Need to Make Smarter Decisions? Your Guide to Coworking Analytics Software

The best coworking brands are supported by coworking analytics software. A quick #coworking browse on Instagram reveals hundreds of stylish workspace ecosystems where top tier amenities, well-designed floor plans and great minds come together to thrive.

But every coworking operator knows that keeping multiple plates (or rather, spaces) spinning requires more than luck and intuition. Long-term success hinges on access to clear insights— and that’s where coworking analytics come in.

Coworking analytics, delivered in an accessible and actionable format, enable you to optimise both your physical workspaces and the member experience. The result is always smarter, future-proof decision-making.

Coworking analytics help single-space operators to thrive in the long term. But they’re also super important for scaling operators managing multiple locations. Data transparency creates visibility across all locations, allowing you to compare and view metrics in a single, unified view. In this article, we’ll dive into how to ensure every location can reach its potential.

Why data is a critical lever for coworking growth

Before coworking software started leveraging data to provide insights (for Nexudus, this came in the early 2020s, in the form of our Trends and Insights module), coworking operators relied on anecdotal insights and intuition when configuring their coworking spaces.

While there will always be a place for that all-important intuition, smart operators also prioritise data-led decision making, which provides clarity and an ever-increasing degree of granular nuance.

Here are three key elements analytics can provide a clear picture of, giving you the information you need to refine and grow your operations.

Desk utilisation

Your coworking analytics software can identify how often desks are used, highlighting which resources are in-demand and which are underbooked.

Peak hours

Seeing which hours and days are busiest can help you staff and market appropriately, and you can compare this data across your portfolio of spaces.

Churn prediction

Use analytics to identify members at risk of leaving (reduced booking activity is a potential red flag), and re-engage them before it’s too late.

The data that matters most for flexible spaces

Every square foot of your coworking space has value—if it’s utilised effectively.

Having data at your fingertips helps you understand how your space performs and identify areas for change. Here are four data categories you’ll find most useful. Each acts as an essential tool for growth, allowing you to build stronger relationships and drive ROI.

1. Space usage reports: These reports share information on how individual desks, private offices, and coworking areas are utilised. You can use this occupancy trend information to make decisions about onward investment and reconfiguration/ layout.
2. Booking heatmaps: Heatmaps paint a picture of where demand is high and where it’s waning. Using this data, you might decide to adjust where you deploy your team, or extend access hours to certain resources. You may also consider introducing dynamic pricing for offices, hot desks or meeting rooms to better match demand.
3. Revenue by zone, resource, or desk: Revenue analytics show you where your income is coming from, helping you identify which reprices are driving the business and which are underperforming. You might decide to invest in your most lucrative areas, and think about how you can use marketing to increase revenue in weaker areas.
4. Churn insights: Again, intervening early can prevent churn. By tracking check-ins, bookings and payment activity (a reduction in these can signal a potential churn), analytics can help you pinpoint members who might be thinking of leaving.

Smart operators aren’t just tracking — they’re automating

Data tracking and automation go hand-in-hand. After all, the aim is to work smarter by reducing your team’s workload (so say farewell to spreadsheets).

When it comes to coworking management software, analytics and automation work in sync, acting on insights in real time.

Here are some of the ways analytics can work in tandem with automation to make your coworking space work better and smarter:

Smart notifications

Automation can deliver timely ‘nudges’ based on data insights. If, for example, one of your meeting rooms is the subject of constant ‘no shows’, your coworking management software can suggest a change in booking policy. If your meeting rooms are busy on a Monday morning, your software can automate emails to members offering discounts on meeting rooms at off-peak times.

AI-driven analytics

Your analytics tool is a strategic decision-making partner. Using machine learning, it can automatically suggest optimised pricing tiers, predict when areas will reach full capacity and suggest changes to your layout based on long-term trend tracking. Whether you decide to ‘action’ any suggestions is totally up to you!

Churn prediction

Automation can work wonders for member retention too. If analytics spots a decline in check-ins or a late payments from members, your coworking software can automate email reminders or send out bespoke offers to re-engage members at risk of churning.

Workflow in action: analytics that actually help your team

In Nexudus, you can link your access control system with the usage reports and heatmaps mentioned earlier, allowing you to track member footfall in your space through key card access. In other words, check-ins (and outs) form part of your occupancy and usage analytics.

Nexudus customer Impact Hub King’s Cross links its access data to usage reports, enabling them to track member behaviour, and grant and revoke access according to the type of plan each individual signs up for. They don’t need to use spreadsheets—Nexudus consolidates data from bookings, access control, payments, and memberships into a single dashboard, and Impact Hub uses this to inform decisions on space use, revenue, and member retention.

FuseBox has also replaced manual reports with integrated analytics using Nexudus, which has significantly reduced time spent on juggling admin and inaccuracies. Before Nexudus, they used Google Forms to track memberships and Google Sheets for billing, and their accountant had to chase late payments. Now, their coworking CRM does the hard work for them.

When they want to analyse data, track trends, or identify pain points, they just log in and navigate to the Trends dashboard.

App-first member experience: the missing integration layer

Today’s coworking members want an app-first experience; the ability to book, communicate and interact with your coworking space using their smart devices.

London-based tech coworking operator Level39 required coworking software with APIs that could integrate their existing systems to deliver analytics in a unified, easy-to-navigate format.

Nexudus unified everything under one roof, from digital member management and finance to resource management and email marketing. Staff can access ‘cleaner data’, and tracking and reporting provides a window into what’s happening on every floor of the workspace.

Automation is proving useful in terms of member engagement. The operator has set up automated workflows in Nexudus based on where a member is in the pipeline. For instance, members automatically receive an onboarding email when their membership is activated.

Is your data helping with key decisions?

Ultimately, analytics is about turning insights and statistics into strategic decisions that improve the member experience and drive ROI. If you answer ‘no’ to any of these questions, it’s time to start making your data work smarter for your team.

• Do you know which resources are underutilised, and why?
• Can you easily see your revenue breakdown by space type, resource or location?
• Are you tracking peak hours and adjusting your pricing or staffing accordingly?
• Are you notified when members are disengaging or at risk of churning?
• Do you use occupancy data to inform layout and growth plans?
• Does your pricing reflect demand?
• Are your data reports automated and updated in real-time?