We’ve introduced a new, more efficient way to set up resources for long-term rental and assign them to customers.
Previously, resources (desks, offices, etc.) and plans for them were managed separately. With the updated system, they are managed together in one place, making setup, subscriptions, and assignments simpler and less error-prone.
This article explains what changed, how to adjust your setup, and how administrators and customers use the updated system.
What changed
Legacy system (before)
Resources and plans for them were created separately.
Example: offices were added on the Offices page, while pricing plans for them were created on the Plans page.
When creating subscriptions, administrators had to:
Add a plan (subscription item)
Add a resource assignment separately
This was duplicate work and error-prone:
Plans and resource assignments could get out of sync. Administrators might update one but forget the other.
When a customer subscribed to a plan, the resource (desk, office) was not automatically assigned to them:
Required administrator to add the assignment manually.
Or led to the resource appearing as available when it is occupied.
New system (now)
Resources are created together with their pricing options, now called tiers (previously plans).
When creating a subscription:
The resource and its tier (plan) are selected in one step.
The resource is automatically assigned to the customer.
This removes duplicate setup, reduces errors, and keeps resource pricing and assignment in sync.
How to set up resources for long-term rental
Follow these steps to move from the legacy system to the new one.
1. Identify existing resource plans
Go to Billing > Plans.
Find plans that provide rental of specific resources (e.g., dedicated desks, private offices).
2. Add tiers to resources
Go to the relevant Resources page (Desks, Offices, etc.).
Find the resource that corresponds to each plan.
Edit the resource:
Enable the "Plans" switch.
Add one or more tiers (rental options), such as weekly or monthly pricing.
Essentially, copy the settings from your existing plans into these tiers. How to configure tiers
3. Clean up legacy plans
Go back to Billing > Plans.
Delete plans for renting specific resources.
Keep only membership plans that do not include a dedicated resource, such as:
Flex memberships
Hot desk 10 days
Lounge access
Virtual office plans
If you previously linked plans under resources, you may not re-create them as tiers. Just make sure to disable "Sign up" for those plans under Billing > Plans so they do not appear duplicated on both pages.
How administrators create subscriptions
Under the new system, create subscriptions as follows:
Go to the customer's profile.
Create or edit a subscription.
Add a subscription item.
In the "Product" field, select a resource (desk, office, etc.).
In the "Tier" field, choose one of the tiers(plans) you added under this resource.
Enable "Entire resource" or select the number of seats in the "Quantity" field if the customer rents not the whole resource, but one or a few seats.
The resource is automatically assigned to the customer—no separate assignment is needed.
How customers subscribe
Customers now see a clear separation between:
Resources
Customers can see and book or sign up for resources on the Rooms, Desks, Offices, Parking, and Equipment pages.
Each resource can offer short-term bookings and/or long-term rental.
When a customer subscribes, the resource is automatically assigned to them.
Membership plans
Available under the
Sign upbutton.Provide general access without a dedicated resource (e.g., hot desk and flex memberships, virtual office).
No resource is assigned when subscribing to these plans.
FAQs
What does "Product" mean in subscription settings?
What does "Product" mean in subscription settings?
Product is an umbrella term for any long-term or recurring access a customer buys to attend the coworking space. There are two types of products:
Resource: A physical room, desk, or office that a customer rents.
Tiers: A pricing option for a resource rental. For example, a "Dedicated desk" resource can have a "Weekly rental" and a "Monthly rental" tier.
Plan: A membership that provides general access with no dedicated resource (e.g., Hot Desk membership, 10 days/month membership, Virtual Office).
Price: A plan is a product that immediately has one pricing option set with it.
Do I need to edit my existing active subscriptions due to this change?
Do I need to edit my existing active subscriptions due to this change?
No. Existing subscriptions will continue to work as they are.
However, update your resource setup with tiers so as to create all new subscriptions using the new system seamlessly.
Why are there duplicate subscription items in my customer's subscription (one with a price and one with $0)?
Why are there duplicate subscription items in my customer's subscription (one with a price and one with $0)?
As part of this update, the separate "Assignments" field was deprecated.
Existing resource assignments in your customers' subscriptions were converted into subscription items with a $0 price.
These items do not affect the subscription prices, but appear on invoices and in subscriptions.
How to clean this up
Add tiers to your resources.
Edit the customer’s priced subscription item:
Select the resource in the "Product" field
Select the tier in the "Tier" field
Remove the duplicate $0 subscription item.
This keeps pricing and assignment combined in a single subscription item.
How do I add assignments now? (e.g., if a customer has a Dedicated Desk plan, do I add a second $0 item to assign "Desk 7"?)
How do I add assignments now? (e.g., if a customer has a Dedicated Desk plan, do I add a second $0 item to assign "Desk 7"?)
No. Adding a separate $0 item will:
Create duplicate subscription items
Affect invoices and analytics
Instead, adjust your setup to resource tiers. This will let you assign the resource directly within one subscription item. This ensures a subscription item includes both pricing and assignment.