Software for coworking spaces

Coworking space management software where a desk and a meeting room follow different rules

A coworking space does not rent out a specialist's time. It rents out places: a desk in the shared hall, a closed meeting room, sometimes a small booth for calls. Coworking space management software has to know how many people each space holds, who came in as a resident and who is there for a single day, and how many hours a meeting room sits empty.

An open hall with more than one desk

The shared hall is set up as a single resource, and the number of simultaneous appointments allowed by its occupancy mode equals the number of desks in the room. A guest booking a day desk takes one slot, and once every desk for that time is taken, the form stops offering it. A meeting room is booked with a service that takes up the entire resource, so for the hour of the meeting it cannot go to anyone else. The short description of a resource is shown while the guest is still choosing, which makes it the place to say how many people a room seats and whether it has a screen, while the longer description only shows up once the guest confirms. The help article about resources and how many bookings they take walks through each option.

A resident with an unlimited month

A regular resident is easier to serve with an "Unlimited for the period" membership than with a day visit every morning. The template decides which services the membership extends to, such as a desk in the shared hall, and how long it stays valid. When a resident with a valid membership books a desk online, the membership is applied on its own, and the client card shows it next to the visit history. To keep residents from taking a break between months, a discount with the "Renewal window" calculation type goes to those who renew within a set number of days before expiry. Setting up such a rule is described in the help page on discounts for buying and renewing memberships.

A community manager walking the floors with a phone

A coworking manager rarely stays behind the desk: they show the space to new guests, check the meeting rooms and greet visitors. In the staff app on Android and iOS, they see the appointments for the day and the week along with the client card, and every change to the schedule turns up immediately. If a meeting room is booked online half an hour before the meeting, the manager learns about it from the phone and has time to get the room ready.

A meeting room that is empty more often than not

Resource statistics show which meeting room gets booked rarely and whether it would work better as a private office for residents. Cash documents with categories such as "Provision of services" and "Membership sales" keep money from one-day guests separate from resident money. Residents who quietly stopped coming show up in the "Lost clients" report. Coworking spaces sit in the category for office and business services together with recording studios and notaries.