Stop emailing PDFs: why 'attached' contracts are killing conversions at your coworking space.

Do you remember that feeling right after you gave a great coworking space tour to a lead?

You’ve invested serious energy into this lead.

You gave the full tour, answered every question, and spent time negotiating the monthly rate and finalizing the meeting room add-ons. Finally, after all that effort, you get the green light. The deal is approved. They are ready to join.

At this exact moment, you have two options for how this plays out.

Option A (the traditional way):

You say: "Great, I’ll email you the PDF when I get back to my desk. Just print it out, sign it with a pen, scan it, and email it back to me."

You can practically see the momentum die. You just pushed them out of the digital world and back into the 90s. Now, instead of celebrating a new membership, they are mentally calculating where they can find a working printer.

Option B: (the disconnected digital):

You use a tool like DocuSign or PandaDoc. It’s better for the member, but it’s a nightmare for you. You have to:

Open your Word template.
Manually type in their details (hoping you don't make a typo).
Save it as a PDF.
Upload it to the signing app.
Drag and drop the signature boxes again.
Send it.

It looks professional, but you are wasting 20 minutes on admin work for every single member. Plus, once they sign, your billing system doesn't know about it. You still have to log into another tab to activate their invoice manually.

Here is a practical look at why the "attachment method" is broken, and how to fix your onboarding flow using the tools you already have.

The "find and replace" nightmare

Let’s be honest about how manual contracts usually work.

You find the last contract you sent.
You save it as a new file.
You go through and manually delete the old member's name and type in the new one.

The problem? We’re human. We make mistakes. You’ve probably seen plenty of contracts go out with the wrong date in the footer, or worse—the previous member’s address still stuck in the "Liability" section. It looks amateur and creates legal confusion.

You shouldn't be typing names. You should be managing a community.

How to fix it (the "no-printer" workflow)

At Spacebring, we built the new Contracts feature because we saw too many coworking space owners juggling three different tabs (CRM, DocuSign, and Billing) just to onboard one customer.

The new system dramatically cuts down the time from customer decision to final signature. We'll eliminate the need for extra face-to-face meetings and the typical delays involved in contract preparation. This feature alone can save us easily a half-day or even a full day on every single contract.
Ronald Yang
Vice President at MY WORKSPACE

Here is the workflow we designed to replace the PDF attachment. It’s cleaner, faster, and keeps everything inside your branding.

1. The template does the work for you

First, stop editing individual files. With the new template manager, you upload your standard agreement once. You mark the spots where variable info goes—like {customer.legalName}

or {contract.startDate}.

When your new member wants to join, you just select their profile and pick the template. Spacebring grabs his data and fills in the correct data into variables automatically.

The benefit: Zero typos. Zero chance of sending a contract with someone else's name on it.

2. The signing moment (physical or digital)

Once the contract is generated, you have flexibility.

If you have a member who insists on a "wet ink" signature, or if you simply prefer handling things manually, you can download the PDF—which is already perfectly filled out—print it, and have them sign it on the spot. You can then mark it as "Signed" in the system manually. This alone saves you massive amounts of time because the system did the typing for you.

But if you want to take it up a notch and remove the friction entirely, use the Electronic Signatures add-on.

This is the part that saves the sale. Instead of handing them paper or sending a file they have to download, you click "Issue Contract."

The electronic contract and eSignature feature from Spacebring is brilliant. It works perfectly, it’s reliable, and its simplicity meant zero training was required for our team, they just started using it.
Attila Feher
Managing Partner at House of Business

The member gets an email with a link. They tap it, review the terms on their phone, and sign with their finger. We integrated Dropbox Sign directly into the platform to handle this. It’s the industry leader for security, so the signature is legally binding.

They don't need to download an app. They don't need a printer. They just need a thumb.

3. Connect the contract to the cash

This is the biggest operational win. In the old way, getting the signature was only half the battle. Once they signed, you had to log back into your system to "turn on" their billing. If you forgot, you had a member working for free.

We closed that loop. You can now set Spacebring to auto-create the subscription the moment the signature is captured.

Contract signed? Check.
Status updated? Check.
First invoice generated? Check.

All without you lifting a finger after the initial send.

"Where did I put that waiver?"

Finally, let's talk about the digital shoebox. If your current filing system is "a folder on Google Drive called Signed Contracts 2025," you are going to have a headache eventually.

When contracts are generated inside Spacebring, they are automatically stored on the Member’s Profile. If you need to check a specific clause for Sarah from 6 months ago, you don’t search your hard drive. You go to Sarah’s profile, click "Contracts," and there it is. Signed, dated, and safe.

Your next step

You didn't get into the coworking industry to do data entry. Take 10 minutes today to modernize your sales flow.

Go to your Spacebring.
Enable Contracts (and the eSignature add-on—it's free while in beta).
Upload your template.

Send a test one to yourself and sign it on your mobile. Once you see how fast it is, you’ll never send a PDF attachment again.

Not using Spacebring yet? If you are tired of chasing PDFs and juggling different apps just to sign up a new member, let us show you how much time you could be saving.