Automation done right: Highlights from "Zapier for Coworking Operators"

Key Takeaways:

• Zapier automates repetitive coworking tasks, freeing up operators to focus on community-building.
• Automations can streamline lead management, onboarding, and daily member operations.
• Key integrations include CRMs, booking tools, and email platforms to improve flex office efficiency.
• Avoid complex automations; keep workflows simple and easy to maintain.
• Test and track automations regularly to prevent disruptions and ensure effectiveness.

Why I believe in automation for coworking operators

I’m obsessed with coworking. Why? Because I’m a product of it. 

I built my business inside a coworking space, and I’ve seen firsthand how much work goes into keeping these spaces running smoothly. 

At our recent "Zapier for Coworking Operators" workshop hosted by Cat Johnson and the Lab, I had the pleasure of connecting with a group of dedicated coworking pros—people passionate about creating the best experience for their members.

One thing was clear: whether someone was new to automation or had already built out a dozen zaps, every single person in the room was eager to learn, improve, and find ways to streamline their operations. That dedication to making things better for members is what sets coworking apart from traditional office spaces.

What is Zapier and why should you care?

Zapier is a workflow automation platform that connects over 7,000 apps, letting you link your existing tools—like CRMs, email marketing platforms, and booking systems—without needing a developer. If you’ve ever thought, “I wish these two tools could talk to each other,” that’s exactly what Zapier does.

One of the most common concerns I heard from attendees was the overwhelm of using too many different tools. Billing software, access control, member directories, email platforms—it’s a lot to juggle. Automation helps tie everything together so you can focus on what really matters: building your community.

The top automations for coworking spaces

1. Lead capture and follow-up

Leads come from everywhere—your website, social media, word of mouth. The problem? Keeping track of them all.

I asked the room how they handled lead management, and the responses varied widely. Some used spreadsheets, others had full-blown CRMs, and a few admitted they were just trying to keep up with their email inbox. That’s where automation makes a huge impact.

• Trigger: Website form submission
• Actions:
  • Send an automatic thank-you email
  • Add the lead to a CRM like HubSpot or Coworks
  • Notify a team member via Slack

By setting up even this one simple automation, you ensure that no potential member falls through the cracks.

2. Seamless member onboarding

A new member joins—now what? Many operators shared how onboarding was one of the most time-consuming parts of their job. Some even said they wished they had more time to personally connect with new members, but the admin tasks kept piling up.

• Trigger: New member sign-up
• Actions:
  • Send a welcome email with Wi-Fi details, community guidelines, and booking instructions
  • Add them to your member directory and email list
  • Grant door access via integrations with systems like Salto or Kisi

Automation doesn’t replace the human touch—it gives you more time to focus on what matters.

3. Daily member management

Many attendees shared how their day-to-day operations were bogged down by small, repetitive tasks. Things like confirming room bookings, reminding members about events, and even making sure birthdays didn’t go unnoticed.

• Examples of automations:
  • Sending confirmation emails when members book meeting rooms
  • Notifying staff when a visitor checks in
  • Adding members to Slack or community platforms
  • Setting up birthday reminders for personalized engagement

One operator shared how they used Zapier to automatically send new members an invite to their private Slack community—a small but powerful touch that improved member engagement.

How to make automation work for you

While automation is a game-changer, poorly managed workflows can break or become outdated. Some attendees were worried about this, and I get it—no one wants a zap failing when they need it most. Here’s how to keep things running smoothly:

• Start small. Automate one or two things first. No need to overhaul everything overnight.
• Test regularly. Zapier has logs that show you when something breaks—check them!
• Keep a record. Document your active automations so you know what’s running.
• Balance automation with human interaction. Some things (like tour follow-ups) still benefit from a personal touch.

My biggest takeaway from the workshop

If there’s one thing I took away from this session, it’s that coworking operators are some of the most dedicated people I’ve ever met. Many of you are running lean teams, wearing multiple hats, and still finding ways to improve your member experience.

And Cat herself was kind enough to weigh in. 

“DeShawn is one of the standouts of the coworking industry. With an incredible balance of tech, community-mindedness and a coworking soul, I always learn a ton from him and now have a to-do list to streamline my automations.”

The full replay video is available to members of the Lab, along with their library of hands-on workshops. That’s another reason we offer a month for free to our customers — it’s an invaluable resource of connection, community and expertise sharing. 

At the end of the day, I believe this and will say it with my full chest: software doesn’t replace the work you do—it makes your life easier so you can do more of what you love. 

Same and more so with automation. Whether you’re a Zapier pro or just getting started, I hope this inspires you to take one small step toward efficiency.

Need help? Have questions? Reach out to me on LinkedIn or shoot me a message. I love nerding out about coworking tech, and I’m always happy to chat.

Now, let’s go build something awesome.