➤ Product: OfficeRnD Flex
➤ Who: Admins whose role has the Create permission for "Companies" and "Members"
➤ Where: Admin Portal, under Operations > Companies and Operations > Members
➤ Availability: All Flex plans
Every new client needs a profile before you can bill them. If you pick the wrong type of profile, you must move the member and assign memberships again later. The type of profile decides who receives the invoice, who shares the membership benefits, and who can manage the team.
In Flex, every person who uses your space is a member. A company groups the members who work for the same business. Each member belongs to 1 company or to no company. A company can have many members.
In this article:
Who receives the invoice for each type of profile
When a company member pays personally instead of the company
Why a contract for 1 person needs a company
How to fix a client that has the wrong type of profile
Not covered here: the steps to add a company or a member. Onboard and manage new members and companies →
How company members and individual members differ
A member who belongs to a company and a member who belongs to no company get different billing, status, and access. The table compares these 2 types of members.
| Company member | Individual member |
Who receives the membership invoice | The company, by default. With Bill to Member, the named member receives the invoice for that 1 membership. | The member, always. |
Status | The member follows the company status, unless you set the member's status manually. Flex calculates the company status from the memberships of the company. | Flex calculates the status from the memberships of the member. You can set the status manually. |
Manual Former status | The member loses access to the Member Portal and the Members app. | The member keeps access to the Member Portal and the Members app. |
Team list on the Member Portal | A company member with the Contact Person role or the Billing Person role can add company members and change their statuses. An admin with the Owner role must turn on this option first. | Not available. An individual member has no team. |
Contracts | A contract needs a company. The member can sign a contract for the company. | A contract cannot name an individual member. Create a company for the member first. |
Create a company when a business pays for a team
Create a company when a legal entity pays for the space of a team. Add every team member under the same company profile. Flex then keeps the invoices, memberships, and credits of the team in 1 place. Without a company, you manage the memberships and invoices of each person separately.
The company also controls booking prices. Every company member gets the rate discounts of every active membership of the company. Flex calculates each booking price from the company of the person who books.
Create an individual member when 1 person pays
When 1 person pays for their own space and does not need a contract, that person does not need a company. Create an individual member for a freelancer or a solo user who pays their own invoices.
Create a company for 1 person who needs a contract
An individual member cannot be on a contract, because every contract needs a company. For a client who is 1 person and wants a contract, create a company with the same name as the member. Then add the member to that company. If the member already has a profile, move the member into the new company. Move a member to another company →
The member is now a company member, so the Company member column of the table applies to the member. In this setup, assign the fees and the invoices to the company, not to the member. When you create the contract, Flex copies the billing details of the company into the contract. Create a contract for the company →
Bill 1 company member for a personal service
A company pays for its team, but 1 team member can pay for an extra service personally. For example, a company member pays for parking. Keep the member in the company. Then select Bill to Member on that membership or fee. Flex invoices the named member and charges the member’s payment details.
The Bill to Member checkbox is available only after you turn on personal invoicing. To turn on personal invoicing, select Enable billing to member under Settings > Billing > Billing Rules.
Only admins can set a membership or a fee to Bill to Member, on the Admin Portal. Purchases that company members make on the Member Portal always go to the company. The Bill to Member checkbox controls only who receives the invoice. Every company member still gets the rate discounts of the plan. Bill a company member personally →
Change the setup later
If a client changes, you can move the member instead of starting again. You can move an individual member into a company. You can also move a company member to another company.
When you move a member, the member's personal memberships, fees, and invoices move to the new company. A membership that is assigned to the member but billed to the original company stays with the original company. That membership loses its named member, and you can assign it to someone else later. A member who is on a contract cannot move to another company.
Best practices
These practices keep your invoices on the correct profile:
If a business pays for several people, create 1 company for all of them. The company then receives the invoices for the team's memberships, except the memberships that use Bill to Member.
If you change who pays for a membership that already has invoices, read the payer rules first. A change after invoicing can leave invoices on the wrong profile. Choose who pays for a membership →
FAQ
Can I create a contract for a member who is not part of a company?
You cannot create a contract for a member who is not part of a company. Create a company with the same name as the member, and add the member to that company. If the member does not need a signed contract, assign a membership to the member directly. A membership does not need a company.
Can a member belong to more than 1 company?
A member belongs to only 1 company at a time.
Can a company member pay for their own membership?
A company member can pay for their own membership. Select Bill to Member on that membership. Flex then invoices the member instead of the company.
Can members choose personal billing on the Member Portal?
Members cannot choose personal billing on the Member Portal. Purchases that company members make on the Member Portal always go to the company. Only an admin can set a membership or a fee to Bill to Member on the Admin Portal.
Can I change the status of a company manually?
You cannot change the status of a company manually. Flex always calculates the company status from the memberships of the company. You can set the status of a member manually instead. Change the status of a member →