Running a coworking space involves various tasks, from scheduling desks and meeting rooms to managing billing and member support. Each area requires careful attention to keep things running smoothly.
Proper coworking management software can make this process easier. With the right tools, coworking spaces can automate daily tasks, simplify operations, and create a better experience for everyone.
In this article, we’ll explain coworking management software, discuss the best coworking software solutions for these tasks, and identify the key features to look for when choosing one.
What Is Coworking Management Software?
Think of coworking management software as the platform that connects makeshift operations to a truly exceptional member experience. It can automate tasks in shared workspaces and create custom workflows.
It helps coworking spaces run smoothly by handling key tasks such as:
- Billing
- Meeting room bookings
- Customer relationship management
- Organizing community events
With this software, coworking operators can reduce the time spent on administrative tasks and focus more on creating a positive experience for members.
Top 5 Coworking Software Solutions
Several coworking software options offer tools to meet different business needs. Each comes with features designed to simplify operations and improve management for shared workspaces.
Below are the five best coworking software:
1. DeskFlex
DeskFlex is designed to make coworking space management easy and efficient. It offers a flexible booking system for meeting rooms, conference spaces, and other shared resources. DeskFlex also handles billing, receipts, and reports, making it easier for coworking managers to stay organized.
Members can log in to the system to book and pay for spaces quickly. Options include regular memberships, one-time passes, or hourly bookings. DeskFlex also encourages community interaction by offering features for easy communication between members.
Best for: Spaces of all sizes, particularly those managing multiple locations or requiring flexible booking options.
Why choose: DeskFlex simplifies bookings, automates tasks, and supports growth by helping make the most of available space.
Features:
- Simple booking and payment options
- Automated management of memberships and packages
- Support for community interactions and visitor management
- Centralized control over all shared spaces
- Free trial to explore tools
Book a demo and experience the efficiency of DeskFlex today!
2. Optix
Source: Optix
Optix is flexible automation coworking software with modular features that automate day-to-day operations, making it easier to manage shared spaces. From desk and resource booking to automated billing, Optix offers tools to improve efficiency and support community engagement.
Its white-labeled mobile app and customizable settings help coworking spaces provide members a smooth, branded experience.
Best for: Coworking spaces focused on automation and personalization.
Why choose: Optix reduces manual tasks with automated booking, invoicing, and communication tools, all in a user-friendly platform.
Features:
- Automated desk and meeting room booking
- White-label mobile app for a branded experience
- Automated billing, payments, and invoicing
- Community features like messaging, a directory, and a community feed
3. OfficeRnD
Source: OfficeRND
OfficeRnD offers a solution for managing both coworking spaces and hybrid workplaces. It provides tools to automate billing, speed up scheduling, and create a smooth experience for members.
For coworking spaces, OfficeRnD Flex provides a complete toolkit to manage memberships, bookings, and payments. It allows operators to make data-driven decisions, helping optimize space and improve daily operations.
OfficeRnD Hybrid, meanwhile, is designed for businesses adopting flexible work schedules. It simplifies desk and meeting room booking, integrates with tools like Microsoft Teams and Google Calendar, and helps coordinate hybrid schedules.
Best for: Coworking spaces, hybrid workplaces, and organizations with complex scheduling needs.
Why choose: OfficeRnD automates key tasks, from billing to bookings, while providing integration options and secure, reliable support.
Features:
- Flexible booking for desks, meeting rooms, and shared spaces
- Automated billing and payment processing
- Integrations with Microsoft Teams, Outlook, and Google Calendar
- Data-driven insights for managing and optimizing space
4. Nexudus
Source: Nexudus
Nexudus provides a platform with tools for automating invoicing, booking, and member management. Members can view availability, book resources, and make payments online. It helps coworking managers organize daily operations and reduces manual work.
Nexudus also supports community building by allowing members to connect through a customizable portal, access discussion boards, and participate in events. Additional features include visitor access control, mail handling through NexDelivery, and inventory management.
Best for: Large coworking spaces and community-oriented workplaces needing a full-featured management platform.
Why choose: Nexudus simplifies operations, engages members, and offers comprehensive tools for booking, billing, and workspace organization.
Features:
- Automated invoicing and payments
- Customizable portal and mobile app for community features
- Room booking and contactless check-in options
- CRM tools for tracking leads and managing memberships
5. Cobot
Source: Cobot
Cobot makes it easy for coworking spaces to manage bookings, invoicing, and community interactions. It automates billing and payment tracking, reducing managers’ manual work. Members can book rooms and resources with customized rates and schedules.
The platform includes a lightweight CRM to track visitors, leads, and event attendees. Cobot also supports access control with integrations to manage permissions securely. An analytics dashboard provides insights into space occupancy and growth, helping operators make informed decisions.
Best for: Small to medium coworking spaces needing reliable management tools.
Why choose: Cobot simplifies billing, bookings, and member tracking with flexible add-ons and integrations.
Features:
- Member directory and community tools
- CRM for visitor and lead tracking
- Access control and analytics dashboard
- 100+ add-ons and open API for integrations
Key Features of Coworking Space Management Software
Coworking management software includes a range of features that support daily operations and improve the member experience. These tools help operators manage bookings, billing, visitor access, and space usage, making it easier to run a coworking space efficiently.
Check out some key features you should look for in such software.
Space Management and Optimization
Coworking software allows operators to control how desks, meeting rooms, and other spaces are used. With real-time availability, desk and room booking, and customizable floor plans, managers can organize multiple workspaces from one platform. This setup helps improve space use and reduces unused areas.
Billing and Payment Automation
Automated billing features simplify invoicing and payment collection. Integration with accounting software and payment gateways helps operators process payments quickly. Flexible billing options support various member preferences, from monthly memberships to hourly rentals.
Meeting Room and Desk Scheduling
Scheduling tools allow members to reserve easily:
- Desks
- Meeting rooms
- Office resources
Members can book through an app or online, with reminders to confirm their bookings. Custom options let operators adjust room capacities and amenities based on specific requirements.
Visitor Management and Security
Visitor management tools track and manage visitor access, allowing operators to monitor who enters the workspace. Some platforms connect with access control systems, adding an extra layer of security and protecting member privacy.
Data Analytics and Reporting
Data insights allow operators to track usage, occupancy rates, and other key performance indicators. Built-in reporting tools and dashboards make it easier to review performance data and make informed business decisions.
Benefits of Using Coworking Management Software
Coworking management software offers significant advantages, speeding up operations and improving member satisfaction.
Efficiency Gains
Coworking management software automates tasks like invoicing, bookings, and member tracking. This reduces manual work, allowing operators to spend more time on community and member experience.
Better Member Experience
Members can use self-service features to book spaces, make payments, and manage their accounts. This adds flexibility and convenience, creating a smoother experience.
Optimized Space Use
The software provides insights into room and desk usage, helping operators adjust to reduce wasted space. This can support profitability and business growth.
How to Choose and Implement the Right Coworking Software
Deciding among coworking software providers involves assessing your space’s unique needs and comparing options carefully.
Here are some steps to guide your decision:
1. Identify Core Requirements
Clear priorities help you focus on software that aligns with your business. List the main needs of your coworking space, such as:
- Number of members
- Types of workspaces
- Services like desk booking or visitor access
2. Focus on Needed Features
Choose software that offers tools for your core needs, such as booking management, hot desking, invoicing, member directories, and data reporting. This keeps the focus on practical features without unnecessary extras.
3. Evaluate Usability and Support
Software that’s easy to use benefits both staff and members. Look for options with a clear layout and strong support. Reviews from current users can also offer insights into ease of use and customer service quality.
4. Check Integration Options
For spaces using multiple tools, look for software that integrates with accounting systems, access controls, or other platforms you rely on. Integration options help keep operations connected and organized.
5. Set Up and Configure the Platform
After selecting your software, configure it to match your workspace setup. Adjust settings to reflect your:
- Floor plans
- Resource availability
- Membership plans
Set up user accounts and permissions for both staff and members. Connecting existing systems, like accounting tools or CRM software, can also simplify daily operations.
6. Train Your Team and Members
Prepare your team with training sessions on the main features they’ll use. This helps them feel comfortable with the software’s functions.
Share a guide for members on booking spaces, managing payments, and other essential tasks. A small group rollout can provide early feedback and ensure a smooth experience.
Best Practices for Managing Coworking Spaces
Effectively managing a coworking space involves targeted strategies and the right tools. These practices help maximize space usage, improve member experience, and support efficient operations.
1. Track Usage in Specific Areas
Analyze data on workspace usage to see which areas get the most activity. If meeting rooms are in high demand, space operators should consider adding more or adjusting booking times to increase availability.
If lounge areas see little use, convert them into flexible workspaces or reservable zones. Focusing on specific areas helps maximize productivity and more directly meet member needs.
2. Host Targeted Member Events
Create events that cater to different member types. For instance, offer networking events for freelancers and skill-building sessions for startups.
Sending personalized invitations based on member interests can increase participation and strengthen community bonds. A mix of in-person and virtual events can accommodate members with different schedules.
3. Offer a Flexible Self-Service Portal
Give members a portal where they can manage their:
- Accounts
- Bookings
- Preferences
Allow them to select their preferred workspaces or request amenities. This self-service option improves the member experience and reduces administrative work.
4. Set Up Automated Membership Options
Use workspace management software to create membership plans that adapt to how members use the space. If members frequently book certain resources, set the system to suggest package upgrades or add-ons. This makes memberships more aligned with member preferences and can improve retention.
5. Use Data to Anticipate Needs
Apply predictive analytics to identify trends in member behavior. For instance, track patterns in member departures and common factors, such as lower engagement or underused memberships, might indicate a need for changes in workspace management.
Use these insights to:
- Adjust offerings
- Refine communication
- Introduce strategies to retain members
6. Security Measures for Shared Workspaces
Coworking space software can integrate with door access control systems and visitor management solutions and use secure data storage to protect sensitive information.
Regular software updates and encryption methods keep member data and business information secure.
Optimize Your Hybrid Workspace With DeskFlex
DeskFlex is the perfect solution for making your digital workplace run smoothly, especially if your team operates in a hybrid or flexible work environment. Let’s break down how DeskFlex can help:
- Simple desk booking: DeskFlex makes it easy for employees to reserve a desk or workstation when needed. No more scrambling to find a spot in the office. Employees can check availability and book a desk ahead of time to guarantee a place to work when they come in.
- Room and resource scheduling: Need a conference room or special equipment? DeskFlex has you covered. It lets employees book conference rooms or other office resources just as easily as desks. This keeps everything organized and prevents double booking or fighting over spaces.
- Hybrid work management: For businesses juggling both in-office and remote work, DeskFlex makes managing it all a breeze. It helps you balance office attendance, track who’s coming in, and even manage hot-desking policies. You’ll know exactly how your office space is used and can adjust it based on real-time data.
Ready to optimize your workspace and improve flexibility? Book a live demo today!
FAQs About the Best Coworking Software
What is the best coworking software?
DeskFlex is the top coworking management software solution due to its comprehensive features. It offers desk and meeting room booking, visitor management, and resource scheduling, making it ideal for coworking spaces of all sizes, especially those managing multiple locations.
What is the largest coworking network?
WeWork is one of the largest coworking networks, with locations worldwide. It provides flexible workspace options, including shared offices and private spaces, making it popular for both individuals and businesses.
Is it worth paying for a coworking space?
For many professionals and businesses, coworking spaces offer good value. These spaces provide flexible work setups, networking opportunities, and access to amenities like meeting rooms, high-speed internet, and community events.
Why do coworking spaces fail?
Coworking spaces may face challenges from poor management, low community engagement, or failure to meet member needs. Without effective tools for managing bookings, billing, and communication, spaces may struggle with underused resources and declining member satisfaction.