Members cannot book a room or buy a membership until Flex knows your rules and your prices. Step 3 sets when your space is open, how members book, and what each booking and membership costs. After Step 3, you create your floor plans and resources in Step 4.
Most items in Step 3 depend on earlier items. For example, a resource rate uses a booking policy. A monthly billing plan uses one-off plans as setup fees. Complete the items in the order of this article, so each item finds the objects that it needs.
Prerequisites
Step 3 uses settings from the earlier onboarding steps. Complete these steps first:
Step 2 creates the revenue accounts that your resource rates and billing plans use. Configure your billing settings in Step 2 →
1. Set the date and time culture and the calendar settings
Set the date and time culture first. The date and time culture affects every other booking setting.
The same page also includes your organization's calendar settings, such as booking privacy and the booking charge slot. These settings apply to every meeting room. Set the date and time culture and the calendar settings →
You set each meeting room's settings, such as room visibility, later. You set them after you create your meeting rooms in Step 4.
2. Add your locations and floors
The calendar settings now apply to the whole organization. Next, add the locations that the settings apply to.
A location is a building where your business operates. Members, resources, and services in Flex belong to a location. After you add a location, add its floors. You upload and set up the floor plans later, in Step 4.
3. Set business hours and workdays
Your locations now exist. Business hours and workdays decide when each location is open for bookings.
You can set business hours for the whole organization, or set specific business hours for each location. Closed days and workdays apply to all bookings. You can also restrict bookings outside business hours for active members, non-active members, or both groups.
4. Create booking policies and cancellation policies
Your space now has opening hours. Booking policies and cancellation policies decide how members book during those hours.
A booking policy sets how long and how far ahead members can book. A booking policy can also require approval or a check-in. A cancellation policy sets the fee for a late cancellation. Create the policies now, because each resource rate in item 5 selects its policies.
5. Add resource rates
The policies now exist, but no resource uses them yet. A resource rate holds the price of a bookable resource and the policies for its bookings.
Use an hourly resource rate for meeting rooms, because members book meeting rooms by the hour. Use a daily resource rate for resources that members book by the day, such as hot desks and offices. On the Advanced tab of each resource rate, select the booking policy and the cancellation policy from item 4.
6. Create rate discounts
The resource rates now set the full price of each booking. Rate discounts set a lower booking price through a billing plan.
A rate discount reduces the price of 1 or more resource rates. You choose the rate types that the discount reduces: hourly, daily, or hourly and daily. You add each rate discount to a billing plan in item 8.
Important: A rate discount applies to every member of a company with an active membership on the billing plan. You cannot limit a rate discount to 1 member of a company.
7. Create one-off billing plans
The booking prices are now set. Billing plans set the prices of everything else that you sell, and one-off plans come first.
A one-off billing plan is a one-time charge, such as a setup fee, a printing fee, or a day pass purchase. Create one-off plans before monthly plans, because the Setup Fees field of a monthly plan lists only one-off plans.
8. Create monthly billing plans
The one-off plans now exist, so your monthly plans can use them as setup fees. A monthly billing plan becomes a membership that Flex invoices on a schedule.
Use monthly plans for office rentals and dedicated desk memberships. On the Billing tab of each monthly plan, select these items:
The plan's revenue account, from Step 2.
The plan setup fees, from item 7.
The plan's rate discounts, from item 6.
Note: Flex uses billing plans as templates for invoice fees. Create a billing plan for each service that you invoice, even for services that only admins add to invoices.
9. Add booking credits to billing plans
Your billing plans now set what members pay. Booking credits cover bookings without a separate charge.
Booking credits pay for bookings by time. 1 hourly credit covers 1 hour of booking. You grant booking credits to members and companies on the Credits tab of a billing plan.
10. Create plan discounts
The last item reduces membership fees. A plan discount reduces a membership fee by a percentage or by a fixed amount.
A plan discount does not change booking prices. To reduce booking prices, use a rate discount from item 6.
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