Starting autumn 2025, members can book hot desks with expiring day passes for dates in future subscription periods. Such bookings won't be charged immediately from the current period’s balance of day passes. Instead, they’ll be scheduled to be charged from the balance for the period when the booking actually takes place.
The new system is already active for all Spacebring customers who joined on or after June 13, 2025. Starting autumn 2025, the new system will take effect for all our customers. If you'd like to enable scheduled day pass transactions for your location sooner, contact our support team.
This feature is currently fully available in the admin dashboard and member web portal. On the member mobile app, it will be fully available in the 4.8.9 mobile app version.
Legacy system
Previously, day pass usage was restricted to the current subscription cycle.
Members could use day passes to book desks only for dates within their current subscription cycle and not beyond it.
If the user's subscription was scheduled to start on a future date, users couldn't make a booking until the start date arrived.
Example: If the current subscription cycle is June 2 – July 1, a user could only make bookings up until July 1. They couldn't reserve their seat for July 2 before this date arrived, their subscription renewed, and the new monthly balance of day passes accrued.
New system
This new system introduces a significant improvement: the ability for members to book resources for future periods using their day passes, even if that future period is not yet active in their subscription cycle. It aligns day passes charges with the subscription period in which the booking occurs, making day pass usage more flexible.
For bookings that take place within the current period, day pass are charged immediately, as before.
For bookings that take place in a future period, a scheduled day pass transaction is created. The booking is charged only when that future subscription period begins.
This allows for much greater flexibility and planning, as members no longer have to wait until their next subscription cycle starts to reserve hot desk for future needs.
This secures even day pass distribution between periods and allows members to schedule bookings ahead without losing access to current-period day passes.
If a user's subscription is created but set to start on a future date, they can begin making bookings as soon as the subscription is created (only for dates starting their subscription start).
How scheduled day pass transactions work
If a booking is made for a date within the future subscription period, it appears in the "Scheduled transactions" section on the customer's Day passes page first, and no day passes are charged immediately.
When the subscription advances to the period in which the booking takes place and renews, the user gets a balance of expiring day passes for that period, and day pass for the booking is automatically charged.
If day pass payment for the booking is successful, administrators get a notification about a new booking created.
Example: If the current cycle is June 2 – July 1, and a booking is made for August 13:
It will appear under the "Scheduled transactions" section upon creation.
On August 2, the period begins in which this booking takes place (August 2 - September 1). The customer will receive a balance of day passes for this period, and the booking will be automatically charged.
If the booking is edited or canceled
If the booking is rescheduled to a date that falls within the current period, it will be charged immediately.
If the booking is canceled according to the rescheduling policy, the scheduled charge will be automatically removed.
If the booking is not eligible for a refund based on the rescheduling policy, the scheduled charge will remain as "Pending" and will still be charged once the relevant subscription period begins.
If not enough day passes to charge the booking
If the balance of day passes at the start of the relevant period is insufficient to cover all scheduled bookings:
The soonest upcoming bookings will be charged first.
Remaining bookings will be canceled.
If a booking for multiple seats exceeds the member's available day passes, the entire booking will be canceled.
The corresponding day pass transactions will update to the "Failed" status.
The booking owner will receive a push notification about the unsuccessful charge and the canceled booking.
If the subscription is canceled
If the user’s subscription is canceled before the future bookings are charged:
All scheduled future bookings are immediately canceled.
All scheduled day pass transactions are marked as "Failed".
View scheduled day pass transactions
Administrators follow these steps:
Go to Spacebring > Customers > open the necessary customer profile > Day passes.
View day pass transactions in the "Scheduled transactions" section.
Members and company members follow these steps:
Go to Locations > Membership > choose Day passes in the personal or company section.
View day pass transactions in the "Scheduled transactions" section.
Prepare for the update
For a smoother transition, consider the following recommendations:
1. Explain to members how future day pass bookings will be charged
Let members know that they can now make future bookings using day passes, which will appear among "Scheduled transactions" and will be charged when the relevant subscription period starts.
2. Guide your team and members where to find scheduled charges
Administrators: Go to Spacebring > Customers > open the customer profile > Day passes > “Scheduled transactions” section.
Members: Go to Locations > Membership > Day passes > “Scheduled transactions” section.
3. Understand what bookings are affected
Only bookings created after the “Scheduled invoice items” feature is enabled for your location will follow this behavior.
Previously made bookings remain unaffected.