New in Nexudus: Reduce no-shows & improve team bookings in your coworking space.

Meeting rooms are at the heart of collaboration in coworking spaces. Whether it's a brainstorming session, a client meeting, or a team catch-up, having a simple and efficient way to book and manage meeting rooms makes all the difference. But let’s be honest—there’s always room to improve the experience for your members.

One of the most common things we hear from our customers is how challenging it can be to track and prevent no-shows and last-minute cancellations. On top of that, booking for large teams isn’t always straightforward—it can lead to confusion, back-and-forth coordination, and unnecessary headaches.

To make things easier, we’ve made key improvements to our booking engine, making meeting room booking software smarter and more intuitive for both coworking operators and members. With these updates, scheduling is smoother, room availability is clearer, and managing bookings is less of a hassle for everyone.

Why Meeting Room Bookings Are Essential for Coworking Spaces

Meeting rooms aren’t just another amenity—they’re a key service and an important source of revenue. Here’s why:

• 45% of coworking spaces generate revenue from meeting room bookings.
• The average meeting room utilization rate is only 30%, meaning many spaces go unused.
• No-shows account for up to 20% of lost bookings, leading to wasted space and lost revenue.

For coworking operators, having the right booking software isn’t just about convenience—it’s about maximizing space usage, improving the member experience, and ensuring meeting rooms generate the revenue they should.

The Biggest Challenges in Meeting Room Management

Even with high demand, managing meeting rooms isn’t always straightforward. Here’s where coworking spaces often struggle:

1. Meeting Rooms Sitting Empty

Despite being an important source of revenue, many meeting rooms remain underutilised due to a variety of factors. Some common reasons include:

• Meeting room supply exceeding demand – If a space has more meeting rooms than necessary, some will inevitably go unused. A possible solution is to assess demand and convert some of the underutilized resources into private offices.
• Lack of proper planning – Poor forecasting when setting up meeting rooms can lead to a mismatch between space allocation and actual usage needs.
• No tracking of underutilization – Without data on how often rooms are booked (or left empty), it’s difficult to optimize availability or adjust offerings.
• Shifting market trends – Workplace dynamics are evolving, and in some cases, demand for meeting rooms has decreased as hybrid work models or informal collaboration spaces become more common.

2. No-Shows and Last-Minute Cancellations

People book a room, something comes up, and they forget to cancel. Sound familiar? No-shows and last-minute cancellations waste resources and impact revenue. Without automated reminders and an easy cancellation process, spaces lose out on potential rebookings.

3. Booking for Teams Is a Headache

Coordinating a meeting for multiple team members often means juggling separate bookings, endless back-and-forth messages, and confusion over who’s actually attending. It’s time-consuming and unnecessary.

How Nexudus’ Latest Booking Engine Update Addresses These Challenges

We’ve made key improvements to ensure meeting room booking in coworking spaces is as simple and efficient as possible. Here’s what’s new:

1. Smarter Team Booking

✅ What’s New? Team members (with the necessary permissions) can now book meeting rooms on behalf of other team members in one go— they can also do multiple bookings for different people at the same time, no need for individual reservations.

✅ Why It Matters? It saves time and removes the confusion of separate bookings for team members.

✅ Example: An office manager responsible for booking meeting rooms for a company can now schedule all weekly reservations at once, significantly reducing time and effort.

2. Automated Booking Reminders & Notifications

✅ What’s New? The system sends booking confirmations and reminders directly to the person using the room, not just the person who made the booking.

✅ Why It Matters? This helps reduce no-shows by up to 30% and makes cancellations more manageable.

✅ Example: If a member has a change of plans, they get a reminder and can cancel or reschedule with ease, freeing up the room for others.

3. Multi-Bookings for Shared Resources

✅ What’s New? Members can reserve multiple slots for the same room or resource in advance.

✅ Why It Matters? Ideal for hot-desking, training sessions, and recurring meetings.

✅ Example: A team running a month-long project can pre-book their preferred meeting room for the same time slot each week.

4. Smarter Capacity Management

✅ What’s New? The low-stock notification provides users with better visibility into availability, ensuring resources are allocated effectively.

✅ Why It Matters? Helps operators optimize meeting room usage and minimize wasted space.

✅ Example: A coworking space manager can identify high-demand rooms and adjust pricing or availability dynamically.

5. Integrated Billing & Payment Handling

✅ How does it work? Merged billing allows teams to consolidate all bookings under one invoice.

✅ Why It Matters? Less admin work and more accurate invoicing for coworking operators.

✅ Example: A company using a coworking space can track all team bookings on a single bill, making accounting much easier.

How Can Your Coworking Space Benefit from These Changes?

The right coworking software doesn’t just manage reservations—it transforms how coworking spaces are used and monetised. With Nexudus’ latest update, coworking operators can:

• Maximize meeting room utilization by making booking simpler and efficient.
• Track and reduce no-shows with built-in automation and reminders and reports on cancelled bookings.
• Streamline team bookings and eliminate scheduling headaches.
• Gain valuable insights into meeting room demand and optimize pricing.

Final Thoughts: A Smarter Way to Manage Meeting Room Bookings

Coworking spaces rely on efficient meeting room management to drive revenue and deliver a seamless member experience. With Nexudus’ latest booking engine update, we’re making meeting room scheduling smarter, more intuitive, and more profitable.

Want to learn more? Please contact us.