Resource Rates

How to configure pricing rules for your meeting rooms, desks, and other bookable resources.

Overview

Resource rates (also called booking rates) define how your bookable resources — such as meeting rooms, hot desks, and conference facilities — are priced when customers make reservations.

Resource rates give you flexible control over pricing by letting you:

• Set different prices for members vs contacts (non-members)
• Create time-based pricing — hourly, daily, weekly, or monthly rates
• Apply minimum and maximum booking durations to each rate
• Set fixed-cost tiers — a flat price for bookings up to a certain length, then a different rate
• Restrict rates to specific time windows (e.g., business hours only)
• Apply date range restrictions (e.g., seasonal pricing)
• Configure dynamic pricing based on demand levels and last-minute bookings
• Set a price cap to maximum charges
• Create printing credit allowances separate from booking time

A single resource type can have multiple resource rates — for example, one rate per charge period (hourly, half-day, full-day) or one rate per customer segment.

Requires the resource rate role.

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Creating a resource rate

You must create resource types before setting up resource rates. Rates are assigned to resource types, so all resources of that type will use the same rate. Manage resource types at Resource Types.

1. Navigate to Resource rates

   Go to Resource rates and click the + Add rate button.

2. Enter rate details

   Fill in the required fields:

   • Name — a clear name for this rate (e.g., “Hourly meeting room — members”)
   • Price — the amount charged per charge period
   • Charge period — how the price is measured (hourly, daily, weekly, monthly, or uses)
   • Resource types — select which resource types this rate applies to (must be created first)
3. Configure pricing rules

   Set any additional pricing restrictions as needed:

   • Minimum/maximum length — restrict booking durations
   • Fixed-cost pricing — set a flat rate for bookings up to a certain length
   • Time restrictions — limit when bookings can use this rate
   • Date range — set start and end dates for the rate
4. Set customer restrictions

   Choose who can use this rate:

   • Members only — available to customers with an active contract
   • Contacts only — available to customers without an active contract
   • Charge visitors — apply the charge to visitor bookings
5. Save

   Click Save to create the rate.

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Rate fields explained

General fields

Field	Description
Name	A clear name for this rate, used internally and shown to customers
Description	Optional description for your own reference
Invoice display as	Custom text shown on invoices instead of the rate name
Visible	Whether the rate appears on the members portal and app (default: yes)
Display order	Controls the sort order when multiple rates are available

Pricing fields

Field	Description
Price	The amount charged per charge period
Charge period	How the price is measured. Options: every hour, every day, every week, every calendar month, every 4 weeks month, or every use
Currency	The currency the price is in
Credit price	An alternative price when the customer pays using credits instead of cash
Maximum price	A cap on the total charge — the booking will never exceed this amount
Per-night pricing	When enabled, the price is charged per night for overnight bookings

Booking length restrictions

Field	Description
Minimum length	Bookings must be at least this many minutes long to use this rate
Maximum length	Bookings cannot exceed this many minutes for this rate
Fixed cost length	Bookings up to this many minutes are charged at the fixed cost price
Fixed cost price	A flat price applied to bookings up to the fixed cost length

Fixed cost pricing is useful for creating tiered pricing. For example: $10 for the first 60 minutes, then$8 per additional hour.

Time and date restrictions

Field	Description
From time	Bookings must start at or after this time (minutes from midnight)
To time	Bookings must start before this time (minutes from midnight)
Apply from	This rate only applies to bookings on or after this date
Apply to	This rate only applies to bookings before this date
Only within available times	The rate only applies during the resource’s configured available hours

Customer restrictions

Field	Description
Only for members	This rate is available only to customers with an active contract
Only for contacts	This rate is available only to customers without an active contract
Apply charge to visitors	The charge applies when visitors book the resource

Tax and financial fields

Field	Description
Tax rate	The tax rate applied to bookings using this rate
Reduced tax rate	An alternative reduced tax rate
Exempt tax rate	Mark the rate as tax-exempt
Financial account	The accounting category for this rate’s revenue

Tariff associations

Field	Description
Tariffs	Link this rate to specific membership plans (tariffs) for plan-based pricing

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Setting up hourly, half-day, and full-day pricing

For time-based pricing, set the Charge period to every hour and enter the price for 60 minutes. The system interprets a charge period of “every hour” as hourly billing.

We recommend setting up pricing with separate rates for different booking durations. This gives customers clear pricing options and ensures fair charges for longer bookings.

Recommended setup: Hourly + Half-Day + Full-Day rates

Step 1: Create the hourly rate (up to 4 hours)

This rate applies to short bookings of 4 hours or less.

Field	Value
Name	”Meeting room — hourly (up to 4 hours)“
Charge period	every hour
Price	50 (price per hour)
Maximum length	240 (maximum 4 hours)
Maximum price	200 (4 hours × $50)

Step 2: Create the hourly rate for longer bookings (4+ hours)

This rate applies to bookings longer than 4 hours and uses the full-day rate.

Field	Value
Name	”Meeting room — full day (4+ hours)“
Charge period	every hour
Price	200 (full-day rate)
Minimum length	240 (minimum 4 hours)
Maximum price	200 (capped at full-day rate)

This setup ensures that:

• Bookings of 1–4 hours are charged at the hourly rate ($50/hour)
• Bookings of 4+ hours are charged at the flat full-day rate ($200)
• A 5-hour booking costs the same as a 4-hour booking ($200), giving customers better value for longer bookings

Adjusting the half-day rate: If your half-day rate is different from 4 × hourly rate, set a Maximum price on the hourly rate to cap it. For example, if your half-day rate is $180 (not$200), set the maximum price on the hourly rate to 180 for bookings of 4 hours.

Alternative: Separate half-day rate

If you want to offer a distinct half-day rate that’s different from 4 × hourly, create a third rate:

Field	Value
Name	”Meeting room — half day”
Charge period	every hour
Price	180 (half-day rate)
Minimum length	120 (minimum 2 hours)
Maximum length	240 (maximum 4 hours)
Maximum price	180 (capped at half-day rate)

In this case, the system will automatically apply the most appropriate rate based on booking length:

• 1–2 hours: Hourly rate
• 2–4 hours: Half-day rate (capped at $180)
• 4+ hours: Full-day rate ($200)

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Setting up dynamic pricing

Resource rates support dynamic pricing based on demand levels and last-minute bookings. This allows you to charge more during peak times and less during low-demand periods.

Demand-based pricing

Field	Description
Price factor — low demand	Multiplier applied during low-demand periods (e.g., 0.8 for 20% discount)
Price factor — average demand	Multiplier applied during average-demand periods
Price factor — high demand	Multiplier applied during high-demand periods (e.g., 1.5 for 50% surcharge)

A price factor of 1.0 means no change to the base price. Values below 1.0 reduce the price; values above 1.0 increase it.

Last-minute pricing

Field	Description
Price factor — last minute	Multiplier applied to last-minute bookings
Last-minute period	Bookings made within this many minutes before the reservation trigger last-minute pricing
Last-minute adjustment type	How the discount is applied — disabled, fixed amount, or gradual reduction

Dynamic pricing works best when combined with your resource’s availability settings. Configure available times from the resource page to define peak and off-peak periods.

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How resources, resource types, and rates work together

Understanding the relationship between resources, resource types, and resource rates is key to setting up pricing correctly:

Component	Description	Example
Resource	A specific bookable item (e.g., “Meeting Room 101”)	Individual desks, rooms, or facilities
Resource Type	A category that groups similar resources	”Meeting Rooms”, “Hot Desks”, “Conference Rooms”
Resource Rate	A pricing rule assigned to a resource type	”$50/hour for members", "$75/hour for contacts”

How it works:

1. You create resource types to group similar resources together
2. You assign resource rates to those resource types
3. When a customer books any resource of that type, the assigned rate(s) apply

This means you only need to set up pricing once per resource type — not for each individual resource. For example, if you have 10 meeting rooms, you create one “Meeting Rooms” resource type and set up your rates once. All 10 rooms automatically use those rates.

Need different pricing for specific resources? Create separate resource types. For example, create “Premium Meeting Rooms” and “Standard Meeting Rooms” as separate types, each with their own rates.

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Multiple rates per resource type

A single resource type can have multiple resource rates associated with it. This is common when you want to offer:

• Different rates for different charge periods (hourly, half-day, full-day)
• Different rates for members vs contacts
• Different rates for different time windows (business hours vs evenings/weekends)

When a customer books any resource of that type, the system automatically selects the most appropriate rate based on the booking details and rate restrictions.

Remember: Rates apply to all resources of the same type. If you need different pricing for individual resources (e.g., “Meeting Room A” vs “Meeting Room B”), create separate resource types for each.

Use the Default rate option to specify which rate should be selected when multiple rates match a booking. This ensures predictable pricing when restrictions overlap.

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Resource rate list view

The resource rates list displays the following information for each rate:

Column	Description
Name	The rate name with details about booking length restrictions and time windows
Resource types	Which resource types this rate applies to
Badges	Indicators for “Contacts only”, “Members only”, “Charge visitors”, or “Default rate”
Price	The monetary price with currency and charge period
Credit price	If configured, shows the credit-based alternative price
Fixed cost	If configured, shows the fixed-cost tier pricing
Maximum price	If configured, shows the price cap

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Best practices

• Use clear, descriptive names — rates are shown to customers in the portal, so make them easy to understand (e.g., “Meeting room — hourly — members”).
• Set up multiple charge periods — offer hourly, half-day, and full-day rates to give customers pricing flexibility.
• Use minimum/maximum lengths — prevent very short bookings that aren’t worth the administrative overhead.
• Set default rates — when you have multiple rates for the same resource type, mark one as default to avoid confusion.
• Use fixed-cost pricing for tiers — create attractive bulk pricing (e.g., first 2 hours at one rate, then a lower hourly rate).
• Apply time restrictions — avoid customers booking during off-hours at peak rates, or charge premium rates for evenings/weekends.
• Use date ranges for seasonal pricing — set up different rates for high season vs low season without deleting old rates.
• Separate member and contact rates — offer preferential pricing to members while maintaining higher rates for non-members.
• Enable dynamic pricing strategically — use demand-based pricing for popular resources during peak periods.
• Test rates before going live — create test bookings to verify rates apply correctly before making them visible to customers.

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Related pages

Products

Create one-off items and services customers can purchase.

Plans

Set up membership plans that can include resource rate discounts.

Resources

Configure the bookable resources that resource rates apply to.

Resource types

Group similar resources together for unified pricing.

Time credits

Configure time credit allowances for resource bookings.

Discount codes

Create promotional discounts that can be applied to bookings.