> For the complete documentation index, see [llms.txt](https://easy-space.gitbook.io/easy-space-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://easy-space.gitbook.io/easy-space-docs/offices/office-rentals.md). # Office Rentals ## For Members Members can book offices through their portal with different booking flows: ## Browse Available Offices View all available offices with key details: * Office name and description * Seating capacity * Available amenities (WiFi, projector, etc.) * Pricing options (hourly, daily, monthly, yearly) * Operating hours ## Select Rental Period ## Direct Payment (Instant Booking) When the office is configured for instant booking (no inquiry required) for the period you choose: * Choose your preferred rental period * Select start date from the calendar * Pick available time slots within operating hours * Select start and end times that meet minimum duration requirements * Pay immediately and get instant booking confirmation ## Inquiry-Based Rentals When the office requires an inquiry for the period you choose: * Submit a rental inquiry with your desired dates * Include any specific requirements or questions in your message * Wait for space manager to review and approve * Complete payment once approved to activate rental ## Free Access for Eligible Members If your space manager has linked the office to your membership plan for free access, you will see **Free** instead of a price when booking. No payment is required—simply confirm your dates to complete the booking. ## Confirm Booking * Review booking details and total price (or "Free" if eligible) * Select payment method (or confirm for free bookings) * Receive confirmation with booking details * Access booking information in your member portal Members can also: * View all their current and upcoming office rentals * Track the status of each rental (Active, Upcoming, Completed) * See full pricing details including any applicable taxes If they are a **named occupant** or **primary contact** on an active rental, they see those rentals on the **Home** page as well, including when they do not have a membership. ## For Administrators Administrators have comprehensive tools to manage office rentals: ## Manage Inquiries Navigate to **Dashboard → Offices → Inquiries** The Inquiries page organizes customer rental requests by status. Use the **Add Booking** button to create short-term rentals (hourly/daily) with a time-slot picker. Use **Add Contract** from the dropdown for long-term contracts. ## Office occupants (named people on a contract) Adding extra people beyond the **primary contact** (the member who booked or pays) is **optional**. Many rentals—especially short hourly or day bookings—only need the primary contact. When you want colleagues or team members to have their **own** portal access under the same contract, you can name them as occupants. **How it works:** * The **primary contact** is set from the booking automatically and always stays on the contract. * You can add more **named occupants** until you reach the office **seating capacity** (everyone on the contract counts, including the primary contact). * Open **Manage occupants**, **search** for a member, add them, and repeat as needed. Remove anyone who should no longer be listed (you cannot remove the primary contact). Save when you are done. **Where to manage occupants:** * **Dashboard → Offices → Inquiries** — on the **Approved** tab, each rental that has a contract shows how many occupants are recorded and a **Manage occupants** button. * **Dashboard → Offices → Active Rentals** — a dedicated list of **confirmed** rentals that have not ended yet. Each row shows the office photo, dates, occupant count, and **Manage occupants**. Use this when you want an overview of live leases without working through inquiries. * **Dashboard → Offices → Timeline** — on a confirmed booking bar, use the **people** control to open the same occupant manager. Occupants listed on an **active, confirmed** rental can **sign in to the Members App** and use the **Offices** module even when that module is set to “active members only” and they do not hold a coworking membership. They still follow your space’s other portal rules. **Review Inquiries:** * See all customer rental requests with desired dates * View customer details and any special requirements * Approve or decline inquiries based on availability **Process Inquiries:** * Approving an inquiry creates a rental contract * Customer receives notification to complete payment * Contract becomes active once payment is completed **Inquiry Tabs:** * **Pending**: New inquiries awaiting your approval * **Approved**: Inquiries you approved—contracts created; may be awaiting payment or already active * **Declined**: Inquiries you rejected ## Office Timeline Navigate to **Dashboard → Offices → Timeline** to see day-by-day office availability. **What you see:** * Only **confirmed** rentals appear (payment completed)—pending or unpaid bookings are not shown * Each rental displays at its actual duration (e.g., a 2-hour booking shows as 2 hours, not full day) * Multiple rentals per office on the same day are all visible Use the **Add Booking** button to create short-term rentals from the Timeline. ## Create Contracts Use **Add Contract** to book offices directly for customers: * Select customer and office * Choose any rental period (hourly, daily, monthly, yearly) * Set pricing—use standard rates or enter a custom price when the office has no configured rate for that period * Process payment immediately or mark as external payment * Contract and invoice are generated automatically ## Manage Offices Create and configure office listings: **Office Details:** * Name and description * Seating capacity * Operating hours * Add high-quality photos **Pricing Options:** * Set rates for different rental periods (hourly, daily, monthly, yearly) * Specify minimum rental durations * Enable/disable specific rental options * Choose per period whether to require an inquiry (approval before payment) or allow instant booking * Link membership plans for free office access (members on those plans book at no cost) **Amenities:** * Select available amenities * Add custom amenities specific to your office **Availability:** * Control whether office is available for booking * Temporarily disable for maintenance ## View Rentals Monitor office activity: * Use **Timeline** for a **day-by-day** view of confirmed bookings on each office. * Use **Active Rentals** for a **list** of confirmed leases that are still running (not ended), with quick access to occupant management on each row. * Use **Inquiries** to work through customer requests and newly approved contracts. * Check payment status and customer details from the relevant screens and member records. ## Important Notes * Rentals are displayed in your space's configured timezone * Minimum rental duration can be set for each pricing option * Double bookings are automatically prevented * Tax rates are applied according to your space's settings * Office images help customers make informed decisions * Custom amenities can be added to highlight unique features * Opening and closing hours determine availability for hourly rentals * Direct payment vs inquiry is configured per pricing option by your space manager—each office may differ * Members on plans with free office access see "Free" and book without payment