As a coworking space operator, you may be feeling swamped by the endless choices of coworking space management software at your disposal. It can be daunting to determine which one aligns best with your business, particularly when it's unclear which features genuinely serve your needs.
If you’re about to open a new coworking space, there are more decisions than you ever anticipated making. Which space management software you’ll go with is just one of them. And if you’re the operator or manager of a space that’s already open, migrating platforms can feel like changing the wheels on a moving racecar.
Navigating the vast sea of options can leave even the most seasoned operators feeling adrift. But don't let this uncertainty dampen your spirits or hinder your pursuit of the ideal solution. It's natural to seek the most suitable choice for your organization, and it's smart to do your homework before investing your valuable resources in software that might not meet your expectations.
To state the obvious, the best software for you depends on your specific needs and preferences. It's important to research and compare features, pricing, and customer reviews before making a decision.
To make it a bit easier for you to assess the various space management software options out there, keep in mind you really should have a platform that offers these key features:
Your platform absolutely has to allow members to book desks and manage their reservations easily. Whether you offer hotdesking or an open work room, your software should help members get started and understand what's available.
Meeting rooms are an essential part of any coworking space, and your software should help to manage them efficiently. No sending emails back and forth and hoping your calendar is up to date. Members should see real time inventory and availability, any additional cost, what resources are included, and then have the ability to book the meeting rooms right then and there.
On the back end, the software should update your inventory in real time, ensuring no double booking. In addition, your platform should offer the ability to easily blackout specific dates like holidays, so the public can't book space when your whole business is closed.
Find a solution that allows for easy member management, including onboarding new members, automating their billing, managing their information, and tracking their usage of the space. Plus the best coworking software will allow members to find each other easily, creating opportunities to collaborate and connect.
On the administrative side of your software, managers should be able to define custom groups to organize members and create internal segmentation for communications and event visibility.
Billing and invoicing can be a time-consuming task for coworking space managers. The ideal platform will help you automate this process, making it easier to manage memberships, track usage, and generate invoices.
And because most small businesses use accounting software, your coworking space management platform should integrate with such, like Quickbooks. Your software should also make sure your invoices align with Stripe, or whichever payment processing tool you use. And your platform should facilitate the work of refunds, credits, and pro-rated billing.
Coworking spaces are all about community, and software can help to facilitate this. Features such as member directories, event management, and communication tools can help to build a strong sense of community among members.
Your software should make it easy to send push notifications to members, to streamline onboarding and update emails, to develop and promote custom events — event track when members invite guests to events.
Look for a platform that is fully integrated. It should help to manage access to your space, including keyless entry systems such as Brivo, Salto, Doordeck, and Kisi. This feature helps to ensure that only authorized members have access to the space, improving security and reducing the risk of theft or damage.
Finally, your space management software absolutely has to provide valuable analytics and reporting on your business — including data on space usage, member demographics, and revenue. This information can help managers to make informed decisions about how to optimize your space and improve your business.
So once you’ve done your homework and identified the software options you want to consider, it’s time to do a demo.
You can often watch a pre-recording demo, as we offer on Coworks, or schedule time with someone to walk you through it.
The benefit of a pre-recorded demo is to give you something to respond to. Often it turns into a better quality conversation rather than one person sharing a screen. But once you attend a demo with a representative of a coworking platform, here are some questions you might consider asking:
By asking these questions, you can get a better understanding of how the software can help you manage your coworking business more efficiently and whether it's the right fit for your needs.
A good onboarding experience acts as your compass, guiding you through the initial stages of setting up your coworking business. Here's why it's so crucial:
Transitioning into a new coworking software can be overwhelming. A robust onboarding process ensures that you and your team become familiar with the software's features, allowing you to efficiently manage memberships, bookings, and other critical aspects of your business. This familiarity empowers you to leverage the software's full potential, making your operations smoother and more streamlined.
A well-designed onboarding process saves you valuable time and resources. By providing clear instructions and accessible resources, your software provider helps you minimize errors and maximize productivity from the start. Efficient onboarding eliminates guesswork and prevents costly mistakes, allowing you to focus on providing an exceptional coworking experience to your members.
Your members are the lifeblood of your coworking business. A positive onboarding experience enables you to create a seamless member journey from the moment they sign up. By efficiently managing their profiles, bookings, and amenities through intuitive software, you enhance their satisfaction and build long-lasting relationships.
Of course, as your coworking business grows, you may welcome new team members who need to get up to speed quickly. Ongoing training ensures that your entire team, both old and new, understands the software's latest features, updates, and best practices. By investing in continuous learning, you create a knowledgeable and empowered team that can provide exceptional service to your members.
Like us at Coworks, other coworking software providers continually enhance their offerings with new features and improvements. These updates often introduce innovative ways to enhance member experience, optimize operations, and stay ahead of the competition. Regular training allows you to stay informed and make the most of these enhancements, ensuring that you are leveraging the full potential of your software investment.
Ongoing training helps you unlock the hidden potential of your coworking software. By learning advanced techniques, shortcuts, and best practices, you can streamline your operations, automate repetitive tasks, and improve overall efficiency. Continual learning empowers you to work smarter, not harder, and frees up time to focus on strategic initiatives and member engagement.
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