Exploring Coworking Software in 2025: 10 Key Nexudus Features
From automating daily processes to supporting your team in building a thriving community and boosting revenue for your business – coworking technology couldn’t be more impactful for flexible workspace operations. But with so many tools available, selecting the right tech stack for your coworking business can be overwhelming. To help, here are the 10 best coworking software features to streamline your space management and set up your coworking space for success in 2025.
Automated Billing & Payments
The bottom line is your coworking members must pay on time to maintain profit and cash flow for your business. However, manual processes aren’t the answer – leading to missed or forgotten payments. Shockingly, it costs an average of $12.44 with manual invoicing processes, while an automated system only costs $3.06. Equally, automation can cut down processing time from an average of 10.1 days to 3.9 days.
Automating invoices and emails will ensure smooth recurring payments. Nexudus coworking software integrates with over +100 payment providers, including Stripe, GoCardless, PayPal, and many more. With automated billing and payments, coworking operators can see up to a 40% reduction in time spent on billing processes.
Smart Access Control
Safety and security are a top priority in coworking spaces, and no one needs the hassle of losing physical keys. But, access control can do much more than open the front door – the best coworking software enables your members to move effortlessly through your workspace.
For example, access management can set boundaries based on membership types. If a coworking operator wants to grant certain members 24/7 access while limiting others to business hours, installing access control systems on the doors ensures that each member's privileges are enforced automatically. Nexudus seamlessly integrates with several access control systems, providing secure, frictionless access based on these tailored membership levels.
Flexible Booking & Resource Management
Imagine a corporate team requires a last-minute meeting room, and they come across your workspace amenities on an external booking platform. In seconds, that meeting room can be simply booked and paid for without any help from your operations team. The best coworking software has the tools to manage bookings and resources, whether for hot desks, meeting rooms, or other amenities.
Dynamic pricing is a clever strategy that automatically fluctuates costs based on real-time demand, availability, or other factors, such as the time of booking. So, if a company books your meeting room on the day they’d like to use it, having a dynamic pricing tool bumps up the price from a few days earlier. Nexudus provides real-time room and desk booking, and analytics to help maximise occupancy in coworking operations.
Workplace Analytics & Reporting
Without gathering data and reporting on how, when, and where coworking members use your coworking space, making informed business improvements becomes nearly impossible. For example, preparing for a workspace renovation without an accurate understanding of customer behaviour could mean you miss out on revenue opportunities and make changes based on assumptions, that simply don’t align with member needs.
Nexudus Explore
Don’t leave this to guesswork – gathering data in your reporting dashboard through multiple touchpoints in your workspace builds a better understanding of your operations. Nexudus provides data-driven insights on space utilisation, revenue trends, and churn prediction, empowering you to optimise your physical space, refine your sales and marketing strategies, and minimise vacancies.
Community Engagement & Member Experience
Community is the key to coworking operations. But, “one of the main struggles to drive community engagement within coworking spaces is the lack of information about who is actually in the buildings, what they do and offer, what’s the expertise, etc…” says Nexudus co-founder and CTO, Adrian Palacios. Here’s where technology comes in – a member portal or app enables coworking members to manage their coworking experience, whether booking a desk, viewing billing details, or looking for who is in the workspace on a particular day to plan their commute.
Members can also self-organise and strengthen their connections in a virtual capacity through a communication channel, relieving the job of your community manager (who simply has too much to do). Use virtual communication tools to keep in touch with community members who aren’t currently a part of your workspace membership, such as nomads who join for a season every year, strengthening their loyalty to your brand. Nexudus data has found that communication tools create a stronger community, leading to 15-30% higher member retention rates.
Visitor Management & Check-ins
The nature of coworking is flexible, and that goes for your approach to visitors and the people who aren’t part of your everyday community. Whether a visitor comes in for a corporate meeting or a group for a big event, relying on manual check-in processes can become a huge headache, causing long delays and testing guests’ patience.
Nowadays, people expect frictionless processes at every touch point, including upon arrival. These can be self-managed with an automated system. For example, the NexEvents feature facilitates digital sign-ins, guest notifications, and badge printing. By automating check-ins and streamlining processes, NexEvents empowers coworking operators to embrace the flexibility and efficiency that modern users demand.
NexEvents
Integrations & Automation
Coworking technology can truly streamline your operations, but only when fully integrated with all your other tools. Using separate pieces of software can make things complicated and lead to mistakes, resulting in your team spending more time on these processes over the important things – the community experience.
Nexudus has over 60 native integrations with tools like HubSpot, Zapier, QuickBooks, and Slack, automating key workflows and saving teams hours per week. With so much choice, your coworking tech toolkit really depends on your focus. It’s not about having them all – but selecting the most suitable tools that align with your team and member's needs.
AI-Driven Platform: Smarter, More Efficient Operations
The arrival of AI transforms how coworking spaces operate and thrive. Managing dynamic member needs, optimising space utilisation, and staying ahead of competitors can often feel overwhelming. The game-changing advantage of AI is its ability to predict trends that humans simply can’t see, giving your teams more free time to focus on creating that awesome community experience.
From predictive analytics to automated segmentation, AI makes it easier for operators to drive revenue and improve efficiency. Over the past few years, Nexudus has invested heavily in AI-driven technology to optimise coworking operations, leveraging a powerful combination of AI agents, a vector database, a structured knowledge base, and continuous feedback loops. As a result, you always have access to accurate and relevant information.
Marketing Insights
Marketplaces API: Expanding Revenue Streams
Managing availability across multiple platforms can be a logistical nightmare for coworking operators. Without seamless integration, listings for desks, meeting rooms, and offices can quickly become outdated or inaccurate, leading to missed opportunities and frustrated potential customers. This inefficiency not only impacts revenue but creates unnecessary administrative overhead for your team.
The Marketplaces API is one of the most powerful tools Nexudus offers, connecting coworking spaces to over ten marketplaces, and making it easier to list available desks, meeting rooms, and offices across multiple booking platforms. A ‘flex’ at Nexudus is an API-first approach, allowing operators to automate, customise, and scale your spaces efficiently. Whether it’s access control, billing, or member engagement, everything is adaptable to the needs of your coworking business.
Upcoming Virtual Office Module: Selling Virtual Services at Scale
The demand for virtual office services is rising as businesses seek flexible solutions without physical space commitments. Last year, the UK government introduced a new rule requiring businesses to register with a physical office address, rather than a PO box. The great news for coworking spaces? This move strengthens the viability of virtual office memberships.
To sell this offering, you’ll need a system to manage it. The brand-new Virtual Office module at Nexudus allows you to:
- Sell virtual memberships (e.g., business addresses, mail handling, phone answering services).
- Stay compliant with regulations like Know Your Customer (KYC) by verifying businesses properly.
- Automate contract signing and customer verification to reduce admin work.
Streamlining Coworking Space Management – Why It Matters
Ultimately, the best coworking software can transform your flexible workspace business. By streamlining operations and improving efficiency, these coworking tools not only support smooth day-to-day management, and maintaining your bottom line, but it frees up your team’s time to focus on what truly matters – building an incredible community.
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