➤ Product: OfficeRnD Flex
➤ Who: Admins
➤ Where: Admin Portal, under Billing and Operations
➤ Availability: All plans
When you change the booking credits on a billing plan, members already on that plan keep the old credit amount. These members do not receive the credits the billing plan now provides. To fix this, adjust the booking credits on each existing membership. The OfficeRnD support team can update all memberships on a billing plan at once. You can also add the missing credits to each profile yourself. After the adjustment, all members on the billing plan get the same allowance.
In this article:
Understand why existing memberships keep the old credit amount.
Choose how to adjust the credits.
Ask the support team to update all memberships on a billing plan.
Add the missing credits to a member profile or a company profile.
Apply new credits to bookings that OfficeRnD already charged.
Prerequisites
A billing plan whose booking credits you changed. Assign booking credits through a billing plan →
An understanding of how booking credits work. Learn how booking credits work →
Why existing memberships keep the old credit amount
A billing plan gives its booking credits to a membership when you create the membership. Later changes to the billing plan don't apply to memberships that already exist. As a result, a change to the credits of a billing plan has these effects:
Memberships that you create after the change get the new credit amount.
Memberships that existed before the change keep the old credit amount.
For example, you change a billing plan from 10 to 15 monthly credits. A new member on that billing plan gets 15 credits each month. A member who joined before the change still gets 10 credits each month.
The same rule applies to coins on a billing plan.
Choose how to adjust the credits
Each existing membership needs the new credit amount. Use this table to choose the method:
Situation | Method | Reason |
Many memberships use the billing plan. | Ask the support team for a bulk update. | The support team updates all memberships on the billing plan at once. |
You decreased the credits. | Ask the support team for a bulk update. | Some members can already have used more credits than the new amount. The support team examines the used credits before the update. |
A few memberships use the billing plan, and you increased the credits. | Add the missing credits to each profile. | You can make the change yourself, without requesting support. |
Ask the support team to update all memberships
The support team can update the credits or the coins of all memberships on a billing plan. To request the update, contact the support team and include this information:
The name of each billing plan that you changed.
The old and new amounts of credits or coins.
If you decreased the credits, some members can already have used more credits than the new amount. In that case, the support team must re-account the bookings that used those credits. Re-accounting can add booking fees to these bookings. The support team asks for your approval before it re-accounts any booking.
Add the missing credits to a profile
If only a few memberships use the billing plan, add the difference to each profile yourself. For example, if the billing plan changed from 10 to 15 monthly credits, add 5 monthly credits to each profile.
Add the credits to the profile that has the membership. If a member is part of a company with other members, the added credits go to the company credit pool. All members of that company can then use the added credits.
Important: Set the end date of the added credits to the membership end date. Credits that you add to a profile are not linked to the membership. For this reason, OfficeRnD does not cancel the added credits when the membership ends.
To add the missing credits:
Go to Operations > Companies or Operations > Members.
Open the company profile or member profile with the membership.
In the Credits section, click Add Credits.
Enter the difference between the old and new credit amounts.
Open the dropdown and select hours.
Select the credit type that matches the billing plan:
Month, if the billing plan is a monthly recurring plan. The added credits then renew each month, the same as the membership credits.
Once, if the billing plan is a one-off plan. The added credits then stay until the member uses them.
Select the same resources and resource rates as the billing plan. Members can then use the added credits for the same bookings as the membership credits.
Set the start date to the date from which the member gets the new amount.
Set the end date to the membership end date. If the membership has no end date, leave the end date empty. In that case, set an end date on the added credits when the membership ends.
Click Add.
Apply new credits to bookings that were already charged
New credits do not change bookings that OfficeRnD already accounted for. If a member booked before you added the credits, that booking keeps its booking fee. To pay such a booking with the new credits, re-account the booking.
Best practices
If you add credits by hand, add the same amount, credit type, and resources to every profile on the billing plan. All members on the billing plan then get the same allowance.
If you add credits by hand, keep a list of the profiles that you changed. You need this list to end the added credits when each membership ends.
FAQs
Do new memberships get the new credit amount?
New memberships get the new credit amount from the billing plan. Only memberships that existed before the change keep the old amount.
Does this also apply to coins?
Coins on a billing plan follow the same rule as booking credits. A change to a billing plan's coins does not affect existing memberships. The support team can update coins in the same bulk update.
Why can’t the support team reduce the credits at once?
The support team cannot reduce the credits at once if members have already used more credits than the new amount. The support team must first re-account the bookings that used those credits. Re-accounting can add booking fees, so the support team asks for your approval first.
Why does a member still have the added credits after the membership ended?
A member keeps added credits after the membership ends because credits added to a profile aren't linked to a membership. To stop these credits, set an end date.