If you list a room on a second booking website by hand, your team copies each booking between 2 calendars. The workin.space integration publishes your locations and bookable resources on workin.space, a website where companies find and book flexible workspace. When a customer pays on workin.space, Flex creates the confirmed booking automatically.

In Flex, the workin.space integration is in Integration Hub. Flex is the source of your listings and your availability, so you manage both from your Flex calendar.

The integration publishes only what already exists in Flex. Before you connect, ensure that you have the following items:

Flex sends your listing data to workin.space. In the other direction, workin.space sends paid bookings to Flex. The following table shows what each side sends, and when the data updates.

When a customer searches, workin.space checks the availability of the time slot in Flex. During the checkout, before payment, the integration creates a free tentative booking on the workin.space Booking member. This tentative booking holds the time slot, so a member cannot book the same time slot during the checkout. Before payment, workin.space checks the availability again.

After payment, the tentative booking becomes the confirmed booking. The confirmed booking is free in Flex, because the customer pays workin.space. If the customer leaves the checkout or goes back, the integration removes the tentative booking right away. The integration also removes the tentative booking 15 minutes after the last activity in the checkout. A tentative booking stays for 60 minutes at most.

The integration publishes your resources when you connect. Check which resources workin.space can sell before you connect, because every workin.space customer can book a published resource.

Each resource type has its own rule for publishing and for price. The following table shows the rule for each resource type:

A monthly rental is a request that you validate. It does not create a booking in Flex.

Every published resource must also meet the following conditions:

Flex records a booking of a private office by the day as whole days, from 00:00 to 00:00. The reason is that a daily resource rate does not accept hourly time slots.

To keep a meeting room or a private office off workin.space, set its Privacy field to "Active Members" or "Limited". The Privacy field also decides who can book the resource on the Member Portal and the Members app.

Your private resources are now set, but workin.space cannot read your Flex account yet. The connection gives workin.space access to your listing data and your calendar.

To connect workin.space:

Your listings are live, so a booking can now come from a customer who is not a member. Flex does not create a member or a company for this customer.

Flex adds each paid booking to 1 member that represents workin.space, named "workin.space Booking". The booking description holds the customer’s name and contact details.

To find workin.space bookings:

Some customers do not pay by card at checkout. A customer can ask for a quote, or pay by bank transfer. For both cases, the integration can hold the time slot in Flex with an option.

An option is a free, tentative booking on the workin.space Booking member. While the option exists, members cannot book the same time slot. The title of each option ends with “(option, expires YYYY-MM-DD)”. The description of the option tells why the time slot is held and who the customer is. When the expiry date passes, the hourly check removes the option within 1 hour.

When a customer asks for a quote for a connected location, the integration checks the time slot in Flex and holds it. If the customer does not pay, the integration removes the hold.

Some availability requests are sent by hand. For these requests, you get an email with a link to a workin.space page. The page opens without a sign-in. On the page, choose 1 of these answers:

If you choose an option date, the integration holds the time slot in Flex until that date. The title of a quote option has this format: “workin.space - Customer (Company) - Q-… (option, expires YYYY-MM-DD)”. The following table shows what happens to the option next.

At checkout, a customer can choose to pay by bank transfer. The integration checks the time slot in Flex and holds the time slot with an option until the transfer deadline. The title of a bank transfer option ends with “(option, bank transfer pending, expires YYYY-MM-DD)”.

The transfer deadline is 7 days after the checkout. If the deadline falls on a weekend, the deadline moves to the Friday before. If the quote validity ends earlier, the deadline is the end of the quote validity. For example, a customer chooses bank transfer on Saturday 5 December. The deadline is Saturday 12 December, so the deadline moves to Friday 11 December.

You do not confirm anything in Flex. When the transfer arrives, workin.space confirms the booking, and the option becomes the confirmed booking in Flex. If the transfer does not arrive by the deadline, the integration removes the option within 1 hour. The time slot is then free again.

A paid booking is confirmed in Flex right away, unless the resource needs your approval.

If the booking policy of a resource requires approval, a customer can still book the resource on workin.space. Flex creates the booking as a booking request. On workin.space, the customer sees the booking as pending.

You get an email from workin.space to accept or decline each booking request. When you accept the booking request from the email, workin.space charges the customer. After that, the integration approves the booking request in Flex.

A confirmed booking can still change after payment. Who settles the change depends on where the change starts.

When a customer cancels on workin.space, the non-member conditions of your cancellation policy apply. The workin.space team refunds the rest of the payment to the customer. The cancellation fee that workin.space keeps goes to you, in the monthly report. In Flex, the cancellation creates no fee, no invoice, and no email.

When you change or cancel a paid booking in Flex, the integration detects the change right away. An hourly check also finds changes that the integration missed. The integration does not change the paid booking on workin.space automatically. The workin.space team settles the booking with the customer by hand, with a refund or with a move to another time slot or space. The customer gets no automatic email about your change.

Flex does not charge or invoice workin.space customers. The customer pays workin.space and gets the invoice from workin.space, so you invoice workin.space instead.

To get paid:

workin.space then pays your invoice by bank transfer.

The following practices keep each listing correct and each time slot sold once:

Can I list only some of my meeting rooms on workin.space?
You can keep a meeting room off workin.space with its Privacy field. workin.space does not publish a resource with the Active Members or Limited privacy value.

Can I set a different price on workin.space than for my members?
You cannot change prices or add a markup on workin.space. Prices on workin.space come from your resource rates and billing plans in Flex.

Does Flex create a member for each workin.space customer?
Flex does not create a member or a company for a workin.space customer. Flex adds each booking to 1 member that represents workin.space. The customer’s contact details are in the booking description.

Who charges the customer, and how do I get paid?
The customer pays workin.space, and workin.space sends the invoice to the customer. Each month, you get a report with the net amount that workin.space owes you. You invoice workin.space for that amount, and workin.space pays you by bank transfer.

What does the workin.space integration cost?
The workin.space integration is free to connect, with no subscription, setup fee, or fee per location. workin.space earns a commission only on the bookings that it brings. For the commission percentage, contact workin.space.

Why did a workin.space booking disappear from my calendar?
A workin.space booking disappears from Flex when the customer cancels the booking or does not complete the payment. During the payment, a temporary booking holds the time slot. If the payment does not complete, the integration removes the temporary booking.

Why do I see a tentative booking with “option” in its title?
A tentative booking with “option” in its title holds a time slot for a workin.space quote or a bank transfer. The option becomes the confirmed booking when the customer pays. If the customer does not pay, the integration removes the option within 1 hour after the expiry date in its title.

Does a quote block my calendar?
A quote for a connected location holds the time slot in Flex until the customer pays or the hold ends. For an availability request sent by hand, the time slot is held only if you answer with an option date.

Do my booking policies apply to workin.space bookings?
Your booking policies and closures apply to bookings on workin.space.

Why did a tentative workin.space booking disappear from my calendar?
A tentative booking on the workin.space Booking member disappears when the checkout, the quote, or the bank transfer does not complete. A checkout hold is removed right away when the customer leaves the checkout, or 15 minutes after the last activity. An option is removed within 1 hour after its expiry date.

Who do I contact about a listing or a payout?
For questions about listings, customers, commission, or payouts, contact workin.space support at [email protected]. Send your monthly invoices to [email protected]. For questions about Flex, contact OfficeRnD support.