> ## Documentation Index
> Fetch the complete documentation index at: https://learn.nexudus.com/llms.txt
> Use this file to discover all available pages before exploring further.
# 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 are assigned to **resource types**, not individual resources. This means all resources of the same type (e.g., all "Meeting Rooms" or all "Hot Desks") share the same rate. You must create resource types before setting up rates for them.
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.
***
## 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](https://dashboard.nexudus.com/billing/resourceTypes).
Go to [Resource rates](https://dashboard.nexudus.com/billing/extraServices) and click the **+ Add rate** button.
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)
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
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
Click **Save** to create the rate.
***
## 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 |
***
## 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)
When multiple rates apply to a single booking, the system always selects the **cheapest rate** for the customer. This ensures customers always get the best available price.
***
## 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.
***
## 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.
***
## 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.
***
## 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 |
***
## 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.
***
## Related pages
Create one-off items and services customers can purchase.
Set up membership plans that can include resource rate discounts.
Configure the bookable resources that resource rates apply to.
Group similar resources together for unified pricing.
Configure time credit allowances for resource bookings.
Create promotional discounts that can be applied to bookings.