In this guide 6 sections
Before leaving spreadsheets, list every member with plan, seats, deposit, lock-in and renewal date. Then map each desk, cabin and room, settle unpaid invoices and pick a cut-off before an invoice cycle. GullySystem migrates these into its coworking software. One small centre with a few regular members can stay on a calendar and Tally.
Member and contract records
Start with the member list. Each company needs its plan, seat count, deposit, lock-in, notice period and renewal date. Gaps here become billing errors later.
Check the list against signed contracts, not memory. Members who changed seats mid-month need the change date. Members on notice need their last day written down.
- Company name and billing contact
- Plan, seat count and start date
- Deposit held and its refund terms
- Lock-in, notice period and renewal date
- Members on notice, with their last day
Floors, desks, cabins and rooms
Map every hot desk, dedicated desk and cabin by floor. Mark each one occupied, reserved or free. Then compare occupied seats with seats paid for.
List meeting rooms with their capacity and the booking rules for each plan. Note which plans include room hours, and how many. These rules decide how credits are counted after the move, so any extra hours promised informally to one member must be written down before the import.
Money owed in both directions
Settle open invoices before the move. List each member’s unpaid bills by age. Confirm the figures with your accountant, so the first new invoice starts clean.
Deposits are money you owe back, and they are the figure members remember longest when they leave, so record each one with its date and any agreed deductions. A member leaving next quarter should see the same figure you do.
- Unpaid invoices by member and age
- Extra room hours not yet billed
- Deposits held and due for refund
- Advances already received
Choosing the cut-off date
Pick a date just before an invoice cycle. Raise the last invoices from the old sheet and the next cycle from the new system. Tell members which invoice comes from where.
Avoid switching mid-month. Seat changes and room hours are hard to split across two systems. One clean cut-off is easier to explain.
People, access and what can wait
Name who owns the move. The community manager knows the members, and accounts know the dues. Both should check imported records before go-live.
Door access can come later. Tying cards to active membership depends on your hardware make. Start with bookings, invoices and the member app, then add modules once those run.
Coworking migration checklist
A one-page checklist in five blocks: members and contracts, seats and rooms, unpaid invoices, deposits and the cut-off date. Each line has a box for who checked it. Blank lines are what to settle before go-live.
Open a blank worksheet to printQuestions owners ask
Do we need every module for one centre?
No. A single centre can start with bookings, invoices and the member app. Other modules can stay switched off until they are needed.
Can members and dues be imported from our sheets?
Yes. Members, contracts, seat allocations and unpaid invoices are imported. Dues are checked with you before the first invoice run.
Will the software replace our door access hardware?
No. Readers and controllers stay with your hardware vendor. Access can often be tied to membership, depending on the make.
Can we keep using Tally?
Yes. Invoices and receipts can be exported for Tally or linked to it during set-up.