Coworking Space Management: Finding the Right Software


Typing on laptop in coworking space

If you’re running a coworking space, it’s vital to have the right software to help manage your operations. However, with the growth of remote working dynamics, a variety of different options are available to choose from, making it more difficult to decide which one is right for you.

At CoWello, we understand the challenges of picking the right one. In this post, we’ll share some tips to help you select the best software for your needs.

When hunting for coworking space management software, asking yourself the right questions is key to finding a good fit. Here are some important factors to consider:

Why Are You Looking For A Coworking Space Management Software?

Coworking space owners may have different reasons why they’re looking for management software. These reasons play a critical role in influencing what type of software you need to make your operations effective. Some common reasons include:

Automate Tasks

Some programs may be able to help you automate tasks, like billing and invoicing, to focus on other aspects of your business. As another example, some can send out automatic reminders for new bookings or upcoming events. This can free up your time to focus on more important tasks.

Improve Security

Security is a top priority for any business, and coworking spaces are no exception. If you’re looking to improve the security at your coworking space, management software with features like inventory logging and management can help protect your space assets. Using a management software can also help to keep a record of visitors and members to know who is coming and going.

Optimize the Utilization and Planning of Space

Coworking spaces are increasingly encouraging flexible work habits and overall health and wellbeing. The right software can help you manage bookings and special events to make the most of your space. Activities such as yoga classes or group meditation can be easily scheduled and monitored. The software can also help you track member usage to see which areas are being used the most and make changes accordingly.

Make More Money and Manage Finances

Finances are imperative for any business, but they can be tricky for coworking spaces. The right software can help you track income and expenses, monitor member payments, and even process payments. This information can help you make more money and better manage your space revenue.

Manage Members and Member Data

Coworking spaces rely on members to stay in business. The right software can help you manage member data, track member activity, and even send out automated billing.

What’s Your Budget?

Your budget is an essential consideration when choosing coworking space software. There are many different products on the market, and they all have different price tags. It’s important to find software that fits your budget and also meets your needs.

When considering the price, it’s important to think about the long-term costs. Some software products have a low up-front cost but require paying expensive monthly or yearly fees.

You should also consider what you’re getting for your money. Some software products have more features than others. You’ll need to decide which features are most important to you and find a budget-friendly priced software that offers what you’re looking for.

How Big Is Your Coworking Business?

The size of your coworking space may be another consideration when choosing software. If you have a large business with several locations and members, you’ll need software that can manage them all.

On the other hand, if you have a small business with only a few members, you might not need all the features that larger businesses require. You can save money by choosing software with the right features for you.

What Features Do You Need?

When considering which product to buy, it’s important to consider the features you need. Some products offer more features than others, and some are more important to some businesses than others.

Some of the most important features to consider include:

  • Space management: It’s important to track the different areas in your coworking space. The right software will let you assign each area or room a name and description, so you can easily find what you’re looking for.
  • Bookings: When customers book appointments or classes, it’s good to track their bookings. The right software will let you see all of the customer’s bookings in one place like a centralized calendar, so you can easily keep track of them.
  • Payment processing: To accept payments, you’ll need software to process payments. Good software will let you accept various automated payment methods, enabling clients to use a payment method they are comfortable with.

How Simple Is the Setup Process?

When choosing software, it’s helpful to consider how simple the setup process will be. Some products are very complex and require a lot of time and effort to set up and learn to use. Others are much simpler and can be set up in just a few minutes.

The right software for your business will be the one that’s easy to set up and use. It should have all the features you need without being too complex. A simple setup process also indicates ease of use. If the software is easy to set up, it will be easy to use.

Is It Easy For You And Your Members To Use?

In addition to a simple setup, it’s important to find software that’s easy to use for both you and the members. Software with a complex interface can be hard to use, and it can cause frustration for both you and members. This can lead to problems, such as increased cancellations and loss of space members.

Learn more about retaining your members with our free retention guide

Try It Out

Once you’ve considered all of the factors, it’s time to try the program for yourself. This will allow you to see the software in action and decide if it’s right for your business. Most space management software will offer either a free trial or a product demo. 

When requesting a demo, be sure to ask about all of the features you’re interested in. A demo will give you a good idea of how the software works and whether or not it’s right for your business.

If the software does not meet your requirements, do not be afraid to ask questions. The customer support team will help address your concerns and help you find the right software for your business.

What Is Customer Support Like?

Customer support is another critical consideration when choosing software. If you have a problem with the software, you’ll want to be able to get help from the customer support team.

The best software products have a readily available and responsive customer support team. They should be able to answer any questions you have and help you resolve any issues you’re having. It may also be helpful to consider the country or time zone where the software company is based. This may affect support availability and response times if it’s different from your business.

When considering customer support, it’s also important to consider the quality of the support. The best customer support teams are knowledgeable and helpful. They should be able to resolve your issue quickly and efficiently. 

Compare the Available Software With Your Wish List

After considering all of the factors, it’s time to compare the available software products. Make a list of your requirements and compare it to the features of each software product.

Checking the software against your answers will help you make the best decision for your business. It’s important to find a tool that has all the features you need and is easy to use.

It would help if you also compared different software against each other to pick the best fit.

Benefits of Using Coworking Space Management Software

Managing a coworking space without software can be cumbersome and time-consuming. The software provides unmatched benefits such as helping to automate:

  • Processes such as appointment reminders and online bookings
  • Tasks to reduce the chances of human error like double-bookings
  • Customer invoicing and billing to organize payments and revenue
  • Administrative tasks that reduce the need for staff or hiring expenses

Final Thoughts

When it comes to coworking space management software, finding the right one is essential to the success of your business. Consider all the factors that apply to your business and find software that will work best for you. Take time to view a demo or sign up for a free trial to get the feel of the software.

You can try CoWello free for 30 days by signing up for a trial here.

Remember that the software’s main purpose is to make your life easier. If it’s not doing that, it’s not the right choice for you.