What is coworking software and what can it do?

What is coworking software and what can it do?

Coworking is a growing sector, with new spaces opening every week. Its total footprint is expanding – particularly in suburban areas, and experts predict there will be around 42,000 coworking spaces worldwide by the end of 2024.

So why are so many new spaces opening up?

Coworking has piqued the interest of people who, prior to the pandemic, hadn’t taken it seriously or didn’t think it was for them. Organisations are looking to reduce costs and many are opting for flexible workspace solutions that can accommodate hybrid working. 

Anyone who’s dipped their toes into the world of coworking entrepreneurship will tell you that it can be incredibly rewarding, but it’s damn hard work and there’s a lot to think about. This is especially true at the moment, with inflation rises and other factors causing more uncertainty. 

As a founder, you’ve got to secure a building and decide which model to go for – will you offer just coworking or coworking and private offices? Then there’s the community aspect which is just as important, as well as the need to come up with a great brand strategy.

Oh, and you also have to work out how to make your venture economically viable. 

Coworking software can improve operations and drive revenue.

You’ve also got to consider the finer details, such as how your members will pay, how you’ll manage the flow of visitors and how your members will book meeting rooms without clashes occurring. And once you’re open, how are you going to keep members updated with any changes and ‘goings on’ in your space. How will you track desk availability?

Fortunately, the majority of these finer details – the things that, combined, enable you to run an effective and efficient coworking business – can be handled by your coworking space software (or flexible workspace software, depending on your terminology preference). 

So what is coworking software?

Think of your coworking software as your workspace’s management system, its operational hub, its ‘process powerer’. It’s the all-in-one flexible workspace tool that lets you manage day-to-day operations centrally, without having to run around like a headless chicken. 

There are a few coworking software solutions out there to choose from, so here are the key capabilities to look out for. (In other words, what you want it to be able to do for you.)

  • Automate member billings

  • Meeting room bookings/management

  • Sales CRM 

  • Members portal

  • Member app (ours is called Passport)

  • Visitor sign in/out

  • Inventory management

  • Community features, e.g. messageboards

  • Events ticketing

  • Member contract automation

  • Insights and analytics

  • Integration with your existing software

Nexudus (that’s us, in case you were wondering) is a global coworking software solution. We like to think of ourselves as a leading coworking management system, but then again we would say that! Others agree though – including The Receptionist

“Nexudus is a complete coworking space management system for memberships, payments, events, newsletters, and much more (even printers!). 

“It even includes a powerful CRM (which it calls an MRM = member relationships management) to help you keep track of contacts and leads.”

We’ve just celebrated our 10th birthday, making us one of the longest-running coworking software companies on the market. Our co-founders, Adrian and Carlos, started what was then called Nexudus Spaces in 2012, and our solution has come a long way since then. 

For instance, when we started out, our data and reporting features were more basic than they are now. Today, we use AI to predict metrics such as occupancy and demand on a day-to-day basis, and can dynamically change membership and desk pricing based on this.

Here’s a quick rundown of Nexudus’ key capabilities:

1. Helps coworking businesses 

  • CRM pipelines so you can track activity

  • On-boarding workflows

  • Memberships and bookings function

  • Fully white label so you can add your branding

  • Advanced reporting tools for business strategy 

2. Helps coworking members

  • Self-service members’ portal and app

  • Room and desk reservations 

  • Contactless meeting room booking

  • Access to help-desk and FAQs

  • Members’ and company directories

  • Message boards

  • Perks and discounts

3. Automates processes 

  • Automatic recurring billing

  • Deliveries tracking

  • Visitors registration and check-in

  • Printer management

  • Check-in and access control

  • Digital signatures

  • Emails

Spreadsheets vs coworking software

Some of our customers come to us after using other coworking software, whereas others sign up after relying on spreadsheets and systems that aren’t really fit for purpose.  

The Melting Pot in Edinburgh is a prime example of the latter. Founded in 2007, it’s one of the oldest coworking spaces in the world. There weren’t any coworking software platforms on the market back then, so they used spreadsheets and an events management system that had been cobbled together to also work with coworking memberships. 

It proved glitchy and ineffective. 

Check-ins were particularly problematic. Back in the day, these were recorded using handwritten notes. Deciphering people’s handwriting was difficult and the method posed a risk from a fire safety and member safety perspective – it’s so important to know who’s in.

Now, using Nexudus, members and visitors can check themselves in securely and The Melting Pot has complete visibility over who is using their space.

Then there’s Level39. 

With 80,000-square-foot of floor space, Level39 is home to one of London’s largest tech communities. This space required a flexible tool that would free up some of the team’s time by streamlining and automating manual processes. It also needed to enable members to book meeting rooms and connect with other Level39 members. 

Using Nexudus, Level39 can streamline the majority of its operations. For example, it can track members’ usage and bill them accordingly. Reminders are also automated, and the platform connects to payment processors and a direct debit API. 

Level39 can also see what’s going on across all three floors of the building just by looking at the Nexudus dashboard. The team is also taking advantage of the platform’s communication and marketing capabilities by sending smart automated emails to new members to enhance the onboarding process. 

These are just a couple of examples of how flexible workspace software can transform coworking spaces’ operational approach for the better. There are many more besides!

Read our customer stories

Get started with Nexudus


Subscribe to receive our latest content and news directly to your inbox

Related stories

  • Coworking management system – are you ready to transform your workspace?

    Coworking management system – are you ready to transform your workspace?

    Being able to automate daily tasks can really transform the way your workspace runs. In this article we take a look at how revolutionary a good workspace management software can be for operators.

  • Webinar: Protecting your Nexudus account with User Roles & 2FA

    Webinar: Protecting your Nexudus account with User Roles & 2FA

    We have another free webinar coming your way next week, and this one is all about how you can ensure your Nexudus account is as secure as possible.

  • How coworking and flex workspaces can cope with inflation

    How coworking and flex workspaces can cope with inflation

    As the world continues to grapple with a wide range of issues, the inflation that much of the world is experiencing is a particular concern to the coworking and flex workspace industry. Read this article for Marc Navarro's insights into how coworking and flex workspaces can cope with rising inflation.

  • Keep an eye out for members from the fastest growing sectors…

    Keep an eye out for members from the fastest growing sectors…

    Looking for new markets to exploit for new memberships? In this article we take a look a five fast-growing markets which could prove lucrative markets to target for your coworking or flexible workspace.

  • 5 ways to celebrate International Coworking Day

    5 ways to celebrate International Coworking Day

    If you didn’t already know, #InternationalCoworkingDay falls on 9 August every year and is celebrated by coworking operators and their members everywhere. Why not celebrate for the entire week and use our 5 ways to celebrate for some inspiration on how to mark the occasion!

  • 2022: A Mid-Year Review From Marc Navarro

    2022: A Mid-Year Review From Marc Navarro

    With the rapidly changing and developing environment we have seen so far this year, there is much to look back on and assess. In this article, Marc Navarro takes a look at some of the major trends in the industry and how spaces are responding to them.

  • How to foster a sense of community in your workspace

    How to foster a sense of community in your workspace

    At the heart of the entire concept of coworking and what sets it apart from traditional offices, is the sense of community they create between their members. Here we look at how you can achieve this and the key things to consider.

  • Nexudus through the ages: A platform retrospective

    Nexudus through the ages: A platform retrospective

    Nexudus is 10 years old! To mark this special occasion we wanted to take a look at how far the platform has come over the past decade. Take a trip down memory lane with us in this special Nexudus retrospective.

  • How accessible is your coworking space?

    How accessible is your coworking space?

    Making building accessible is vital to make your workspace as inclusive as possible, and there are many ways you can achieve this. This article takes a look at key ways you can make changes to your building to make it accessible to everyone.

  • Nexudus Insights: Comparing Three Markets

    Nexudus Insights: Comparing Three Markets

    Over the past few months, our Nexudus Insights reports have been taking a look at how meeting rooms and other resources are accessed in coworking and flex workspaces in different markets. This article sees Marc Navarro take a look at what the different findings say about working habits in the UK, US and Spanish markets.