Open the company profile or the member profile of the canceled membership.
Under Memberships, click Add Membership.
In Plan, select the billing plan of the canceled membership. The plan sets the default price, credits, day passes, and amenities.
If the canceled membership had a custom price, enter the same price in Price. Flex uses the plan price by default.
If the canceled membership had a plan discount, select the same plan discount in Select Discount. The new membership then has the same fee as the canceled membership.
For a private office or a dedicated desk plan, select the same private office or dedicated desk in Resource. The new membership then holds the same private office or dedicated desk.
In Setup fees, ensure the deposit and setup fee the member already paid are not selected. Flex invoices only the fees that you select.
In Start Date, select the date when the member returns. The new membership starts on this date.
If the member has no planned leave date, leave End Date empty. A membership without an End Date stays active until you end the membership.
Click Add. Flex saves the new membership.
The Memberships section of the profile now shows 2 memberships with the same billing plan. The canceled membership ends on the leave date. The new membership starts on the return date.
Best practices
These practices keep a paused member's invoices correct.
If you know the return date, create the new membership when you cancel the membership. Flex then restarts the invoices on the return date without a reminder from you.
If the member returns to the same billing plan and price, clone the canceled membership. Click the cogwheel icon next to the canceled membership and select Clone. Select the return date in Start Date. Remove the date in End Date. The cloned membership keeps the plan, the price, and the resource of the canceled membership.
If you do not know which periods Flex already invoiced, check the invoices before you cancel. Click the cogwheel icon next to the membership and select Show Invoices. Compare the invoiced periods with the end date that you plan to select.
FAQs
Why does the Cancel option not work for a membership?
The Cancel option works only for a membership that has no End Date. To end a membership that already has an End Date, change the date in the End Date field. Click the cogwheel icon next to the membership and select Edit.
What status does a paused member have?
A paused member with no other active membership has the Pending status until the new membership starts. Flex sets the Pending status for a member who has a membership that starts in the future. Learn what each member status means →
Does a member who returns pay the deposit again?
A member who returns pays the deposit again only if you select the deposit in the new membership's Setup fees. Flex invoices only the fees that you select in Setup fees. To charge the deposit once, make sure the deposit isn't selected in the new membership.
Does a canceled membership stay on the profile?
A canceled membership stays on the profile, under Memberships. After the end date, the membership has the Terminated status. Delete a membership that you created by mistake →