➤ Product: OfficeRnD Flex
➤ Who: Admins with billing permissions
➤ Where: On the Admin Portal, under Billing > Price Adjustments
➤ Availability: All Flex plans
When you manually edit a company membership to increase the price, any memberships you miss keep the old price. A price adjustment rule applies the same increase to all the memberships that you select. Before Flex changes a membership, you see its old price and its new price.
On the effective date, the rule ends each selected membership and creates a new membership with the new price. The new membership doesn't keep the old membership's discounts and extras. Learn how price adjustments change discounts, fees, and reports →
In this article:
Set an increase that starts after your notice period
Which memberships to remove from the preview list
What to restore on each new membership after the rule runs
What “The rule could not update membership prices” means
Not covered here: how price adjustments change discounts, fees, and reports. Increase membership prices in bulk with price adjustments →
Before you start
You cannot undo a price adjustment in bulk, so prepare these points before you create the rule:
Your admin role has billing permissions.
The billing plans of the memberships are not archived. Flex leaves memberships on archived billing plans out of price adjustments. If a billing plan is archived, restore the archived billing plan first.
You know the effective date. If companies must get notice before a price increase, select an effective date after the notice period ends. Send notifications after you apply the rule.
You have a record of each discount and extra that a company must keep. Flex does not move discounts and extras to the new membership, so you add them again after the rule runs.
You removed setup fees and other one-off fees from the billing plans. The new membership takes the one-off fees of its billing plan, so Flex charges those fees again.
Step 1: Set the price increase and the effective date
The rule starts with the 2 values that apply to every membership in it: the increase and the effective date. Follow these steps to set them:
Go to
Billing > Price Adjustments.Click Create Rule.
Enter a name for the rule. Use a name that shows the reason and the year, so that you can find the rule later. For example, enter "CPI increase 2027".
Select the effective date. On this date, the new price starts for each membership in the rule.
Select how to calculate the increase: by a percentage or by a fixed amount.
Enter the increase value. Flex adds the increase to the membership price before discounts.
Click Next.
Step 2: Select the memberships
The rule now has a price increase but no memberships. The filters on this page decide which company memberships get the new price.
Follow these steps to set the filters:
Select the locations where the prices increase.
Select how to filter the billing plans: by plan type or by plan name. Your choice changes the options in the next step.
Select the billing plans. The rule includes all memberships on the billing plans that you select.
Select the membership types: Fixed memberships, Month-to-month memberships, or Both fixed and month-to-month memberships.
Select the contract filter: Included in a contract, Excluded from a contract, or Both included and excluded.
Optional: To include only memberships that started in a specific month, select that month in Start Date. For example, to increase memberships that reach their 1-year anniversary in March 2026, select March 2025.
Click Next.
If you leave Start Date empty, the rule includes memberships from all periods that match the filters. That list can include memberships that end before the effective date.
Step 3: Review the preview list
The filters can still include memberships that the rule must not change. The preview list shows each membership with its old price and its new price.
Remove or fix these memberships before you continue:
Memberships on prepaid plans: Remove them from the preview list. Adjust each prepaid membership after its prepaid period ends.
Memberships that end before the effective date: Remove them from the preview list, or extend or remove their end date. If you leave them as-is, the rule fails with an error. Fix memberships that Flex rejects ↓
Contract-locked memberships: Flex shows a warning for these memberships. Ask your legal team whether the contract terms allow the price change. If the contract terms do not allow the price change, remove the membership from the preview list.
In the preview list, you can also edit the new price of a single membership.
When the list holds only the memberships that you want to change, click Next.
Apply the rule
The preview list now holds only the memberships that you want to change. Apply the rule to create the new memberships.
Warning: You cannot undo a price adjustment in bulk. Examine the summary before you click Apply Adjustments.
Follow these steps to apply the rule:
Examine the rule settings on the summary page.
Click Apply Adjustments. Flex starts to update the memberships. Updating all memberships in the rule can take some time.
On the effective date, Flex ends each membership in the rule and creates a new membership with the new price. For a contract-locked membership, Flex does these steps:
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.
Restore what the new memberships do not keep
Each new membership has the new price. The discounts, extras, and scheduled resource moves of the old membership stay on the ended membership.
Open each new membership and restore these items:
Discounts: Add each discount that the company must keep. Without the discount, the company pays the full new price.
Extras: Add each extra that the company still uses. Extras that are not on the new membership are not on its invoices.
Scheduled resource moves: Schedule the move again on the new membership. Flex does not copy a future move to a different resource, so the company stays on the current resource.
If you removed one-off fees from a billing plan before the rule, add those fees back to the billing plan now. New memberships on the billing plan then include the fees again.
Notify the companies about price adjustments
Memberships now have the new price, but Flex does not email companies about it. Follow these steps to send the notifications:
Go to
Billing > Price Adjustments.Click the arrow icon next to the price adjustment and select Send Notifications.
Review the email template. Each email includes the membership name, current price, new price, and effective date.
Select the recipients: "The company's billing person", "The company email", or "Both the company email and the company billing person".
Click Send Notifications.
Fix memberships that Flex rejects
Follow these instructions to fix common issues and errors:
Memberships with no Start Dates or with earlier End Dates
If you do not select a Start Date, the price adjustment rule will include all memberships across all periods that match your filters. In some cases, the list will include memberships whose End Date is earlier than the rule's Effective Date.
Because these memberships are not active on the effective date, the system rejects them, and the following error message appears: The rule could not update membership prices. Review the rule settings and try again.
To resolve this, do either of the following:
Remove these memberships from the execution list.
Extend or remove their End Date so they remain active on the rule's effective date.
This prevents errors and ensures the rule processes all intended memberships.
FAQs
Why is a membership missing from the preview list?
A membership is missing from the preview 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 the membership is on an active billing plan and belongs to a company, check the rule's locations, billing plans, membership type, contract filter, and Start Date.