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From Chaos to Order: How Coworking Space Software Can Help You

Igor Dzhebyan
Igor Dzhebyan
From Chaos to Order: How Coworking Space Software Can Help You

Are you a coworking space operator feeling overwhelmed by the daily challenges of managing your business? From planning and optimizing your workspace to building a collaborative community, to managing amenities and processing payments, the demands on your time and attention can be relentless. With the growing popularity of flexible workspaces, it's becoming increasingly difficult for administrators to keep up with everything. That's where coworking space management software comes in.

Designed specifically for flexible workspace operators, coworking space management software can help you streamline your business operations and free up your time to focus on building a vibrant coworking community and inspiring brand loyalty. This type of software automates repetitive, time-consuming tasks like membership plan management, room and desk booking, invoicing and payment collection, member support, and space analytics. You can hire a nearshore team of software developers to have your own coworking space management software or use already existing ones.

By implementing a coworking space app, you can enjoy a range of benefits that will help you take your business to the next level. In this article, we'll explore the advantages of coworking space software and show you how it can help you improve and automate services for your members. So if you're wondering whether a coworking space management system is a good investment for your business, keep reading to find out how it can transform your workspace from chaos to order.

1. Automate Desk and Meeting Room Bookings

Spacebring coworking space software: app interface, desk and room booking system

Desk and room booking system developed by Spacebring at PATH

Using a coworking space management app can have a significant impact on the daily workload of location managers, especially when it comes to handling bookings and schedules. Instead of manually managing these tasks and worrying about overbookings, managers can now rely on automated systems to handle these processes, allowing them to focus on more important aspects of their role, such as engaging with clients and planning community events.

But the benefits of coworking space software extend beyond just relieving the workload of managers. Members of coworking spaces can also enjoy a more seamless and convenient experience when it comes to booking meeting rooms and desks. With a user-friendly app like Spacebring, members can easily log in and create reservations at their convenience, without the need to physically visit the space or contact a manager.

Through the app, members can book a room or desk from anywhere in the world, and even pay for the reservation directly with credits or a banking card. Alternatively, they can add the expense to their monthly invoice for added convenience. By providing a quick and easy way for members to book and manage their workspace needs, coworking space management software can help enhance the overall experience for clients and boost customer loyalty.

2. Automate Membership Plans

Implementing coworking space software can help automate the management of membership plans at a coworking space. With this software, customers can sign up for plans through the coworking space's web or mobile apps without needing any assistance from administrators. This feature significantly reduces the workload for administrators and streamlines the customer journey.

Plan sign up on Spacebring coworking space software

The process of signing up for a plan is simple and straightforward. Coworkers can hit the "Sign Up" button on the app, select their desired plan, such as hot desk, fixed desk, or day pass, and check out. As soon as the process is complete, a new member gets access to all workspace benefits, including credits (free hours) for room bookings, access to unlock doors, and Wi-Fi.

The system automates membership credits and generates invoices, saving time and effort for administrators. The software also sends administrators real-time notifications of new customers to avoid missing any sign-ups.

3. Automate Invoicing and Payments

Coworking space software offers a range of features that help to automate invoicing and payment collection processes, making them more efficient and streamlined. One such feature is Auto-Invoice, which eliminates the need for manual invoice creation and delivery.

With Auto-Invoice, administrators can set up subscriptions that define the recurring rent fee and various add-ons, such as bookings, shop orders, and event passes. Based on these subscriptions, the software automatically generates and delivers invoices to customers, eliminating the need for manual invoicing.

This feature frees up valuable time and effort for administrators, allowing them to focus on other important aspects of their coworking space business. In addition, the system is set up to send reminders to customers when invoices are due, ensuring that payments are made on time.

Another feature offered by coworking space software is Auto-Pay, which seamlessly takes over payment collection once the invoice is ready. The system automatically charges the due amount to the connected bank account, credit card, or Google/Apple Pay, eliminating the need for tenants to pay manually every time.

This feature saves administrators the hassle of chasing delinquent members or sending out constant reminders. By automating payment collection, the system ensures that payments are made on time, reducing the risk of revenue loss due to unpaid bills.

Maximize your financial success by optimizing invoicing and payment operations

4. Employ Clear and Consistent Branding

Clear and consistent branding is crucial for any business, and coworking spaces are no exception. Utilizing a coworking platform can help businesses adopt a consistent branding strategy across all points of customer interaction, from the logo and website to mobile apps and visitor check-in displays. This ensures that customers have a seamless experience and helps to reinforce the brand.

Having inconsistent branding can lead to confusion among customers, which can ultimately hurt the business's bottom line. According to a survey by Lucidpress, consistent branding can increase revenue by up to 23%. Businesses that employ consistent branding are also three to four times more likely to be remembered compared to those with erratic brand presentations.

Coworking software provides shared workspace businesses with access to branded mobile apps for iOS and Android devices. This feature enables customers to have the coworking space with all its perks and services at their fingertips while also ensuring consistent branding across all touchpoints.

5. Manage IoT (Internet of Things) Devices to Boost Workspace Efficiency

IoT devices have become increasingly popular in modern coworking spaces due to their ability to enhance the user experience, increase efficiency and automate operations. A good coworking software platform can seamlessly integrate with IoT devices, allowing managers to monitor and control them remotely.

For instance, managers can easily monitor the use of the equipment and shared amenities in the coworking space, including occupancy, temperature, and lighting levels, all from one dashboard. This provides valuable insights that can be used to optimize the workspace's layout and design, ensuring the comfort and productivity of users.

Members can also benefit significantly from IoT devices. For example, meeting room displays can feature updated booking schedules, enabling members to quickly identify available meeting rooms and make reservations when necessary. Additionally, smart locks can provide members with 24/7 access to workspace amenities, enabling them to unlock doors with their smartphones, which enhances convenience.

Another way coworking software can help manage IoT devices is through a smart visitor management system. This system allows workspace guests to register themselves at a special display, making the check-in process seamless and efficient.

Moreover, coworking software can integrate with cloud printing technology, enabling members to print on the fly while keeping track of every copy. This eliminates the need for manual printing and reduces wastage, leading to cost savings and improved environmental sustainability.

6. Communicate with Members Community

In today's digital age, effective communication between managers and members of a coworking space community is crucial. While traditional methods such as email and group chats can be useful, they can also be easily overlooked or missed. That's where coworking software comes in, offering features like pinning messages, attaching photos, and editing or deleting messages, which can be invaluable in managing a community.

Chats on Spacebring coworking space app

Using coworking software can help community managers engage with members without overwhelming them with chat messages. For instance, push notifications via mobile apps and newsfeeds that members can check at their convenience can be used to ensure that important information about promotions and events is seen by the community.

However, with access to more efficient ways of reaching out to members comes the responsibility of not overwhelming them with messages. People already deal with numerous notifications daily, whether it's emails concerning work or activity on social networks. Therefore, it's crucial to send short and pertinent messages sparingly, which speaks volumes about how much you value people's time.

7. Keep Members Happy by Offering Benefits, Perks, and Events

In today's competitive market, offering benefits, perks, and events can help coworking businesses keep their members happy and attract new ones. Using a coworking space app can help managers streamline the process of tracking membership benefits and perks, eliminating the risk of overlooking or losing track of them over time. This helps ensure that members receive the benefits they're entitled to, which can go a long way in building a positive relationship with them.

Benefits and events on Ipade coworking space app developed by Spacebring

Membership benefits and community feed on the Ipade coworking space app developed by Spacebring

Moreover, a unified platform can help coworking businesses capitalize on the trend of offering additional products to members, such as merch, day passes, and credit bundles. This not only provides added value to members but also generates more revenue for the business over the long term.

Organizing events is another way to add value to members' experience. Coworking management systems offer an events management system within the app, enabling managers to showcase their upcoming gatherings and let attendees join or pay in a tap. This can help build a sense of community within the coworking space and foster a positive relationship between members and managers.

Generate recurring revenue and offer exceptional customer experience at your shared or coworking space

Wind up

In conclusion, coworking software can be a valuable tool for managing a flexible workspace, improving member experience, and boosting revenue. However, not all coworking apps are created equal, and it's essential to choose one that solves your unique pain points, meets the needs of your members, and reinforces your brand.

Schedule a demo call with us today and see how Spacebring can help you streamline your operations, improve member satisfaction, and grow your business easily. With Spacebring, you can create a truly exceptional coworking experience for your members while increasing your profitability.

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