Table of Content
People are heading to coworking spaces not just for the amenities, but because they crave connection. Remote workers and freelancers deal with feelings of isolation and burnout, and coworking spaces provide an antidote. But, the growing demand for these spaces is pushing operators to manage more—more bookings, more payments, more members. And without the right tools, it can quickly spiral into chaos.
The right coworking software streamlines everything and helps you deliver the experience today’s workers need: flexibility, connection, and a sense of belonging.
Maximize Your Coworking Space Potential with the Right Software
Coworking software makes running a space a lot easier by taking care of the everyday tasks that can otherwise become overwhelming. Things like desk reservations, membership tracking, and billing are all automated, so you don’t have to worry about double bookings or missed payments anymore.
Aside from operational efficiency, it also helps you build and maintain a strong community. With features for managing events, communications, and member directories, members can connect, collaborate, and feel like they’re part of something. And when people feel engaged, they’re more likely to stick around long-term.
Plus, with marketing tools built right in, office management tools make it easier to attract new members through automated email campaigns and lead tracking, taking the guesswork out of marketing so you can grow your community with ease.
Best Management and Operations Software
1. Look Digital Signage: Enhance Communication and Engagement
Look Digital Signage is a tool that transforms the way you communicate with members through digital signage for co-working spaces. It lets you display dynamic content on digital screens throughout your coworking space that keeps everyone informed and engaged.
Key Features:
Layout Designer: This is a flexible content creation tool for all your design needs. It includes a built-in graphic editor that lets you change orientation, set transitions, and customize fonts and colors on the pre-designed templates to fit your brand. You can also divide your screen into zones to display different types of content at once.
Interactive Scenarios: You can set up interactive directories, where members can easily navigate through available resources, book desks, or sign up for events.
Third-Party Integration: It allows you to pull in real-time data from other platforms. You can integrate Google Calendar to display upcoming events or room availability directly on your digital screens.
User-Friendly Interface: Essential features are neatly organized in a sidebar for easy access, in addition to drag-and-drop functionality plus live previews before going live.
Ideal For: Keeping members informed with up-to-date information and promoting events, member achievements, and community news.
Price: You get a 14-day free trial, then $15 per screen per month. Look DS has dynamic pricing to help you scale with ease. The more screens you add to your network, the more you save.
Read also: 5 Tips to Design a Creative Office Space with Digital Signage
2. Optix: Easy Member Management and Payments
Optix makes it simple to manage bookings, memberships, and payments. It solves the problem of clunky, outdated systems by providing a mobile-first solution that’s easy for members to navigate.
Key Features:
- Mobile App: Optix’s mobile app allows members to book desks, make payments, and stay connected with the community from anywhere.
- Automated Billing: The software automatically handles invoicing and recurring payments, saving you time and ensuring that nothing slips through the cracks.
- Member Engagement: With features like member directories, event invitations, and direct messaging, Optix helps keep members engaged and connected with one another.
- Booking and Scheduling: Members can easily reserve desks or meeting rooms through the platform’s intuitive interface, making it simple to manage space reservations.
Ideal For: Spaces that need an all-in-one tool for managing bookings, memberships, and payments.
Price: Optix pricing starts at $197 per month for 50 users, with additional features available in higher tiers.
Top Marketing and Member Engagement Tools
3. OfficeRnD: Build Community and Promote Your Brand
OfficeRnD is a platform designed to help coworking spaces create and maintain a vibrant community. In addition to offering space management tools, OfficeRnD focuses heavily on community engagement and brand building.
Key Features:
- Community Portal: A private, branded portal where members can connect, share ideas, and collaborate. This is essential for building a strong sense of community.
- Event Management: Create and promote events within the space, from networking mixers to workshops. Members can RSVP, buy tickets, and even engage with events before they happen.
- Branded Experience: Customize the platform to reflect your space’s branding, ensuring members have a cohesive and professional experience when using the software.
- Member Directory: Easily access and manage member information, making it easier to connect people who might benefit from networking or collaboration.
Ideal For: Operators who want to create a personalized, branded experience for members.
Price: Pricing starts at $165 per month for 100 members, with additional features available in premium tiers.
4. Yardi Kube: Marketing and Lead Management in One Platform
Yardi Kube integrates coworking space management with lead generation and marketing tools. It solves the problem of managing marketing campaigns and lead generation separately from the operations of your coworking space.
Key Features:
- Lead Management: Track leads and manage your sales pipeline directly from the platform, helping you convert prospects into members more efficiently.
- Online Booking: Allow potential members to book tours or sign up for a free trial of your space directly through your website.
- Marketing Automation: Automate email campaigns, follow-ups, and member communications to nurture leads and keep current members engaged.
- Customizable Dashboards: Monitor your marketing performance, sales pipeline, and space utilization through easy-to-read dashboards that provide actionable insights.
Ideal For: Spaces that want to boost member acquisition with powerful marketing automation tools.
Read also: Office Hoteling: Does It Make Sense for a Cutting-Edge Workspace?
5. Spacebring: Mobile Engagement for Modern Coworking Spaces
Spacebring is designed to put the member experience front and center by providing a mobile-first platform for booking spaces, managing payments, and engaging with your community.
Key Features:
- Revenue Management: Automate payments, subscriptions, and invoicing.
- Customer Management: Organize your members and companies in one place, making communication and personalized service simple.
- Booking Made Easy: Members can book desks and meeting rooms easily through a user-friendly interface, cutting out the back-and-forth.
- Event Management: Create and manage events to bring members together and keep the community thriving.
- Analytics and Reporting: Track how your space is performing with detailed reports on finances, space usage, and member engagement.
Price: Pricing starts at $180 for 100 users with additional features available for premium tiers.
Finance and Billing Software for Smooth Operations
6. FreshBooks: Automate Billing and Revenue Management
FreshBooks is an easy-to-use accounting and invoicing software that automates your billing process.
Key Features:
- Automated Invoicing: FreshBooks automatically generates and sends invoices, saving you time and eliminating errors.
- Recurring Billing: Set up recurring invoices for memberships, making payment collection effortless.
- Expense Tracking: Easily track your expenses, categorize them, and generate financial reports.
- Time Tracking: If you charge by the hour, track billable hours with a built-in time tracker.
Ideal For: Coworking spaces that want a simple, intuitive tool to handle billing, invoicing, and payments without the complexity of larger accounting software.
Price: Starts at $9.50 per month, with higher tiers offering additional features like advanced reporting and team access.
7. QuickBooks: Accounting and Expense Management for Coworking Spaces
QuickBooks is a comprehensive accounting tool that helps you manage your space’s finances. It tracks income, expenses, and payroll, so you never have to worry about missing a payment or messing up your taxes.
Key Features:
- Comprehensive Financial Tracking: Track all your income and expenses so that you’re always on top of your finances.
- Payroll Management: Easily manage payroll for your staff and contractors.
- Custom Reports: Create customized financial reports to track your space’s performance over time.
- Tax Filing: QuickBooks helps you stay compliant by calculating taxes and preparing them for filing.
Ideal For: Coworking spaces that need more advanced accounting features, including payroll management, detailed reporting, and tax preparation.
Price: Pricing starts at $5.70 per month, with plans that scale based on the number of users and features needed.
Security and Access Control
8. Kisi: Smart Access Control and Visitor Management
Kisi is a smart access control system that lets members access your space using their smartphones, eliminating the need for physical keys. With Kisi, you can also manage visitor access, so that only the right people are entering your space at the right times.
Key Features:
- Keyless Entry: Members can access your coworking space using their smartphones.
- Real-Time Access Control: You can remotely grant or revoke access to any area of the coworking space, in real-time.
- Visitor Management: Track and manage visitors with easy sign-in options, and ensure only authorized people are in your space.
- Audit Logs: Keep a record of who enters and exits your space for enhanced security.
Ideal For: Coworking spaces that need to manage access to multiple areas securely, and want a simple solution for handling member and visitor entry.
Price: Pricing is available upon request, with scalable options depending on the number of doors and users.
9. Salto KS: Cloud-Based Access Control Solution
Salto KS is a cloud-based access system that lets you control who can enter your coworking space, no matter where you are. It offers flexible permissions, so you can control access to different areas or times of day.
Key Features:
- Cloud Management: Manage access from anywhere with Salto’s cloud-based system - no need for on-site control.
- Mobile Access: Allow members to access the space using their smartphones, without the need for physical keys or cards.
- Flexible Permissions: Customize access rights for different areas, floors, or even specific times of day.
- Integration with Other Systems: Easily integrate with existing coworking management systems for seamless operations.
Ideal For: Larger coworking spaces or spaces that require more advanced, flexible security and access control across multiple locations or floors.
Price: Pricing is customized based on the specific needs and size of your coworking space. Contact Salto for a quote.
Build a Powerful Software Suite to Support Your Coworking Space
To run a successful coworking space, you need a set of tools that work together to make your life easier. The tools we’ve discussed here cover everything from managing your finances to keeping your space secure and helping your members stay engaged.
When you integrate these tools, you’ll have everything you need to run a seamless, efficient, and welcoming coworking space that attracts and retains members, all while ensuring smooth day-to-day operations.
