Coworking Software Integrations Matter More than Ever: Here’s Why

What are integrations and APIs in coworking software?

Integrations and APIs are the technologies that work together to connect your workspace systems, from your access control to your meeting room bookings. They are the connectors that facilitate the sharing of data. It’s about streamlining operations and enabling automation — so you, the operator, can focus on your people and strategy. 

API stands for Application Programming Interface. Think of it as the language that allows your different systems to communicate with each other. 

Native integrations are the ‘ready-to-go’ connections between software systems, so you can hit the ground running straightaway. Coworking API flexibility enables developers to customise integrations and create bespoke workflows for operators. These offer more control, however they require more technical knowhow, as well as ongoing maintenance. 

Here’s an example:

Your coworking space’s CRM has a native integration that enables it to communicate seamlessly with your Salto KS access control system and Stripe payments system. When a new member signs up and pays, your CRM updates their profile and their Salto KS access is granted. If the member doesn’t pay or their membership is cancelled, their access is revoked.

Needle-moving integrations 

Coworking integrations work smarter so you can work less. (Or rather, focus on building a better coworking experience for members). On a micro level, it’s about reducing the need for human intervention when it comes to manual admin tasks. With the macro in mind, it’s about scalability, and giving you the tools to run more profitable spaces. 

If you’re looking for coworking management software, remember to check for flexible integrations. Here are some of the key tools that can be connected through flexible integrations to create a cohesive coworking experience and tech ecosystem: 

1. Billing and accounting
   Integrate your billing and accounting tools, such as Xero, QuickBooks, or Stripe to automate your invoice, payment tracking and financial reporting. Streamlined financial management helps pave the way for healthy cash flow, and there’s less opportunity for errors.
2. Access control and check-in
   Coworking management software systems like Nexudus connect to access systems such as Salto KS, Kisi and Brivo. This integration lets you automate access based on the individual’s membership plan or payment status. Real-time, self-service access enhances both security and the member experience.
3. CRM and email marketing
   This is an important one for your marketing or comms specialist/ team. If your CRM connects to marketing tools like HubSpot or Mailchimp, it’s easy to automate communication. Because the data from your CRM syncs with the email platform, you can easily segment audiences and trigger personalised campaigns.
4. IoT devices
   The best coworking software can integrate with your smart lighting, climate control and occupancy sensors. Adjustments are automated and informed by real-time data, helping to create a comfortable and responsive coworking environment.
   
   
5. Analytics and reporting
   Crucially, coworking management software can integrate with analytics tools, providing you with an overview of (or deep dive into) your key metrics around revenue, occupancy, resource utilisation and marketing engagement. You’ll soon be able to identify trends and make more informed decisions about every aspect of your space.

How automation + integration unlock operational scale

Automation: let’s break it down even further.

Coworking integrations pave the way for automation; once an integration is in place, automation kicks in by enabling an action in one tool to trigger a response in another. Just like that — without you needing to hit ‘go’ every time. Of course, you still have ultimate control over the workflows and can control this through your admin permissions. 

Here are a few examples:

Task: Access control
Integration: Coworking software and access control system
Automation: When a member joins or books a resource, they’re automatically given access to the correct areas at the correct times. 

Task: Billing  and payments
Integration: Coworking software, accounting tool and payment gateway
Automation: Invoices are automatically generated and sent; payments are updated or reconciled without human intervention. 

Task: Member onboarding
Integration: Coworking software, digital forms, email and comms (e.g. Slack)
Automation: New members receive a welcome email, Slack invite, Wi-Fi details.

Integration and automation facilitates real-time data flow between sources; this data is consolidated to paint a comprehensive, up-to-date picture of the task at hand, whether it’s a meeting room booking, a new member sign-up or an invoice payment. 

The information is stored and you can access it in a user-friendly format for reporting.

Growing your space with automated workflows

Based in Michigan US, Cahoots is just one example of a coworking space that utilises integrations every day. Before upgrading to Nexudus, which has a suite of inbuilt integrations, they struggled to manage their billings and meeting room reservations. 

Since the switch, Cahoots’ MD says members are now able to experience ‘that high-end premium effect,’ and credits Nexudus with helping them ‘achieve that with the white-labelled app and its integrations; whether its beacon check-ins, notifications, or calendar reminders.’

Here’s how the meeting room booking integration works:

• The member books a room through their member app or desktop login
• The system checks availability in real-time and the booking is added to the calendar (it’s visible to staff and members)
• The member receives an automatic booking confirmation 
• The access control system grants the member room access at their allotted time

Cahoots also like the ease at which members are onboarded. 

When a member signs up by filling out a form (or staff adding them), their data is stored in the coworking management system. Integrations allow this data to flow to communication tools, access control systems and billing software. In line with their membership level, they’re granted resource (e.g. meeting room) booking capabilities,Wi-Fi access, printing credits, etc., and an automated welcome email can be pinged over with no manual setup required. 

App-first member experience: the missing integration layer

Integrations are great in and of themselves. 

But they’re useless if nobody knows how to make the most of their functionality. 

That’s why UX (user experience) is so important  — not just for admins, but members too. Members want seamless, app-first booking experiences; and to do this they should be able to interact with your digital systems intuitively. 

Good integration UX means members don’t have to log on to numerous platforms or repeat information in order to carry out a simple task like booking a meeting room. Everything works seamlessly behind the scenes; they receive notifications and are granted access to the relevant resources automatically because the integration is well-designed and scalable.

Ultimately, you want them to take the system for granted. 

Good integration UX empowers members to take control of their coworking experience by managing their own profile and payments, bookings and reservations. This saves time for both the member and staff, creating a frictionless, faff-free experience for all. 

Look for a coworking app that prioritises simplicity and clear navigation in its design. Put yourself in a members’ shoes. What would you want? Quick access to key workflows with as few steps as possible, mobile responsiveness and real-time updates, at a guess!

Is your tech stack helping or holding you back?

Here are five key signs your coworking software stack is disconnected:

1. You’ve got data silos everywhere — You need to repeat information across platforms.
2. You’ve got duplicate or conflicting data — Information about members or bookings isn’t always the same across platforms.
3. Delayed or missing communication — Members don’t always receive updates.
4. Inefficient workflows — Everything takes longer than it needs to.
5. Frustrated team and members — People are confused about processes and the inconsistencies that arise.

Your tech stack is holding you back if you’re grappling with data silos, have mismatched data, communication problems, tricky workflows and frustrated people. 

But all is not lost — if you’re feeling overwhelmed or if your current system can’t scale, upgrading to an all-in-one coworking platform with native or flexible integrations could transform everything. Is it time to test out some demos?