Technology

Coworking spaces have come a long way since their inception in 2005.

Far from just a niche domain for tech startups, they attract everyone – from otherwise lonely or space-limited freelancers and entrepreneurs, to SME and Fortune 500 workers who are part of a ‘work near home’ initiative.

On the surface, these spaces are well-designed and effortlessly functional, but every successful operator knows that beneath the surface lies a dynamic operational engine: an integrated technology stack that manages bookings, facilitates communication and automates billing. And that’s just the very basics.

In this guide to coworking operations, we’ll demystify the technology behind coworking operations, so you can make informed decisions when it comes to choosing, implementing and making the most of your coworking software.

We’ll walk you through how to run a coworking space with Nexudus on your side.

Whether you’re about to launch your first coworking space or have plans to scale an existing brand, we’ll share both the backbone functionalities you’ll need to start operating and the new developments that will enable you to iterate and evolve successfully.

Welcome to the smart systems that work effortlessly behind the scenes so that you can continue to provide a first-class (and, importantly, profitable) member experience.

Pricing, profitability and growth

Money makes the mission possible.

As with most things in life, longevity is all about balance; in coworking’s case, it’s providing flexible membership options while staying profitable and retaining financial control. Coworking operators are catering to an increasingly diverse set of needs, but without the right software, hyper-flexibility can lead to administrative complexities.

From sending invoices to chasing late payments, tracking bookings to reconciling accounts, managing all your moving parts manually across different systems can lead to errors and admin burnout. Why suffer when the right software tool can automate and centralise for you?

Automated billing, invoicing and payment collection

With Nexudus in your corner, you can manage all financial data, taxes, and deposits directly from the Billing and Payments dashboard in your Nexudus account.

Nexudus streamlines the billing cycle, automating invoice delivery so members receive their paperwork accurately and on time. Payment gateways like Stripe and GoCardless integrate with Nexudus, making it easy for members to schedule payments via direct debit.

Ultimately, automated billing ensures cash flow consistency and reduces human error.

Embrace automation now and experience a 40% reduction in time spent on billing processes.

Flexible credit-based pricing and prepaid access

Monetising your space effectively also reduces friction and saves time.

As you know, some members require ad hoc meeting rooms and hot desk use, while other dedicated members appreciate set monthly plans. The Credits and Passes functions in Nexudus facilitate day passes, prepaid bookings and custom membership packages, helping you stay in control of both usage and capacity.

Integrated accounting and seamless reconciliation

Your invoices, payments and financial documentation need to synchronise across platforms. Nexudus integrates with the major accounting systems like Xero, QuickBooks and Zoho Books, eliminating data entry so you can focus on strategy instead.

Unified financial oversight and reporting

Your Finance Dashboard is the oracle (pardon the pun) when it comes to the money side of your workspace. From here, you gain insight into various revenue streams to see which are flowing and which are stagnating. You can also oversee late invoices and – if you’re a multi-site operator – look at how each location is faring financially.

This level of transparency is crucial when it comes to making decisions around pricing, expansion, and optimising revenue opportunities.

Here’s an example

You’re a coworking operator managing five locations in one region. Your team spends hours each month consulting spreadsheets and chasing late payments. Because your financial insights are gleaned after month-end, it’s difficult to anticipate cash flow dips.

Then you switch, or rather, consolidate, with Nexudus.

On Monday, your location managers or finance team log in and see the following:

• There are 10 overdue invoices across your locations: these members have already received an automated email reminder
• A private office in one of your locations will be vacant in 30 days, as per the contract expiration: your sales team can start outreach immediately
• You have a 10% month-on-month increase in hot-desking revenue after running a successful Instagram advertising campaign targeting locals

Marketing for occupancy

In an industry that operates on a flexible, on-demand basis, you need a scalable system that can craft smart workflows and automate marketing in real-time. Tracking leads manually and sending delayed responses to enquiries can result in lost opportunities.

Digital dynamism and visibility are crucial for streamlining and automating booking processes and tracking marketing ROI and occupancy trends to help you see how to thrive.

Real-time space availability and online sales

Say goodbye to long email exchanges with members.

Nexudus displays your resource availability in real-time, both on your own website and across the coworking aggregator platforms you’ve signed up to. That means a prospective member browsing your offices, hot desks, meeting rooms or event spaces can book at the click of a button instead of having to manually enquire and wait for a response.

Built-in CRM for streamlined lead management

As soon as a prospect makes an enquiry, whether through your website, an aggregator or social media, their information flows into Nexudus’ CRM pipeline.

Tracking leads is easy: standardisation helps ensure nobody slips through the net, while having the same lead management process across your locations makes it easier for those managing resources and members across multiple sites.

Automated nurture workflows

When a prospect enters your CRM pipeline, you can use tagging to segment them according to different variables, such as their business type, location or office type (e.g. hot desk or private office). Nexudus can automate your lead nurturing email campaigns to keep prospects engaged and, ideally, shorten the sales cycle.

Example in action

A prospect visits your website and requests a tour of your London coworking space because they’re interested in a hot-desking membership. Nexudus tags the prospect as a hot desk – London, and they are automatically routed to the right pipeline in the CRM. A lead nurture email campaign workflow is enacted without manual input.

• They receive a welcome email within seconds of making the enquiry
• In a few hours, they receive photos of the space, a member testimonial, and a link to book a day and time for their tour
• If they don’t book a tour within 24 hours, they receive an automated reminder

Following the tour, they enter another pipeline and receive pricing plans, an offer, and a case study about how one business started with a hot desk and then scaled to a 10-person office.

Of course, this is just one example. You’re in control of your workflows and pipelines and ultimately decide who receives which content, and when.

Marketing intelligence and conversion analytics

Analytics are so powerful, and with Nexudus, they link with your CRM. At a glance, you can see which channels are driving most conversions and start to identify patterns in prospect behaviour. This makes budgeting easier, and enables you to focus more intently (and allocate more budget to) high-performing channels and reassess underperforming ones.

Turning members into advocates

Cultivating a sense of belonging is key when it comes to reducing member churn. It’s what makes an office environment a community – your coworking space’s biggest asset – rather than a transactional space. But while the community aspect of running a coworking space can often feel effortless, it doesn’t happen purely organically.

As your community grows, community building and engagement can become more complex and time-consuming. There are email campaigns to juggle, as well as welcoming new members, promoting events and gathering feedback. Fostering belonging requires intention and technology, the right systems that can automate and scale in real-time, while retaining an authentic communication style.

Let’s take a look at them.

Real-time communication and digital community spaces

Most members want to feel connected to your community wherever they are, and this can be facilitated through Nexudus’ Community Feed and Member App, both of which centralise communication and enable members to contact each other. Members can message, share work opportunities, join discussion threads and offer peer support, transforming your coworking space into a digital community, as well as a physical one.

Seamless event management and billing

Events are the lifeblood of your coworking community. From ‘brunch Mondays’ to social Fridays, they’re what make travelling to the office a worthwhile endeavour.

With Nexudus’ Events module, it’s easy to create, sell tickets and manage events, while tracking attendance and payments. Members can RSVP from the Member App and receive reminders in the run-up.. That means you can run engaging events to your heart’s content without the burden of admin.

Targeted announcements and email newsletters

Newsletters are a great way to keep members informed and entertained. Crafting, delivering and tracking email newsletters and announcements is easy with Nexudus’ Announcements and Newsletter tools. You can share key updates about your space and segment data to ensure the right messages reach the right people.

Here’s an example

You run a coworking brand with three locations and are introducing different wellness initiatives across the sites. In Nexudus, you create a single newsletter that populates with content unique to the members in each location.

Location A receives information about mediation sessions, Location B receives information about yoga classes, and Location C receives information about a lunchtime running club. Every location receives the same Member in the Spotlight feature, as well as useful content relevant to running a small business.

The email is scheduled to be sent on Tuesday morning, and engagement is tracked in real-time. Members can RSVP to the wellness sessions via email or in their Member App. As an operator, you can track which location and event type has the most signups and adjust your approach accordingly.

Member feedback and support tracking

Welcoming and responding to feedback shows that you care and are willing to listen and evolve. It’s also a key ingredient to member retention. Nexudus’ Feedback and Help Desk tools allow members to submit questions, suggestions and requests, while operators see the query pipeline to ensure issues are resolved speedily.

Managing space and resources

Success hinges not just on the quality of your amenities, but on how well they’re managed.

Every square foot should and can bring value.

Booking conflicts can irritate your members and your team, while empty resources (unbooked meeting rooms on a Friday or those hot desks that nobody seems to want to sit at) result in lost revenue opportunities. Availability, demand, flexibility and control – it’s a delicate balance!

Nexudus has all the tools required to run your space smoothly and iterate until it’s right.

Real-time bookings with integrated payment logic

Members can book meeting rooms and reserve desks in real time, and in-built payment logic (credit-based or paid) enables you to monetise your resources effectively while offering flexibility to members. Double bookings become a thing of the past, and your team’s time is freed up to focus on more creative, human-input tasks.

Dynamic pricing for peak hours

Dynamic pricing is used across a range of industries to bolster profit, and Nexudus can support it too. This means your prices are tweaked according to demand or the day/ time. High-demand resources during peak hours can be priced higher, while low-demand, off-peak ones can be discounted, allowing you to balance occupancy and profitability.

Automated access control

Nexudus integrates with access control systems such as SALTO KS, Parakey, Kisi, Brivo, Paxton, and Doordeck. Access is granted automatically in line with bookings, and members can gain access to the relevant areas based on their membership type or reservation status.

This helps keep unauthorised access to a minimum.

Nexudus customer FuseBox told us how automating check‑in and resource control freed up their lean team to focus on member support rather than door cards and manual scheduling.

Inventory management across locations

You can track your inventory items using Nexudus, too. From AV equipment to podcast recording gear, you can see where your items are on any given day – and which are available. Keeping track in this way can prevent items from going missing and ensure members have everything they need to run a thriving business.

Dashboards and utilisation analytics

Leverage Analytics to understand how your workspace is performing logistically and financially. Identify which locations, desks and resources are performing well or underperforming, and adjust your floor plan and pricing accordingly.

It’s about making data-informed decisions and maximising what you have.

At Impact Hub King’s Cross, reporting functions give the operations team clarity on how space and resources are used, ultimately driving more strategic decisions about resource allocation and planning.

Automating the everyday

If it happens more than once, it can probably be automated.

Coworking management used to involve carrying out a lot of repetitive tasks, from processing payments and sending email reminders to tracking member deliveries. Opportunities for errors abounded, and to put it simply, the whole thing was a time sink.

But Nexudus’ automation and workflow tools remove the manual aspect, ensuring a consistent and accurate service for all members across all your locations. Automation means your team can focus on what matters most – building community and driving growth.

Here’s what you can achieve with Nexudus supporting you:

Note: workflows can be replicated across sites, ensuring consistent processes and service standards no matter how fast you scale.

• Automated renewals, reminders and follow-ups that improve member engagement and reduce late payments.
• Automated task triggers for operational efficiency, including new sign-ups and late payments, ensuring nothing goes unchecked.
• Delivery management with NexDelivery, which records incoming packages or shared deliveries and keeps members informed of their arrival.
• In-person payments made easy with NexKiosk, allowing members to pay on-site seamlessly (reducing queues and admin load).
• APIs and Zapier for custom automations connecting to HR, Slack, or BI tools.

Here’s an example

A growing coworking operator with a dozen locations transitioned to automated reminders and workflows, reducing manual follow-ups by 80%. Invoices are always processed on time, and members receive automatic reminders, which drives down late payments.

The operator’s employees are also happier because they can now spend more time on high-value interactions, partnerships and events planning.

Operational legal, compliance, and security

Every coworking operator understands the importance of compliance and security. Legal requirements for data privacy and audits are continuously evolving, but manual management can be risky.

Nexudus can automate, record and store legal, compliance and security responsibilities, enabling you to stay secure, compliant and confident.
You can store all your digital policies and membership agreements in one place, with a time stamp added to signatures. Secured safely (tick). Easily exportable (tick). After all, having a clear paper trail is important in case any disputes or disruptions occur.

Data protection is also crucial, which is why Nexudus includes GDPR-informed consent fields and settings that allow you to control how and for how long information is stored. So, if required, you can demonstrate your proactiveness around data privacy.

As a coworking operator, you need to be super hot on GDPR and data privacy in general. You’re dealing with large amounts of member and visitor data day in, day out. Failing to comply with data privacy regulations can result in severe financial penalties.

Security in the real world is just as important, of course. With Nexudus, you can easily track member and visitor access logs, giving you a clear picture of who’s in your space and when. Again, you can export these logs if you need to carry out audits for reviews, without having to dedicate extra working hours to the cause.

You can also keep your insurance, fire safety, accessibility and other regulatory documents in one place: your Nexudus CRM.

Measuring member experience and retention

Without clear data insights, it can be hard for operators, especially those running multiple sites, to understand what’s driving member satisfaction and churn across locations. Patterns that can impact member churn remain buried under fragmented and inconsistent data sets.

Nexudus is all about unifying insights into how your space is used and where you need to focus your attention to become more resilient.

Real-time reporting on KPIs

Our reporting dashboards are built to provide a clear picture of your operational health (and member engagement). You can investigate member churn and member engagement across all locations in one all-purpose platform. Identifying success and areas for improvement, and benchmarking your performance across locations, is easy.

Early detection of at-risk members

Intervene at the earliest opportunity, and a member is less likely to leave.
With Nexudus, we make it easy to spot the early signs of a potential churn, whether it’s reduced bookings or unpaid invoices. These insights enable you to intervene and re-engage individuals before it’s too late, making for a long-term, more connected member body.

Export KPIs to business intelligence tools

Inbuilt integrations let your data flow from Nexudus into your other business intelligence tools, and vice versa. So, your finance, marketing and operational teams can retain full visibility without having to transfer data from one source to another.

Unified view of access, booking, and billing data

One source of truth. That’s what Nexudus provides with access logs, booking activity and billing records. So instead of switching between systems, your dashboard tells the whole story. (In a visual, easy-to-digest way – without cutting corners).

Your central command centre

Most operators start with half a dozen tools.

Spreadsheets for bookings, Mailchimp for emails, Stripe for payments, Eventbrite for tickets.

Before long, data is scattered and reporting’s a nightmare.

As this guide demonstrates, Nexudus brings everything together with one login, one dashboard, and one source of truth.

With Nexudus, you can

• Run memberships, payments, and bookings from the same place
• Offer a white-label web portal and mobile app
• Integrate with access control, CRMs, and accounting tools
• See unified reports for every department and every site

Operators who consolidate systems save hours each week and gain cleaner insights into profitability. The user case studies from FuseBox, Impact Hub King’s Cross, and the other customer stories we’ve heard speak volumes.

As Impact Hub Madrid puts it, “For us, Nexudus is a fundamental tool. We could do without several others, but it would be difficult to do without this one.”

Ultimately, running a coworking space means mastering dozens of moving parts – but with Nexudus, they all click together. You get automation where it matters, analytics that make sense, and one dashboard that keeps everything connected.

From finance to community, from bookings to access, Nexudus is how modern operators keep their spaces running smoothly and profitably.