Build a coworking system around your seat map and your credits.
A coworking centre is sold as a community and run on a spreadsheet. Seats sit on one sheet and room bookings on a shared calendar. Credits are counted by hand at month end, and many bookings are made in a chat group.
That is how two teams arrive for the same room and how a member disputes an extra room charge. It is also how the community manager spends the first week of the month on accounts.
A single record can carry the member contract, the seat, the room booking, the credit balance and the invoice. Month end then takes an afternoon.
Workspace businesses we can build for.
A single floor with forty desks and an operator running six centres for enterprise clients are not in the same business. Scope here comes from the plans you sell, not the size of the floor. If you organise the event rather than let the room, the event companies page is written for that side of it.
- Coworking spaces
- Shared office operators
- Managed office providers
- Business centres
- Serviced office operators
- Private cabin and suite providers
- Enterprise workspace operators
- Virtual office providers
- Startup incubators
- Accelerators
- University and campus incubation centres
- Government-supported innovation centres
- Maker spaces and studios
- Creative and media studios
- Meeting and training room businesses
- Cafes offering paid work seating
- Multi-centre coworking operators
- Workspace brands franchising centres to local operators
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
The seat map
A floor plan the whole team uses, and not a sheet one person maintains.
- Floor and zone
- Seat number
- Hot desk, dedicated desk or cabin
- Cabin capacity
- Seat status
- Member allotted
- Allotment start and end date
- Seats on notice
- Seats available from a date
- Blocked seats with reason
- Occupancy by floor
A walk-in enquiry gets an answer about what is free that is based on the map.
Membership plans
- Day pass
- Flexi and floating membership
- Dedicated desk
- Private cabin
- Team and corporate plans
- Virtual office plan
- Meeting room hours included
- Printing allowance included
- Guest passes included
- Lock-in period
- Notice period
- Price and renewal terms
Member records
- Member or company profile
- Primary contact and billing contact
- Team members under the company
- Plan and seats held
- Contract start and end date
- Security deposit held
- Identity and company documents
- Tax ID
- Invoices and payment history
- Bookings and credits
- Access cards issued
- Support requests
Enquiries and tours
- Enquiry
- Requirement captured
- Tour scheduled
- Tour conducted
- Proposal sent
- Negotiation
- Agreement
- Onboarding
An enquiry for eighteen seats from the first of next month is handled separately from a day pass.
Onboarding
- Agreement signed
- Deposit collected
- Seats allotted
- Access cards issued
- Team members added
- Wi-Fi credentials handed over
- Locker allotted
- House rules acknowledged
- Welcome message
- Community introduction
Meeting rooms
Live availability per room, so two people cannot book the same room.
- Room list with capacity
- Equipment in each room
- Live availability
- Booking by member
- Booking by the front desk
- Minimum and maximum duration
- Buffer between bookings
- Recurring bookings
- Cancellation window
- No-show record
- Extension on the spot
Credits
Credits cause the most disputes in this business. The system counts them, so staff do not tally them by hand at month end.
- Credits included per plan
- Credit balance per member
- Credits consumed per booking
- Room-wise credit rate
- Peak and off-peak rates
- Carry forward or lapse rule
- Credits purchased extra
- Overage charged to the invoice
- Credit statement per member
- Adjustment with a reason and an approver
Day passes and walk-ins
- Day pass booking
- Online payment before arrival
- Walk-in registration
- Identity capture
- Seat assigned for the day
- Half-day and hourly options
- Multi-day pass bundles
- Repeat visitor record
- Conversion to membership
Visitor management
- Visitor pre-registered by a member
- Arrival at reception
- Identity and photograph captured
- Host notified
- Pass issued
- Entry recorded
- Exit recorded
Visitor records
- Visitor name and company
- Host member
- Purpose of visit
- Expected time
- Photograph
- Identity reference held
- Badge number
- Entry and exit time
- Visitors currently inside
- Blacklisted visitors
What visitor identity you collect and how long you keep it is your own policy decision. What you configure is held here, and it can be set to delete after a period you choose.
Access control
- Card or mobile credential
- Door and zone permissions
- Plan-based access hours
- After-hours access
- Lost card blocking
- Temporary credentials for guests
- Entry log per member
- Attendance from entry data
- Deactivation on exit
Connecting to a door controller depends on the access control brand you already have and what its manufacturer opens up. We check the model before promising it, and no system stops a person walking in behind somebody else.
Occupancy
What is full, what is free, and what falls empty next month.
- Seats occupied by type
- Occupancy by floor and zone
- Occupancy trend
- Seats on notice
- Upcoming vacancies
- Hot desk usage against seats sold
- Meeting room utilisation by hour
- Peak hours
- Dead zones nobody sits in
Billing
- Monthly membership invoice
- Pro-rata for a mid-month start
- Meeting room overage
- Printing and pantry charges
- Guest and event charges
- Locker and parking
- Virtual office fees
- Deposit adjustment
- Tax invoice
- Invoice series per centre
- Credit notes
Month end
- Usage closed for the month
- Overages computed
- Invoices generated in a batch
- Reviewed by the manager
- Sent to members
- Payment links issued
- Receipts recorded
Month end is meant to belong to the community manager and not to a spreadsheet.
Payments and dues
- Payment received
- Online payment link
- Standing instruction record
- Partial payment
- Withholding tax deducted by corporate members
- Outstanding by member
- Ageing
- Reminder schedule
- Access restriction on long overdue
- Statement of account
Loss of access for an overdue member is a business decision you set as a rule, and somebody in your team still approves it.
Renewals, upgrades and exits
- Renewal due list
- Price revision on renewal
- Seat addition and reduction
- Plan upgrade and downgrade
- Notice served by the member
- Exit date and seat release
- Deposit refund calculation
- Card and locker return
- Exit feedback
- Churn reason
Virtual office
A small line of business with a lot of paperwork behind it.
- Registered address plan
- Company documents held
- Agreement and no-objection letter record
- Mail received log
- Mail collection or forwarding
- Courier record
- Call handling instructions
- Meeting room hours included
- Renewal date
Whether an address may be used for a particular registration is a legal question for the member and their adviser. Addresses issued are recorded.
Community and events
- Event calendar
- Event registration
- Capacity and waitlist
- Member-hosted events
- Event space booking
- Attendance
- Feedback
- Announcements
- Member directory with consent
- Member offers and perks
Member application
- Book a meeting room
- See credit balance
- Invite a visitor
- Open the door credential
- Raise a helpdesk ticket
- View invoices and pay
- Book a day pass for a colleague
- Event listings
- Announcements
- Community directory
Helpdesk
- Ticket raised by a member
- Category and location
- Air conditioning and lighting
- Internet and network
- Housekeeping
- Furniture and fittings
- Assigned to a team member
- Response and closure time
- Recurring issues by zone
- Member feedback on closure
Facility operations
- Housekeeping schedule
- Pantry stock
- Consumables
- Printer and stationery
- Internet links and uptime record
- Power backup record
- Vendor contracts
- Preventive maintenance calendar
- Asset register
- Fire and safety drill record
Multiple centres
- Centre-wise seat map
- Centre-wise occupancy
- Members with access to more than one centre
- Room bookings across centres
- Centre-wise billing
- Centre-wise collections
- Team allocation
- Consolidated operator view
Roles and access
- Operator management
- Centre head
- Community manager
- Front desk
- Sales team
- Facility team
- Accounts team
- Member administrator
- Member
Management dashboards
- Occupancy by centre
- Seats sold and vacant
- Revenue per seat
- Meeting room utilisation
- Credit overage revenue
- Day pass volume
- Enquiries and tour conversion
- Renewals due
- Churn and reasons
- Outstanding and ageing
- Helpdesk load
- Event participation
Integrations
- Access control systems
- Wi-Fi authentication
- Payment gateways
- Accounting software
- Messaging and SMS providers
- Calendar applications
- Printer management software
- Meeting room display panels
- Website enquiry and booking forms
Each of these depends on what the device or service you already own allows. Room display panels and door controllers in particular differ a great deal between brands.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Enquiry
- Tour
- Proposal
- Agreement
- Deposit
- Seat allotment
- Access issued
- Daily usage
- Room bookings and credits
- Visitors
- Month-end billing
- Collection
- Renewal or exit
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Members and seats
The seat map, plans, member contracts, onboarding and access. The front desk can answer a walk-in from this much alone.
- 2
Rooms and credits
Meeting room availability, booking rules, credit balances, overage and the member application that moves bookings off chat groups.
- 3
Billing
Monthly invoices in a batch, pro-rata, overages, sales tax or VAT, payments and outstanding.
- 4
Operations and growth
Visitor management, helpdesk, facility operations, events, multi-centre reporting and the integrations worth doing.
How a build actually runs.
- 01
Understand
We spend a morning at your front desk and watch the busiest hour.
- 02
Map
Floors, seat types, plans, credit rules, booking rules, approvals and every charge that reaches an invoice.
- 03
Design
Screens for the seat map and booking are drawn around your own floor plan and not a generic grid.
- 04
Build
The seat map, rooms and credits first, because nothing else in a centre can be counted until those three are right.
- 05
Test
One month is run in parallel with your sheets, and the invoices from both are placed side by side.
- 06
Deploy
Go-live is timed for the start of a billing month, with the front desk trained before members are told.
- 07
Improve
Access control, visitor management and multi-centre reporting follow once billing is dependable.
What you bring, and when.
The build moves at the speed of the answers. These are the things we ask for, in the order we ask.
- 01
Your plans, agreements and invoices
Share the price list, a member agreement and recent invoices. Add the seat map or floor plan. We see how members are charged and where they sit.
- 02
A community manager and an accountant
The community manager lives with member requests. The accountant lives with billing. A disputed charge goes to the founder.
- 03
Credit rules and visitor policy
Meeting room credits, day pass terms and visitor rules need your ruling during the build. The community manager reviews bookings on each module. Small corrections surface early.
- 04
Member list and door system access
Current members and their plans come across before launch. Your door system vendor must allow the link. The founder picks the date.
Systems we can put together for you.
- Coworking management software
- Seat and floor plan systems
- Meeting room booking systems
- Credit and usage tracking
- Membership and contract management
- Recurring billing systems
- Visitor management systems
- Access control integrations
- Member mobile applications
- Helpdesk and facility systems
- Community and event platforms
- Virtual office management
- Management dashboards
- Multi-centre operator platforms
Questions owners ask before starting.
Do you already have coworking software?
Yes. Our Coworking Space Management Software covers member records, seat plans, room booking, credits and billing. If it fits your centre, adapting it is simpler than a custom build.
When is a custom build actually worth it?
When your plans, credit rules or enterprise contracts do not fit a standard product, or when you run several centres with shared members. Otherwise the ready product is the sensible choice.
Can it stop meeting rooms being double-booked?
Yes. One live calendar per room, with booking rules per plan, means a second request for the same slot cannot be made.
Can members book rooms themselves?
Yes, from a member application or portal, with their credit balance visible before they confirm. That is what moves bookings out of the chat group.
How are meeting room credits handled?
Credits are included by plan, consumed per booking at the rate you set, and anything beyond the balance becomes an overage line on the invoice. Carry forward or lapse is your rule.
Can invoices be generated in one go?
Yes. Usage closes, overages compute, and the month’s invoices are generated as a batch for review before they go out.
Can it connect to our access control system?
Sometimes. It depends on the brand of controller you have and what its manufacturer allows. We check your specific model before committing, and no software prevents somebody following a member through an open door.
Can visitors be pre-registered?
Yes. A member can register a visitor in advance, the front desk sees the expected list, and the host is notified on arrival.
Can we run more than one centre?
Yes. Each centre keeps its own seat map, bookings and billing, members can be given access to more than one, and the operator sees everything consolidated.
Can member invoices flow into the books our accountant keeps?
Usually, yes. The member invoice and the credit note against it post across to packages like Xero or QuickBooks, so your accountant is not retyping what the system already raised.
Are virtual office members supported?
Yes. Address plans, documents issued, mail received and forwarded, and renewals can be tracked. Whether an address may be used for a registration remains a question for the member’s adviser.
Is it sensible to start with only seats and rooms?
Yes. Start with seats, rooms and credits, then billing, then visitors and access control.
How we work with this trade.
Ready products for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build a workspace system that agrees with itself at month end.
A coworking centre does not lose money on rent. It loses it on the desk nobody released, the hours nobody counted, and the days at the start of each month spent proving a number to a member.
Tell us how your plans, credits and centres work. Where our Coworking Space Management Software already fits, we will say so. Where your credit rules need their own code, we will say that instead.
Tell us how your coworking spaces runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements