How to Automate OfficeRnD

OfficeRnD Flex holds the floor plan, the members and the bill run

OfficeRnD sells two products, and the one a coworking or flex space operator runs is OfficeRnD Flex. Its sibling, OfficeRnD Workplace, is for companies organising desks in their own hybrid office. In Flex, every company and member holds a membership on a plan: a hot desk, a dedicated desk or a private office drawn on the floor plan.

Members book meeting rooms against booking credits or pay by the hour, a hot-desk check-in spends a day pass, and contracts go out for eSign. Each month the bill run turns the lot into invoices that members can pay from the member portal.

The community manager has Flex open all day, checking Who's In and moving bookings. The general manager watches occupancy, and whoever handles the money watches the invoice list, where an emptied office or a member who stopped paying shows up first.

The follow-up after each screen falls to the community team

A prospect tours the space on Tuesday and likes the corner office. The community manager sends the proposal on Friday, if the front desk gets a quiet hour. Meanwhile a member answers an overdue reminder to say the saved card has expired, and the reply sits in the shared inbox under the booking confirmations.

A dedicated-desk member who used to come in most days has checked in twice this month, and nobody has noticed. A five-person team runs out of booking credits around the twentieth every month and pays by the hour for the rest, and the conversation about a bigger plan never happens.

A company on a twelve-month contract with three months' notice needs the renewal conversation before that notice date, which falls nine months in.

After the third overdue reminder, Flex leaves it to the team

Bill runs generate, charge and send each month's invoices on a schedule, and Flex follows up with three Overdue Invoice emails, the first on the due date and the other two on dates set in Billing Rules. Wi-Fi and door access integrations check members in and out. Data Hub's Retention & Churn dashboard counts the customers whose last membership ends next month, with their names a click away.

For new business, the AI Sales Agent, a paid add-on since April 2026, replies to web forms and the shared inbox within seconds, follows up, books tours and hands qualified prospects to the sales team.

The third reminder is the last one Flex sends, and a member's reply to any of them lands in the shared inbox rather than on the invoice. Data Hub can email a dashboard on a schedule (email is its only destination), and a table of check-ins still leaves the community manager to work out who has stopped coming in.

Zapier connects Flex to other tools when a member, invoice, contract, booking or opportunity is created, but it has no trigger for a member's check-in or an invoice going overdue. Webhooks post more kinds of event to a server you run yourself, and they come with the Scale plan, cost extra on Grow and are not on Start.

A quiet desk can be flagged before the notice email arrives

The community manager can call the dedicated-desk member who has checked in twice since the month began while that person is still a member: the name, plan and contract end date are in the #community channel in Slack on Monday.

For each invoice still open after the third reminder, the general manager has the member's reply, if there was one, and a short personal note in Gmail drafts that the general manager can send or drop. The sales lead has two upgrade conversations to start from the upgrades sheet: the team that runs out of booking credits every month, and the hot desker who is in every weekday.

After each tour day, the community manager can send the missing proposals, because the prospects who toured without one are named in #community that evening. The general manager has each company's renewal note in Gmail a month ahead of its notice date, written from the contract in Flex.

The agent reads Flex and leaves every message as a draft

The rounds are the same every morning: Who's In, the invoice list, the contracts grid and the tours in Flex, then the shared inbox for anything a member wrote back.

WebRun is an AI agent that works a real Chrome browser, signed in as you. On an admin account whose custom role you choose, the agent reads those screens in Flex on a schedule and puts what it finds where your team already works: a message in #community, a row on the upgrades sheet, a draft in the general manager's Gmail.

A custom role can hold the agent to reading in Flex, so it sees invoices and memberships but cannot void or end them. Notes to members sit in the general manager's Gmail drafts, and the general manager decides which go out.

Each card below names the Flex screens it reads and where its results land.