Option 1. Adding credits automatically through a plan or day pass
This option refers to the assignment of credits to a previously created plan or Day pass. For information about how to create a plan, you can refer to the Configuring your plans, products, and passes article.
When configuring plans or day passes, credits can be added as an additional benefit, and these credits have the flexibility to be exchanged for booking rooms, desks, offices, phone booths, and other resources, with an exchange rate of 1 credit = 1 (local currency set).
Adding credit to a plan or day pass
On the main page, click "Billing and products", click Plans, products, passes, and click either Plans or Day passes depending on your preference for configuration
Locate the plan or day pass that you want to set with credits
Click the 3 dots button and then click Edit
Scroll down to the Credits Section.
Click the "Add credits" button
Select the element(s) from the dropdown list that you want to make available with the credits
Select if you want to give the client unlimited credits or a specific number.
Enter the amount of credits and set the recurrence (Recurrence is only available for Plans)
Click "Confirm" to be taken back to the Configuration screen.
Click Save to save the changes
Archie tip: Changes made to your plans or day passes will affect new purchases, items previously purchased will retain their original settings. To update a plan previously purchased, you will need to:
Go to the Account, click the subscriptions tab
Locate the plan, click the 3 dots button, and click Upgrade
Scroll down to the "Conference room credits" section
Delete the existent credits by clicking the 3 dots button, and then clicking delete
Click the "+Add Credits" button and set the new credits/recurrency
Once ready, click confirm, and then click confirm again
We will take you through different scenarios from actual setups to be used as reference, only focusing in specific settings. For more information about plan creation and setting credits in a plan, you can refer to the Creating a plan article.
Scenario 1:
A monthly dedicated desk membership that gives you access to a specific desk through the month and gives you 4 hours for Conference rooms.
Since the main element of the membership is the dedicated desk, this needs to be added to the Space inventory included section.
In this example, we set an hourly price of $25 to our conference room (to set hourly prices to your rooms, you can refer to the Creating your rooms article).
We need to add credits to the plan that can be used only for the conference room and only for 4 hours, therefore we need to set 100 credits (25 x 4).
The final configuration should look like this (put your pointer over the room type to show the element that was assigned to the credit).
Scenario 2:
A monthly office membership that gives you access to private office through the month and gives you 3 hours for a specific Conference room .
Since the main element of the membership is a specific Private office, this needs to be added to the Space inventory included section. In this case, we are setting an office called "Office 301"
In this example, we set an hourly price of $75 to our conference room called "Dali" .
We need to add credits to the plan that can be used only for the conference room Dali and only for 3 hours, therefore we need to set 225 credits (75 x 3).
The final configuration should look like this.
Scenario 3:
A monthly hot desk membership that gives you access to a random desk through the month and gives you 2 hours for a private office. This plan won't assign a user to a desk, therefore, users must book a desk everyday that they intend to use.
In this case, the main element of the membership is the hot desk, nonetheless, since this plan is not intended to assign a desk to a user, the field should remain empty.
In this example, we set a daily price of $25 to our hot desks, and an hourly price of $40 to our private offices
We need to add 2 different types of credits, credits to be used only for the hot desks, and credits to be used only for the private offices.
Since the plan will allow the user to do one booking per day through the month for the hot desks, we can set the credits as unlimited, only for the hot desks.
If credits are not consumed, they will not accrue. Given that the plan is configured on a monthly basis, any unused credits will be removed after the period concludes. However, if the plan is renewed for another month, new credits will be added.
We also need to add credits to the plan that can be used only for the private offices and only for 2 hours, therefore we need to set 80 credits (40 x 2).
The final configuration should look like this
Option 2. Adding recurring and non recurring credits manually
You also have the option to manually allocate credits to an account. These credits can be assigned as a one-time allocation or configured to recur automatically.
On the main page, click "Accounts", locate the account that you want to set with credits, click the 3 dots button and then click Open
Under the General tab, click the Credits sub tab
Click the "Add credits" button
Select the element(s) from the dropdown list that you want to make available with the credits
Select if you want to give the client unlimited credits or a specific number.
Enter the amount of credits and set the recurrence
Set the Date range desired
Click "Confirm" to save the changes
Using credits
To book an element covered by your credits, you can proceed as usual. The system will display the available credits and notify you if additional payment is required in case that your credits are not enough to cover the price. The summary will look like this:
For more information about the booking process, you can refer to the Creating and managing room, desk, office, and resource bookings article.