➤ Product: OfficeRnD Flex
➤ Who: Admins with billing permissions
➤ Where: On the Admin Portal, under Billing > Price Adjustments
➤ Availability: All Flex plans
Price adjustments (also known as price indexation) let you adjust membership prices across your space with flexible rules. Instead of editing memberships one by one, you can increase prices by a percentage or a fixed amount, preview all changes, and decide whether to notify members.
Each price adjustment is a rule that you apply to a group of company memberships. Use a rule for a yearly CPI (Consumer Price Index) increase, for month-to-month coworking memberships, inflation-based increases, or 1-year membership anniversaries.
In this article:
What a company pays after the new membership drops its discount
Why a setup fee or deposit can be charged a second time
What to do with prepaid, archived, and contract-locked memberships
Why Data Hub shows 2 records for 1 membership in a month
Not covered here: the steps to create and apply a rule. Create a membership price adjustment →
Before you start
Check these points before you create a price adjustment rule:
Your admin role has the necessary billing permissions.
The billing plans of the memberships that you want to increase are not archived. Flex leaves memberships on archived billing plans out of price adjustments.
What are price adjustments?
A price adjustment automatically updates recurring membership fees by applying a percentage-based or fixed-amount increase. Adjustments are applied to the current membership price, and the system creates a new version of the membership with the updated price.
This feature is designed for scenarios such as:
Applying annual CPI (Consumer Price Index) increases.
Updating all month-to-month coworking memberships at once.
Increasing prices for memberships reaching their 1-year anniversary or other milestones.
The new membership price will apply to future invoices.
How a price adjustment changes a membership
Flex applies the new price through a new membership. On the effective date of the rule (the date when the new price starts), Flex ends each membership that the rule includes. On the same date, Flex creates a new membership with the new price.
The ended membership stays on the company profile. Invoices for the ended membership do not change.
Flex calculates the increase from the membership price before discounts. For example, take a membership with these values:
Membership price: $400.
Discount: 50%, so the company pays $200.
Price adjustment: a fixed increase of $50.
In this example, the new membership price is $450 ($400 + $50). The 50% discount does not move to the new membership. After the effective date, the company in this example pays $450 instead of $200.
Flex starts updating memberships when you click Apply Adjustments. Updating all memberships in the rule can take some time.
Warning: You cannot undo a price adjustment in bulk. Review each membership in the preview list before you click Apply Adjustments. In the preview list, you can still edit a new price or remove a membership.
What the new membership does not keep
The new membership has the new price. Other parts of the old membership stay on the old membership. Flex does not move these items to the new membership:
Discounts: Add each discount to the new membership again if the company must keep it. Without the discount, the company pays the full new price.
Extras: Add each extra to the new membership again if the company still uses it. If an extra is not on the new membership, it is not on its invoices.
Deposits: The deposit stays on the old membership.
Scheduled resource moves: If the old membership has a future move to a different resource, Flex does not recreate the move. Schedule the move on the new membership, so that the company moves on the planned date.
Fees from the billing plan move in the opposite direction. The new membership takes the one-off fees of its billing plan, such as a setup fee or a deposit.
Important: Flex charges each of those fees again on the new membership. To prevent the second charge, remove the fee from the billing plan before you apply the price adjustment. After Flex creates the new memberships, add the fee back to the billing plan, so that new memberships on the plan still include the fee.
Which memberships a price adjustment rule includes
To control which memberships the rule includes, use the rule filters.
The price adjustment rule filters work only on company memberships. Memberships that belong to individual members never enter a price adjustment. When you create the rule, you narrow the company memberships with these filters:
Locations: all locations, or the locations that you select.
Plan type or plan name: choose the filter method, then select the billing plans.
Membership type: fixed memberships, month-to-month memberships, or both.
Contract: memberships in a contract, memberships outside a contract, or both.
Start Date: only memberships that started in the month that you select.
Use Start Date for anniversary increases. For example, select March 2025 in Start Date to increase memberships that reach their 1-year anniversary in March 2026. If you leave Start Date empty, the rule includes all memberships that match the other filters.
After you apply the filters, Flex shows a preview list with the old price and the new price for each membership. In the preview list, you can edit a new price or remove a membership.
Memberships on archived billing plans
Flex leaves memberships on archived billing plans out of price adjustments. To include those memberships, apply the price adjustment before you archive the billing plan. If the billing plan is already archived, restore it first. Archive the billing plan again after Flex applies the price adjustment. Restore an archived billing plan →
Memberships on prepaid plans
Price adjustments do not support prepaid plans. If a membership on a prepaid plan is in the preview list, remove that membership from the list. Adjust the prepaid membership after its prepaid period ends.
Contract-locked memberships
If the rule includes contract-locked memberships, Flex shows a warning. Before you apply the rule, ask your legal team whether the contract terms allow the price change.
When you apply the rule, Flex does these steps for each contract-locked membership:
Unlocks the membership.
Ends the membership on the effective date.
Creates a new membership with the new price.
Locks the new membership under the same contract.
Memberships that end before the effective date
Flex can change only memberships that are active on the effective date. A membership with an end date before the effective date can enter the preview list when you leave Start Date empty. Flex rejects that membership and shows this error message:
The rule could not update membership prices. Review the rule settings and try again.
To fix the error, remove the membership from the preview list. Alternatively, extend or remove the membership end date so the membership is active on the effective date.
How the change reaches invoices, reports, and companies
After Flex creates the new memberships, the new price reaches invoices and Data Hub reports through different paths. Companies can also be notified about these changes.
Invoices
The new price applies only to future invoices. Existing invoices keep the old price.
Data Hub reports
If a price adjustment takes effect after the 1st day of the month, the Projected Revenue, Revenue Details, and Revenue Overview dashboards can show 2 records for the same membership in that month. The first record is the old membership, at the old price. The second record is the new membership, at the new price. Data Hub prorates each record's revenue by its number of active days.
Notifications to companies
Flex does not automatically send price increase emails. To email the companies that the rule affects, click Send Notifications on the Price Adjustments page.
Each email includes the membership name, current price, new price, and effective date. You can review the email template before you send it. You choose the recipients: the company billing person, the company email, or both. Create and apply a price adjustment rule →
Best practices
Use these tips to apply a price adjustment without billing surprises:
If companies must get notice before a price increase, set the effective date after the notice period ends. Then apply the rule and send notifications so each company receives the email before the new price takes effect.
If a company must keep its discount, write down the discount before you apply the rule. After Flex creates the new membership, add the discount again.
If you plan to archive a billing plan, apply the price adjustment first. Flex leaves memberships on archived billing plans out of price adjustments.
If you increase prices across many locations, apply a rule to 1 location first. Review the new memberships before increasing prices in other locations, because you cannot undo a price adjustment in bulk.
FAQs
Why does a company pay more than the increase that I set?
A company pays more than the increase when its old membership had a discount. Flex calculates the new price from the membership price before discounts. The discount doesn't carry over to the new membership. To restore the lower charge, add the discount to the new membership.
Why was a setup fee charged again after the price adjustment?
Flex charged the setup fee again because the new membership takes the one-off fees from its billing plan. To prevent a second charge in the next rule, remove the fee from the billing plan before you apply the price adjustment.
Why is a membership missing from the price adjustment list?
A membership is missing from the price adjustment list when it doesn't match the rule. Flex leaves out memberships on archived billing plans. Flex also leaves out memberships that belong to individual members. If neither case applies, check the rule filters, such as locations, membership type, and Start Date.
Does a price adjustment change the price on the billing plan?
A price adjustment does not change the price on the billing plan. The price adjustment changes only the memberships in the rule. To charge the new price on new memberships, edit the price on the billing plan.
Why does Data Hub show the same membership twice in one month?
Data Hub shows the same membership twice when a price adjustment takes effect after the 1st day of the month. The old membership is active before the effective date, and the new membership is active from the effective date. Data Hub prorates each record's revenue by its number of active days.
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