If you set up an additional location from memory, a missed task can show up only after members start to book and pay. The New Location Task Tracker lists every setup task, with a priority and a link to the help article for that task. Your team can assign the tasks and record each task when it is done.
The tracker has 8 phases: the location, billing settings, services, resources, customer data, integrations, member tools, and launch. Some tasks change settings for your whole organization, not only for the new location.
In this article:
What to do when the new location uses another currency
Which tasks change settings for all your locations
What the "Draft" status does while you set up the location
Not covered here: the first setup of your OfficeRnD Flex account. Onboarding step 1: set up your account →
Prerequisites
Check these points before you start. Some of them need a decision from the owner of your OfficeRnD account.
Your OfficeRnD subscription includes the new location. Each additional location adds a fee to your subscription. To update your subscription, contact Customer Success at [email protected].
You have admin access to the Admin Portal. Tasks in billing settings need the Owner role.
Decide whether the location needs a separate organization
Billing settings apply to your whole organization. Before you start, check that the new location can share these settings with your other locations.
Each organization has 1 default currency for all invoices. A location cannot have its own default currency. If the new location must use a different default currency, the location needs a separate organization. Contact Customer Success at [email protected] to discuss a separate organization.
If only some customers of the new location pay in another currency, the location can stay in your current organization. Turn on multi-currency mode so you can invoice these customers in their currency. Set up multi-currency →
If the new location is a separate billing entity, the location can also stay in your current organization. Multi-location billing generates invoices by location, instead of only by the home location of the customer. Configure multi-location billing →
How the tracker works
The tracker lists the tasks in 8 phases. Do the phases in order, because later tasks use the objects that earlier tasks create. For example, a resource rate must exist before you can attach it to a meeting room.
Each task has a priority: High, Medium, Low, or Optional. Each task also links to the help article that explains how to do the task.
Phase 2 changes your billing settings. Billing settings apply to every location in your organization. For example, a change to an existing tax rate can also change invoices for your other locations.
Phase 1 creates the location with the Draft status. Members cannot see or book resources in a Draft location. Flex also does not use data from a Draft location to calculate reports. As a result, you can set up the location while members continue to book in your other locations. In phase 8, you select the Is Open checkbox, so the location status changes to Open.
Use the tracker
The tracker is a PDF file at the end of this article. Use these steps to run the setup with your team.
Download the New Location Task Tracker.
Read every task. Decide which Optional tasks apply to the new location.
Give each task an owner, so 1 person is responsible for each task.
Do the tasks phase by phase. When a task is done, record it in the Done? column, so your team can see the progress.
When every High and Medium task is done, edit the location under Space > Locations and select Is Open. The location status changes from Draft to Open.
Best practices
These recommendations help when you open more than 1 location or launch with existing members.
If you open several locations, use a separate copy of the tracker for each location. Each copy then shows the progress of 1 location.
If members of the new location sign contracts, create the contracts instead of importing memberships. Contracts create the memberships automatically.
If the location is already open, use the tracker as a review after the launch. Go through each High task again and check it against the live location.
FAQs
Can members see the new location while I set it up?
Members cannot see or book resources in a location with the Draft status. Keep the Is Open checkbox cleared until every High and Medium task in the tracker is done. When you select Is Open, the location status changes to Open, and members can see and book its resources.
Can a location have a different default currency from the rest of my organization?
A location cannot have its own default currency. The default currency applies to all invoices in your organization. To invoice some customers in another currency, turn on multi-currency mode. If the location must use another default currency, contact Customer Success about a separate organization.
Does a new location cost extra?
Each additional location adds a fee to your OfficeRnD subscription. Your signed agreement shows how many locations your subscription includes. To update your subscription, contact Customer Success at [email protected].
Can OfficeRnD upload the floor plan of the new location for me?
OfficeRnD can upload the floor plan for you. Send the file as a PDF, PNG, or JPG to [email protected], and state the location and the floor. Completion usually takes 3 to 10 business days. You can also upload the image and draw the interactive layer yourself. Add a floor plan →
Download the "New Location Task Tracker"
Click the attachments to download the tracker in a PDF or Excel spreadsheet. Each resource linked in the tracker opens its help article for further information on how to complete the task.