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OfficeRnD Zapier integrationAutomate OfficeRnD with Zapier.

The OfficeRnD Zapier integration gives you 10 triggers, 10 actions and 4 searches. It covers the daily life of a coworking space or business center: bookings, members, companies, invoices, visitors and events, in and out of the other tools your team uses.

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Overview

What the OfficeRnD Zapier integration actually does

OfficeRnD is the software that coworking operators and business centers use to run their space: who the members are, what they book, what they pay. The Zapier integration connects it to the rest of your tools in both directions: OfficeRnD events start automations elsewhere, and other apps can create records in OfficeRnD.

Three outcomes operators usually build. A lead that lands in the right pipeline: a form filled on your website becomes an opportunity through Create Opportunity, with the new member attached. An invoice the accountant already has: New Invoice sends each new invoice to your accounting or spreadsheet tool. A host who knows their guest has arrived: New Visitor Check-In pings the person being visited.

Now what Zapier does not do here. All ten triggers work by polling (Zapier checks on a timer), so nothing is instant: on the free plan a check-in can take up to 15 minutes to reach anyone. The actions create records, but only bookings can be updated; there is no action to edit a member, a company or a membership, and none to delete anything. And a Zap never picks up what existed before it was switched on.

If you are still picking your automation tool, the n8n vs Zapier comparison sets the criteria side by side.

Vocabulary

Zapier vocabulary in one minute

Eight words you will meet in the editor. Each one is explained here once, then used as is on the rest of the page.

Zap
The automation you build: one trigger, then one or more actions that run every time that event happens.
Trigger
The event that starts the Zap, such as a new booking, a new member or a new invoice in OfficeRnD.
Action
What the Zap does once started: the step that creates a member, a booking or a visitor for you.
Task
The unit Zapier bills: one action the Zap completes successfully. Your plan allowance counts those, nothing else.
Polling vs instant
A polling trigger is checked on a timer, an instant one is reported by the app itself. Every OfficeRnD trigger polls.
Filter
A step that lets the Zap go on only when what arrived meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already stored in OfficeRnD, a member or a booking, so later steps can use it.
Connection
Your OfficeRnD account linked to Zapier once, then reused by every Zap and every step that needs it.
Cost

What it really costs you

OfficeRnD is not a premium app, so it works from the free plan. Its triggers cost nothing, however often Zapier checks. Only the actions that complete are counted.

  • Trigger cost0 tasks, whatever the number of checks
  • Each successful action1 task (an action that fails is not counted)
  • Free plan100 tasks a month, two-step Zaps only
  • Premium appNo, available from the free plan

The free plan gives you 100 tasks a month, Zaps of two steps (one trigger, one action) and a check every 15 minutes. Add a filter, a search or a second action and the Zap turns multi-step (more than one trigger and one action), which needs a paid plan. Since every OfficeRnD trigger polls, the grid below sets how long your Zaps wait. On paid plans the interval can be changed, and a check can be run by hand from the editor.

Connect

Connect OfficeRnD to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, open the Apps page of your account and click + Add connection. You need an OfficeRnD account with access to the organization whose data the Zap should read or write.

  2. 02

    Pick OfficeRnD

    Type OfficeRnD in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the OfficeRnD side, where you finish the job.

  3. 03

    Sign in and allow access

    Log in to OfficeRnD in that tab and grant Zapier access to the account. The connection then appears in your list, ready for every trigger, action and search of the app.

First Zap

Your first Zap: every serious lead announced to the sales team

GoalPost each new OfficeRnD opportunity in the sales channel, but only those for the location your team handles.

  1. 01

    Build the trigger

    Create a Zap, pick OfficeRnD and New Opportunity, choose the connection made earlier, then the organization of your space in the Organization field.

  2. 02

    Test with real data

    Run the test. Zapier brings back the three most recent opportunities, so you map the next steps on a real one and see which field carries the location.

  3. 03

    Add the filter

    Click the plus icon, choose Filter and let through only the location your team covers. With this step the Zap has three steps, so it needs a paid plan.

  4. 04

    Add the action

    Add your team chat app and its message action, pick the sales channel, then drop the prospect's name and the location from the test into the text.

  5. 05

    Test, then publish

    Run each step once and read the message in the channel. When it looks right, click Publish: each new lead now reaches sales at the next check.

Triggers

OfficeRnD triggers

10 events start a Zap when something happens in OfficeRnD. Zapier checks for them at the interval your plan allows.

1

New Booking

Polling trigger

In Zapier“Triggers when a new booking is added.”

Picks up every booking added in your space, whether a meeting room, a desk or another resource, and starts the Zap with its details in hand.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
the community team wants each room booking copied into a shared calendar so the cleaning or catering crew can plan around it.
Watch out
pair it with Create Booking in the same space and the Zap books, sees its own booking, and books again.
2

New Visitor Check-In

Polling trigger

In Zapier“Triggers when a new visitor check-in is added.”

Fires when a guest checks in at reception, which makes it the natural start for telling the host that someone is waiting downstairs.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
members want to hear that their visitor has signed in, without the receptionist calling up to every floor.
Watch out
on the free plan the check can come up to 15 minutes later, long for a guest standing in the lobby; a paid plan shortens the wait.
3

New Contract

Polling trigger

In Zapier“Triggers when a new contract is added.”

Starts a Zap when Zapier's next check finds a newly added contract, so the people who prepare a move-in hear about the deal without being copied by hand.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a signed contract should open an onboarding checklist in your project tool, with keys, access badge and welcome pack.
Watch out
only contracts added after the Zap goes live are seen; the ones already signed stay out of the checklist.
4

New Event

Polling trigger

In Zapier“Triggers when a new event is added.”

Reacts to each event that someone adds to the community calendar of your space, such as a breakfast, a workshop or a talk.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
every new event should be announced in the members' chat channel or added to your newsletter draft.
Watch out
like every OfficeRnD trigger, it asks for an Organization; pick the one that runs the calendar you want to watch, or you will see the wrong events.
5

New Member/Member Status Updated

Polling trigger

In Zapier“Triggers when a new member is added or when a member's status is changed.”

Covers two moments in one trigger: a person joining your space, and a change in an existing member's status. The Zap gets the member record either way.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
you keep a mailing list or a CRM in step with who is actually a member today.
Watch out
both cases start the same Zap, so add a filter on the status if only arrivals should go through, and remember a filter needs a paid plan.
6

New Membership

Polling trigger

In Zapier“Triggers when a new membership is added.”

Spots each membership created for a member or a company, the plan they pay for, and hands it to the next step of your Zap.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
the finance team tracks recurring revenue in a spreadsheet and wants a row for each new plan sold.
Watch out
a Zap that also runs Create Membership on the same organization can trigger itself in a loop and burn through your tasks fast.
7

New Opportunity

Polling trigger

In Zapier“Triggers when a new opportunity is added.”

Notices every new opportunity in your sales pipeline, from a tour request to a quote for a private office.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
the sales lead wants a direct message for each new prospect, or a follow-up task created in their own to-do app.
Watch out
opportunities created by your own Zap through Create Opportunity show up here too, so do not chain the two inside one organization.
8

New Invoice

Polling trigger

In Zapier“Triggers when a new invoice is added.”

Sees each invoice added in OfficeRnD and starts the Zap with it, which is how billing reaches the tools your accountant actually opens.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
invoices should land as rows in a shared sheet, or as a message to whoever chases payments.
Watch out
the invoices issued before the Zap was published are never sent; moving the history to your accounting tool is a separate one-off job.
9

New Post

Polling trigger

In Zapier“Triggers when a new post is added.”

Fires on each post published in the community feed of your space, an announcement, a question from a member or an offer.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
posts from the community team should also go out in the members' chat, so nobody misses a building notice.
Watch out
if your Zap also uses Create Post in the same space, each copy becomes a new post and starts the Zap again.
10

New Company

Polling trigger

In Zapier“Triggers when a new company is added.”

Watches for companies added to OfficeRnD, the teams that rent offices or desks together, and passes each one to your Zap.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
each new tenant company should get an account in your CRM or a folder in your shared drive.
Watch out
after a bulk import of companies, Zapier's flood protection can hold back the sudden batch instead of running the Zap for each one.
Actions

OfficeRnD actions

OfficeRnD gives you 10 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Booking

Action

In Zapier“Creates a new booking.”

Reserves a resource in your space for a set slot, straight from a request that came in elsewhere.

When to use it
a meeting room booked through a website form or a calendar should block the room in OfficeRnD too.
Watch out
the resource, the exact start and the exact end are all required, so map real times, not a date alone.
2

Create Event

Action

In Zapier“Creates a new event.”

Adds an event to the community calendar of a location, with its title and its start and end times.

When to use it
events planned in your marketing calendar should appear in OfficeRnD without being typed twice.
Watch out
a Zap that starts from New Event and runs this action in the same organization will keep feeding itself.
3

Create One-Off Fee

Action

In Zapier“Creates a new one-off fee.”

Adds a single charge, for a quantity of something, to be billed once rather than every month.

When to use it
printing credits, a parking day or catering ordered elsewhere should show up on the next invoice.
Watch out
location and quantity are required, so map a number into quantity, not a sentence.
4

Create Member

Action

In Zapier“Creates a new member.”

Creates a person in your member base, attached to a location, from a record that started in another app.

When to use it
someone who just paid a day pass on your website should exist as a member before they arrive.
Watch out
nothing checks for an existing member first, so run Find Member before it if duplicates would hurt.
5

Create Membership

Action

In Zapier“Creates a new membership.”

Signs a member or a company up to a plan, with a name, a price, a start date and a location.

When to use it
a subscription sold through your online checkout should become a membership without anyone re-entering it.
Watch out
the plan, the price and the start date are all required, and the plan has to exist in OfficeRnD already.
6

Create Opportunity

Action

In Zapier“Creates an opportunity for a new member. This action allows creating a new company as well.”

Opens a sales opportunity in a given location and creates the new member it belongs to, and the action can create a new company as well.

When to use it
an enquiry from your website or an ad form should start in the pipeline, not in someone's inbox.
Watch out
Member Name creates a new member every time, so do not point it at people already in OfficeRnD.
7

Create Post

Action

In Zapier“Creates a new post.”

Publishes a post in the community feed of a location, with a type and a title.

When to use it
a building notice written once in your team tool should also reach members in the OfficeRnD feed.
Watch out
starting this Zap from New Post in the same space turns every post into a fresh trigger.
8

Create Company

Action

In Zapier“Creates a new company.”

Sets up a company in OfficeRnD, the account under which a team's members, memberships and invoices are grouped.

When to use it
a deal won in your CRM should create the tenant company before move-in.
Watch out
run Find Company first when the company may already exist, as the action itself does not look.
9

Update Booking

Action

In Zapier“Updates a booking by specified ID.”

Changes an existing booking that you point to by its ID, and can notify the member about the change.

When to use it
a meeting moved in another tool should move in OfficeRnD as well.
Watch out
the Booking ID is required and your other tools do not hold it, so put Find Booking just before this step.
10

Create Visitor

Action

In Zapier“Creates a new visitor.”

Registers an expected guest ahead of time, with their name, the visitor flow to follow and the time window of the visit.

When to use it
a member's calendar invite to an outside guest should pre-register that guest at reception.
Watch out
location, visitor flow, start and end are all required, so the visitor flow must already exist in OfficeRnD.
Searches

OfficeRnD searches

4 search steps look for data that already exists in OfficeRnD, so a later step can use it.

A search step changes nothing: it finds a booking, a member, a location or a company that already exists, and hands it to the next step. Three settings decide what happens when the result is not what you expected.

1

Find Booking

Search

In Zapier“Find booking by id or reference”

Retrieves a booking from its ID or its reference, so the next step can act on it.

When to use it
right before Update Booking, which only takes a Booking ID.
Watch out
for a recurring booking, the Find Occurrence option looks for the single occurrence on a date rather than the whole series.
2

Find Member

Search

In Zapier“Find member by id, name, or email”

Looks a member up by ID, name or email and returns their record.

When to use it
before Create Member, to avoid adding someone who is already there, or to fetch a member for a booking.
Watch out
Find By is required: choose email when you can, since two members can share a name.
3

Find Location

Search

In Zapier“Find location by id, name or city”

Finds one of your locations by ID, name or city, which many actions need as an input.

When to use it
an incoming request names a city and the next action needs the matching OfficeRnD location.
Watch out
searching by city can match several locations in the same city; the multiple-results setting decides which one goes on.
4

Find Company

Search

In Zapier“Find company by id, name, or email”

Fetches a company by ID, name or email so its details can feed the following step.

When to use it
before Create Company or Create Membership, to work on the tenant that already exists.
Watch out
Find By is required, and a name typed slightly differently from OfficeRnD finds nothing.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap there and the steps after it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create … if it doesn't exist yet?
    This box turns a search into a find-or-create. OfficeRnD offers no find-or-create on its searches, so to create what is missing you add a Create action yourself.
  3. If multiple search results are found?
    Keep the first match, which is the default, stop the Zap, or hand all the matches to the next steps at once.
When it breaks

When it breaks

Zapier links no help article to OfficeRnD, so the cases below combine the general limits of Zapier with what the OfficeRnD fields require.

Few of them raise a clear error. They show up as a member created twice, a booking that never moved, or a task count that drops overnight. When the cause is not obvious, our Zapier troubleshooting page walks through the checks in order.

  • The Zap feeds itself

    A Zap that writes where its own trigger watches, New Booking with Create Booking for instance, starts again on its own output and burns through tasks.

  • The update has no Booking ID

    Update Booking only knows a booking by its ID. Without a Find Booking step before it, there is nothing reliable to put in that required field.

  • The organization list is empty

    Every OfficeRnD step requires an Organization. If the connected login cannot see the one you need, the field stays empty and the step cannot be set.

  • History is never sent

    A Zap only reacts to what happens after it is switched on. Members, invoices and bookings created before stay where they are.

  • A bulk import gets held back

    After a migration or a mass import, a trigger may return a huge batch at once, and Zapier's flood protection can hold it back.

  • No duplicates from polling

    Zapier remembers what it has already seen on a polling trigger, so the same booking or invoice does not start the Zap twice.
Need help

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FAQ

OfficeRnD Zapier integration: questions

01Is the OfficeRnD Zapier integration free?
Yes, it works on the free plan, because Zapier does not class OfficeRnD as a premium app. The free plan gives you 100 tasks a month, Zaps of two steps and a check every 15 minutes. That covers simple pairs such as New Invoice into a spreadsheet. As soon as you add a filter, a search or a second action, the Zap becomes multi-step and needs a paid plan, which matters here since Update Booking almost always needs Find Booking first.
02How many tasks does an OfficeRnD Zap use?
The triggers use none, however often Zapier checks. Each action that completes costs one task, and one that fails is not counted. A Zap that copies every new invoice into a sheet costs one task per invoice. A Zap with two actions costs two tasks per run when both succeed, so it eats your allowance twice as fast. Count your monthly bookings, check-ins or invoices, multiply by the actions in the Zap, and compare with your plan.
03Is the OfficeRnD integration real time?
No. All 10 OfficeRnD triggers work by polling: Zapier asks OfficeRnD for new items at a fixed interval set by your plan. That is every 15 minutes on Free, every 2 minutes on Professional and every minute on Team and Enterprise. On a paid plan you can also change the interval and run a check by hand from the editor. For a visitor check-in, that delay is the difference between a host warned within a minute or two and a guest kept waiting a quarter of an hour.
04What do you need to connect an OfficeRnD account?
An OfficeRnD account with access to the organization you want to automate, plus a Zapier account. The connection takes three moves: open the Apps page in Zapier and click + Add connection, search for OfficeRnD and click Add connection, then sign in to OfficeRnD in the tab that opens and allow access. Every OfficeRnD step then asks for an Organization, and most actions for a Location, so your login must see both.
05Why does Update Booking ask for an ID nobody has?
Because OfficeRnD identifies the booking to change only by its Booking ID, a value created inside OfficeRnD that your calendar or form never holds. The fix is a Find Booking step just before, which looks the booking up by ID or reference and hands the ID to Update Booking. For recurring bookings, the Find Occurrence option targets one date instead of the whole series. With the search added, the Zap is multi-step and needs a paid plan.
06What if the OfficeRnD operation you need does not exist in Zapier?
Then Zapier cannot do it for now. The integration creates bookings, visitors, events, members, companies, opportunities, memberships, fees and posts, but only bookings can be updated, and nothing can be deleted. There is no trigger for a cancelled booking either. Check whether one of the 24 visible operations gets close enough, combined with a search. If none does, the step stays a manual job in OfficeRnD, out of reach of this integration.
07Zapier, Make or n8n for OfficeRnD?
It depends on your criteria, not on a winner. Zapier offers a ready-made OfficeRnD integration with 24 operations from the free plan and no technical setup, which suits a community team that wants quick wins. Its triggers all poll, though, so speed depends on your plan. Make and n8n are worth a look if you plan heavy branching, large volumes or self-hosting. Check first what each one offers for OfficeRnD, then compare how they bill your volume.
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