Automating the Everyday: Make Your Space Smarter

Coworking automation is transformative.

Running a coworking space is a juggling exercise. From managing memberships and billing to facilitating check-ins and running events, even the calmest people can feel the pressure.

Coworking managers and operators find themselves wading through manual tasks that can easily be outsourced to coworking automation. When we automate the everyday, we have more time to spend on important human touch points that add value.

In other words, Coworking systems and integrations streamline your bookings and payments, automate your marketing efforts and run essential day-to-day functions like lighting and climate control.

That means no more wasted hours on manual check-ins, no more money spent heating and lighting empty spaces, and no more time lost chasing late payments. Instead, you can pour more energy into cultivating community and developing differentiating experiences.

Automating coworking operations isn’t about replacing the human touch. It’s there to enhance and amplify it.

Here’s how.

The everyday gruel of manual operations

Getting a coworking venture off the ground is challenging and running one is the same. The challenges aren’t always the big things either. They can be the little, repetitive gripes that wear you down over time, disrupting your focus. Like a light left on in a meeting room all afternoon when no-one’s there, burning through energy and money.

For some coworking managers, it’s the time spent tied to the front desk handling check-ins and monitoring bookings instead of supporting the community in meaningful ways and thinking of creative ideas for sustainability and growth.

For others, it’s the annoying building issues: HVAC systems left on all night to heat unused spaces; the coffee machine that’s broken down because nobody had time to maintain it. Every process that requires manual input inevitably leads to delays and frustration.

Then there’s the meeting room – the best one in the building – that keeps getting double booked, forcing you to act as the mediator between disgruntled members. (Who booked it first? How do I make sure there’s fair access? Will it happen again?).

While these frustrations might seem small, together they can create a noise that drowns out productivity. The answer: smart automation that quietly and conscientiously runs the show.

How automation solves real coworking problems

Where there’s a manual pain point…there’s a smart tool to heal it.

Smart coworking automation takes those time-consuming, finicky tasks off your hands.
It’s the technology that executes tasks automatically, from simple, repetitive ones to those requiring more thought (and that’s where AI comes in).

Let’s take a look at what can change.

Integrations for full-stack automated coworking

Integrations are the keys that unlock automation. They’re what connect your coworking space’s systems to Nexudus, to get them talking to each other in the form of data that flows back and forth. It means you can control everything from one place: your Nexudus dashboard.

Here are some of the handiest coworking tools Nexudus integrates with.

Smart access with digital keys

When someone signs up for a membership or books a meeting room, they’re granted access to the relevant areas of the space. They can use their smartphone as a digital key by tapping on a lock or scanning a QR code at the point of entry.

Tour booking through Calendly

You prospective members can schedule tours of your space at their convenience, according to the times slots you set. It’s a much smoother experience for everyone, with both applications sending detailed notifications to all parties.

Smart building sensors for optimising in real-time

Nexudus connects with leading smart-building sensors, including Pressac, Terabee and Disruptive Technologies, to give you live data on occupancy, energy use and environmental conditions. You can see how your space is used, how comfortable it is and where resources are being consumed, all from your Nexudus dashboard.

Track people flow, temperature, humidity, door status and energy metrics automatically. Accurate, real-time data helps you manage capacity, improve comfort, cut waste and understand how members actually use your space. All sensor data is logged automatically, making reporting and trend analysis simple.

If your building has smart HVAC, lighting or energy controls, this sensor data can also trigger automated actions like reducing HVAC in empty rooms, switching off lights or sending alerts when conditions fall outside comfort ranges.

You can even automate coffee

TopBrewer is Scanomat’s connected, self-serve coffee system. When linked to Nexudus, drink orders are added directly to the member’s account, making it easy to track usage and charge for consumption.

Members select and customise their drink on the integrated iPad, scan their Nexudus QR code and collect their coffee a few seconds later.  All purchases are logged automatically in Nexudus and appear on the member’s next invoice.

Print, scan and copy automation

Nexudus supports both server-based and cloud-based printing, giving operators flexibility in how they manage and bill for printing, scanning and copying. Whether you use a local print server or prefer a fully cloud-based setup, members can print from their own devices and have usage automatically added to their Nexudus account.

With server-based solutions like PaperCut, you can track printing, scanning and copying through your existing print server and access environmental reporting tools. Cloud-based platforms like ezeep Blue let members print without installing drivers and support a wide range of devices, including mobile.

All approaches allow you to set prices, allocate credits and see all print activity in Nexudus without manual admin.

Automated access to Wi-Fi and networks

A range of network providers give control over Wi-Fi access and automate check-ins based on a member’s booking, pass or contract. These integrations ensure only active customers can get online, helping you maintain secure, member-only internet access and reducing the risk of unauthorised use.

Members simply log in to your Wi-Fi using their Nexudus credentials. Depending on the provider you choose, connecting to the network can also check users in and out automatically, track how long they’ve been on site and deduct time from day or week passes. Operators can customise captive portals, manage user access, and monitor usage—all from within Nexudus.

Whether you use a RADIUS server, a router-based setup like MikroTik, a managed network provider such as technologywithin or Isofy, or cloud-managed Wi-Fi like Cisco Meraki, the core benefits remain the same: controlled access, contactless check-ins and clearer insight into how your space is used.

Live calendar, video and room displays

Nexudus connects with leading tools for scheduling, video conferencing and room displays to make bookings easier for your members and simpler to manage across your workspace. These integrations help you avoid double-bookings, keep calendars in sync, add video links automatically and show live room availability on displays outside meeting spaces.

Members can link their Google or Outlook/Office 365 calendars, book resources from their preferred calendar app, or join meetings through Zoom, Jitsi or Microsoft Teams. Room display devices such as Tapirx and Humly stay in sync with Nexudus, showing current bookings, upcoming reservations and allowing quick on-the-spot bookings via QR code.

Together, these integrations support smoother scheduling, clearer room availability and a more connected booking experience across your workspace.

Putting accounting and invoicing on auto

You can export invoices from Nexudus directly into various accounting systems, keep records aligned and simplify end-of-month processes.

Whether you use Xero or QuickBooks Online, you can sync invoices and manage your workspace finances in the tools your team already works with. For regions using SAF-T standards, Moloni helps format Nexudus invoices for easy submission to tax authorities or auditors.

These integrations swipe away admin, improve accuracy and keep your financial workflow consistent across platforms.

Daily payments that run on their own

Online payment providers like Stripe, GoCardless, PayPal, Authorize.net and Spreedly let members settle invoices automatically using cards, direct debit or digital wallets. For on-site purchases, systems such as Square POS and Tevalis connect to the NexKiosk app to handle walk-up transactions at reception or in shared areas.

Together, these integrations help you automate the payments your space relies on every day, reduce admin for your team and give members flexible, reliable ways to pay.

Two-way syncs for HubSpot users

The Nexudus + HubSpot two-way integration keeps your workspace data and CRM activity aligned without manual updates. Once connected, contacts, companies, teams and key activity sync automatically between both platforms, so your sales, marketing and operations teams always work from the same information.

You control which records sync and how fields map, and updates made in one system appear in the other within minutes. HubSpot-only items like pipelines and deals stay editable in HubSpot but remain visible and up to date in Nexudus. It’s a simple way to keep customer data consistent and reduce day-to-day admin across your workspace.

Efficient experience is the payoff of a smart space

The transformative power of automation is most evident in the real-world results: a smoother member and operational experience.
Coworking automation isn’t about gadgets; it’s about creating spaces that provide the tools people need to operate independently, so you can focus on what really matters: the coworking experiences that make your workspace a thriving, successful community.

When doors unlock easily (and safely), invoices are delivered on time, and coffee flows uninterrupted, members are free to focus on their work without worrying about the infrastructure that holds everything together.

Automation isn’t meant to replace human interaction – it’s just another tech-enabled layer that allows you to invest more time and effort into cultivating community and designing the coworking experience to be as creative and collaborative as possible.

The next step is easy: think about your coworking space through the gaze of the member experience. What are the repetitive tasks that demotivate your team? Can you outsource these to automation? When your infrastructure runs itself, you’re free to run the show.