10 things to consider before choosing coworking space management software

10 things to consider before choosing coworking space management software

Effective coworking management requires an abundance of drive, tip top organisational skills – and the right coworking software. But with various options to choose from, how do you make sure you select the best software solution for your business?

To help kickstart your journey to choosing the perfect flexible workspace tool for your venture, we’ve pulled together a list of questions. Once you’ve had time to consider them and can provide answers to all ten, you’ll be one step closer to implementation! 

Here goes:

1. Which employees do you want to cater to?

One of the first things to think about is who’s going to be using your software. The two roles that spring to mind initially are the Community Manager and the Operations Manager.

Arguably, these employees are going to be using the coworking software the most, but what about other employees, such as the Finance Director? At Nexudus, we offer role-specific training in our software so that every employee can get the most out of their experience. 

2. Do you want your coworking software to be customisable?

What do you want your coworking software to look like?

If you want the front end to look like your own brand, opt for a white label solution. This way, you can add your own text, images and branding. Nexudus’ open source software even enables you to use your own domain name, so it feels like an extension of your website.  

3. Should it integrate with your other software solutions?

If you’re already using flexible workspace tools – like accounting software and an access control system – to run aspects of your workspace, you’ll want your coworking management software to integrate with them. As the saying goes, ‘if it ain’t broke, don’t fix it!”

Nexudus integrates with a wide range of flexible workspace systems, including:

  • Access control

  • Accounting systems

  • Payment facilitators

  • Print management

  • WiFi networks

  • Check-in systems

  • Single Sign-On (SSO)

  • Meeting booking and scheduling

  • Building management

  • Visitor management

  • Marketplaces

  • Reporting and Big Data 

4. Are you opening a new coworking space?

If you’re opening a brand new coworking space, your software should enable you to hit the ground running, and implementation needs to keep up with your timelines. On the other hand, if you’re moving from one software system to a better one, make sure your new vendor can facilitate the secure transfer of your data. 

5. Are you looking for a lifelong coworking software solution?

When choosing software for your flexible workspace, always keep longevity in mind. Take a look at vendors’ websites. Are they constantly evolving their software in line with technological advancements and the changing needs of the coworking sector? 

At Nexudus, we’re always finding ways to improve our offering. Earlier this year, for instance, we released our Trends and Insights Dashboard; a new feature that leverages data and AI to help workspace managers make informed decisions on how best to run their workspace.

6. What functions do you want it to perform?

Every workspace is different. Some will utilise all the features of their software, whereas others will rely on a handful. However, this can also change over time. With this in mind,pick software that provides you with the full suite of features at your fingertips. 

Here are some must-have functions:

  • CRM functionality

  • Billing/payment features 

  • Integrations

  • Membership plans

  • Reporting

  • Members’ portal and app

  • Scheduling and desk/meeting room booking

  • Messaging

  • Member database

  • Marketing, including newsletters 

7. What are your members looking for?

Don’t forget to think about what your members want. If you’re unsure – ask them! When it comes to members, one of Nexudus’ most useful features is the Members’ Directory: it enables members to find other members so they can communicate and collaborate. 

Here are a few things you want members to be able to do through your coworking software’s member portal and members app:

  • Book meeting rooms

  • Reserve hotdesks

  • Book events

  • Check-in

  • Unlock doors 

  • Access the network

  • Access the help-desk

  • Access virtual rooms

8. Are you looking to manage a virtual community?

Since Covid-19, virtual coworking communities have been gaining traction. 

The coworking software you opt for needs to be able to facilitate communication between you and your members. You should be able to use your software to publish news on your blog, send messages to members and deliver segmented newsletters campaigns.

9. Do you want to translate into different languages?

If your employees and members don’t use English to communicate, you’ll want your coworking software to be able to ‘speak’ in a different language. 

Fortunately, Nexudus is available in different languages. The ability to translate into different languages was a huge bonus for Chillispaces, a flexible workspace network in Poland. 

Chillispaces’ members use the Polish version of the Member's Portal and Passport App, making it more inclusive and easier to navigate. What’s more, employees can "always talk to someone from Poland to get advice on how to use the software and its functionality”. 

10. Do you want to demo coworking software first?

It’s always best to try before you buy, so consider demo-ing software systems before you make a decision. If you’re interested in receiving a live demo from Nexudus, simply email our sales team at sales@nexudus.com or submit our form and we’ll contact you shortly!


Subscribe to receive our latest content and news directly to your inbox

Related stories

  • How to add value to your community without breaking the bank

    How to add value to your community without breaking the bank

    For coworking and flexible workspace operators, adding value to the community is a major key to success. At a time when costs are rising at unprecedented rates, how can you add this value without breaking the bank? Well, Marc Navarro is here to let us know...

  • What are the benefits for employees in a coworking space?

    What are the benefits for employees in a coworking space?

    We all know the world of work has changed dramatically in the past few years, and that coworking spaces are well placed to benefit from these changes. This article goes through what our industry has to offer potential clients, ensuring you can take advantage of these opportunities.

  • Coworking Spaces: Do they need to have a vision behind them?

    Coworking Spaces: Do they need to have a vision behind them?

    When one looks at various coworking spaces in the sector, how often do you see their marketing focus on a grand vision? It can lead you to think it is a requirement of any workspace wanting to stand out from the crowd. Well, this is the question we look to answer today - how important is it really to have a "vision" for your coworking or flexible workspace?

  • What is the coworking capital of the world?

    What is the coworking capital of the world?

    Coworking has been on the rise for years now, which comes as no surprise to those of us in the industry. It can be useful sometimes to stop and take stock of where exactly the industry is at - so read this article to discover the world's top coworking cities.

  • Putting together the best team to run your workspace

    Putting together the best team to run your workspace

    At the heart of any successful coworking or flexible workspace is a top class operational team, but how you go about putting that team together can be a difficult task. This article goes through all the key steps involved in recruiting you workspace's dream team.

  • Coworking trends to look out for in 2023

    Coworking trends to look out for in 2023

    As we make our way to the end of the year, the trends that look set to take hold in 2023 are becoming more clear. Take a look at this article to see for yourself some of the issues that may well be influential in the coworking and flexible workspace market next year.

  • Coworking management system – are you ready to transform your workspace?

    Coworking management system – are you ready to transform your workspace?

    Being able to automate daily tasks can really transform the way your workspace runs. In this article we take a look at how revolutionary a good workspace management software can be for operators.

  • What is coworking software and what can it do?

    What is coworking software and what can it do?

    For those new to the coworking and flex workspace industry, getting to grips with managing a busy and growing workspace can be a difficult task. Fortunately, coworking software like Nexudus can automate many essential daily tasks, making life much easier for operators.

  • Webinar: Protecting your Nexudus account with User Roles & 2FA

    Webinar: Protecting your Nexudus account with User Roles & 2FA

    We have another free webinar coming your way next week, and this one is all about how you can ensure your Nexudus account is as secure as possible.

  • How coworking and flex workspaces can cope with inflation

    How coworking and flex workspaces can cope with inflation

    As the world continues to grapple with a wide range of issues, the inflation that much of the world is experiencing is a particular concern to the coworking and flex workspace industry. Read this article for Marc Navarro's insights into how coworking and flex workspaces can cope with rising inflation.