The best software for flex offices in 2025

Flex offices do not make up the majority of leases in commercial real estate, but they are on a trackable rise. Also known as coworking, these short term office rentals are efficient and cater to everyone from freelancers to startups to big companies needing extra space.

But running a flex office? That’s no small task. While flex offers a wider variety and greater number of tenants per square footage, it does include more complex management needs. You’ve got to manage room bookings, billing, member engagement, and everything else that makes these spaces tick. But the right software makes that more than doable.

The world of flexible office spaces has evolved significantly in recent years, influenced by shifts in work culture, technological advancements, and global events. Below is a compilation of key statistics and trends shaping the flex office market:

Growth of flexible office spaces

Global market expansion: The global flexible office market is projected to grow from $44 billion to $130 billion by 2030, representing a compound annual growth rate (CAGR) of approximately 17%. (source)

European market growth: In 2023, Europe's flex office market expanded by nearly 4%, adding around 300,000 square meters of flexible space and maintaining its share at approximately 2.5% of the total office stock. (source)

Demand and utilization

Hybrid work models

Prevalence of hybrid work: As of 2024, 89% of companies with structured hybrid models require employees to be in the office 2-3 days per week, with an average of 2.63 days per week. (source)

Employee preferences: A significant portion of employees prioritize remote work, with 63% considering it the most important aspect of their job, surpassing salary (61%) and flexible schedules (55%). (source)

Regional variations in office attendance

United States: Office attendance remains approximately 30% lower than pre-pandemic levels, with major cities like New York and San Francisco experiencing higher vacancy rates. (source)

Europe and Asia: Countries in Europe and Asia have seen higher rates of employees returning to the office compared to the United States, with some regions approaching or exceeding pre-pandemic occupancy levels. (source)

Corporate strategies and employee retention

Flexibility as a retention tool: Companies offering flexible work arrangements have reported benefits in retaining and recruiting talent, as well as positive impacts on public image and competitiveness. (source)

Employee resistance to RTO mandates: Some organizations have faced pushback from employees regarding return-to-office mandates, leading to strikes and negotiations for more gradual implementations. (source)

Technological integration and space optimization

These statistics and trends underscore the dynamic nature of the flex offices, with special emphasis on the importance of adaptability and innovation in meeting the evolving needs of businesses and employees.

Why flex offices need the right software

Flex offices thrive on adaptability. One day, you’re hosting a startup with five employees, and the next, a corporate team of 50 rolls in for a year. You need tools that can keep up with that kind of energy. 

But most office management software isn’t built for this. That’s where Coworks shines. It’s designed specifically for coworking and flex spaces, tackling everything from member check-ins to event planning without breaking a sweat.

What makes Coworks the go-to choice for flex offices

Coworks is like your right-hand assistant who never takes a day off. It’s packed with features that make managing a flex office easier, and it helps create a better experience for your members too. Here’s how it does both.

Booking rooms and resources? Check!

With Coworks, booking rooms and equipment is as easy as a few taps on a phone. Members can see what’s available, book it, and get instant confirmation. No double bookings, no confusion—just a system that works like it’s supposed to.

Automated billing without the headaches

Billing is nobody’s favorite task, but Coworks takes the pain out of it. It automates invoices, handles recurring payments, and even integrates with your favorite accounting software like Quickbooks and Xero. Whether it’s monthly memberships or one-off charges for extras, Coworks has your back.

Create a member directory that’s actually useful

Flex spaces are all about community, and Coworks helps foster that with a member directory. Members can share their profiles, connect with others, and even collaborate on projects. It’s networking made easy, right in your space.

Events, events, events

Events are a huge part of keeping members engaged, and Coworks makes them easy to manage. Create an event, send invites, track RSVPs, and even sell tickets—all in one place. Plus, members can find all the details in the app, so they’re always in the loop.

Track leads and grow your space

Want to grow your community? Coworks helps you track leads and manage prospects. It integrates with CRM tools so you can keep tabs on who’s interested and make follow-ups personal and timely. Basically, it turns interest into action.

Easy and secure access control

Let’s talk security. Coworks works with top-notch access control systems like Salto, Brivo and Kisi, so members can use their phones to unlock doors or book a room. No keys to lose, no headaches—just smooth, secure access.

Data that helps you make smart decisions

Want to know which rooms get used the most? Or how full your space is on any given day? Coworks gives you all the data you need to make better decisions. From occupancy rates to financial reports, it’s all there.

Manage multiple locations like a pro

If you’re running more than one location, you know how chaotic it can get. Coworks lets you manage all your spaces from one central dashboard. You can track what’s happening at each spot without breaking a sweat.

Make it yours with custom branding

Your brand is what sets you apart, and Coworks lets you keep it front and center. Customize everything from the app to invoices with your logo and colors. It’s your space—Coworks just helps make it better.

Offer a mobile app your members will love

Let’s face it: people do everything on their phones. With the Coworks app, your members can book rooms, pay invoices, connect with others, and stay up to date on events—all from their pocket. It’s convenience on another level.

Why software will make your members will thank you

Coworks isn’t just great for you; it’s awesome for your members too. Everything about the platform is designed to make their experience smoother and more enjoyable.

They’ll spend less time dealing with frustrating systems and more time focusing on what matters: their work. Happy members stick around longer and are way more likely to recommend your space to others.

Software that is built to grow with you

Whether you’re running a single coworking space or managing multiple flex offices, Coworks grows with you. It’s flexible enough to adapt to your needs, whether that means adding new locations, scaling features, or integrating new tools.

Software that integrates with what you already use

Don’t worry about overhauling your existing systems. Coworks plays nice with the tools you already rely on, like accounting software or access control systems. That means you can start using it without throwing everything else out the window.

Coworks is more than just software — it’s a power tool for how you manage your space. It takes care of the tough stuff so you can focus on what really matters: building a thriving community and running a successful business