You're in the middle of setting up for an event—the kind where you’re trying to make sure the projector works and that the right snacks are out—and then someone walks up, asking about a booking change. And you suddenly remember you haven’t sent that invoice you promised. Sound familiar?
It's not just the busy-ness, it's the constant switching, the mental juggling. One minute you're dealing with tech, the next it's bookings, then invoices, then member requests. It's like your brain has a bunch of tabs open, and they're all playing different, loud videos at once. It's exhausting, and honestly, it's probably costing you time and maybe even members.
But what if all those tabs could be consolidated? What if you had one place, just one, where you could see everything, manage everything, and actually breathe a little? Turns out, it's not a fantasy. It's possible.
Why "one app" actually works
Why does having everything in one app actually work? It's not some magic bullet, it's just plain common sense.
1. Less Switching, More Sanity
First off, think about your brain for a second. How many times a day do you have to switch between email, spreadsheets, and those little sticky notes that somehow always get lost? It's like your brain is constantly changing gears, and that's exhausting. Having everything in one place? It's like finally finding a parking spot in a busy city. You just breathe a little easier.
2. It's Just Good Service
And then there's your members. When someone asks for something, and you can see it right away, handle it quickly, and give them a clear answer? They feel heard. They feel like you've got your act together. That translates to happier members, plain and simple. It's not rocket science. It's just good service.
3. Clarity Beats Chaos
Plus, think about your team. How much time gets wasted just trying to figure out who's doing what? 'Did you send the invoice?' 'Has anyone seen that booking request?' 'Who's handling the printer issue?' Instead of playing detective, you just check the app. Everyone knows what's going on, tasks get done faster, and you avoid those awkward 'I thought you were handling that' moments. It’s about clarity, plain and simple.
For instance, instead of digging through your inbox to find a payment confirmation, you just open the app and see the invoice status. No more guessing, no more chasing people down. It's about taking the frustration out of the everyday stuff, so you can focus on the bigger picture.
Your "get it done" app checklist
Let's talk about picking the right app. Here's how to make sure you're getting something that actually helps, not just adds another layer of complication:
1. It's gotta be easy
If you need a training manual just to figure out how to add a room, you're doing it wrong. We're busy people. We don't have time for complicated. The app needs to be intuitive, the kind where you can just jump in and start using it without a ton of fuss. If it's confusing, trust me, nobody on your team is going to bother. Simple wins, every time.
With Spacebring, setting up our space was a breeze. It only took a few hours, and we were up and running way faster than expected.Kenneth PennThe Lab on Dexter
2. Integrations matter
Here's the thing—your coworking space already has tools. You've got your payment system, maybe access control, your accounting app, whatever. The platform you choose needs to play nice with all of that. It's not about replacing everything; it's about connecting everything. You want a seamless flow, not a bunch of separate islands. Imagine, payments syncing automatically, doors opening at a smartphone tap, and in-app bookings showing up in members’ calendars. That's the goal. That's what makes your life easier.
3. Your space, your app
Every coworking space is different. You might have a small, cozy space, or a huge, bustling one. Maybe you're niche, focused on makers or hair stylists. The app you pick needs to adapt to your space, not the other way around.
Are workflows convenient for you? Do categories make sense for your members? Does the interface speak your language? Don't force your space to fit into a generic app. Find something that's flexible enough to bend to your needs.
4. Try before you buy
Seriously, take advantage of those free trials. Play around with the app. See if it feels right. And while you're at it, test out their customer support. Send them a question and see how quickly they respond. Check their help center and try to follow their guides. Watch their video tutorials and try to reproduce the described steps.
If you're going to rely on this app, you want to know they've got your back. Don't commit until you're sure it's a good fit. You'll thank yourself later.
Setting up your simple system
You've got this app, and you're ready to get everything in one place. Awesome. But before you start throwing tasks in there, let's take a step back and lay the groundwork. Think of it like building a house—you need a solid foundation before you start hanging pictures. In this case, your 'foundation' is understanding how your business is structured within the app.
1. Think of it like building a house
Essentially, you want to think about your 'network' and your 'locations.' Your 'network' is the big picture—your overall coworking business. If you've got multiple spaces, that's your network. Then, you've got your 'locations,' which are the individual spaces themselves. Getting this straight from the start will save you headaches later.
Now, for the essential settings. You want to set these up right away. Think of it as your 'must-do' list.
- Branding: If you've got a logo and brand colors, get them in there. It makes everything look professional and consistent. Members like that.
- Legal stuff: Nobody loves this, but it's crucial. Privacy policies and terms of use? Get them uploaded. It's about protecting yourself and your members.
- Location info: Make sure all your basic location details are accurate. Address, contact info, the works. It's about clarity.
- Payments: This is huge. Get your payment gateways set up. You want to make it as easy as possible for members to pay you. And don't forget to set up your taxes. Nobody wants a surprise tax bill.
Basically, this first step is about getting the boring stuff out of the way, so you can focus on the fun stuff—running your coworking space. Get this foundation right, and everything else will be smoother.
2. What are you actually selling?
You've got your foundation set up, now it's time to get down to what you're actually offering to your members. Think of it as laying out your shop window. You need to make it clear what you've got, right? That's where 'resources' come in.
First up, resource clarity. What are the core things you're offering? Rooms? Desks? Offices? Meeting spaces? Maybe a podcast studio, or a workshop area? Whatever it is, you need to define it clearly. Don't assume people know what you mean. If you say 'meeting room', specify how many people it fits, what equipment it has, and so on. The clearer you are, the fewer questions you'll get, and the happier your members will be.
Then comes the detailed information. This is where you really sell it. You need more than just a name.
- Descriptions: Don't just say 'desk'. Say 'ergonomic desk with an adjustable monitor and fast wifi'. Paint a picture. Let people imagine themselves working there.
- Visuals: This is huge. Get good photos. Not blurry phone snaps. Real, high-quality images that show off your space. If you've got a video tour, even better. People want to see what they're getting.
- Pricing: Be upfront. Don't hide the costs. Make it clear what's included in each price. And if you have different packages, explain them clearly. Nobody likes surprises when it comes to money.
Think of it this way: you're creating a catalog for your members. You want them to look at your offerings and say, 'Yes, that's exactly what I need.' The more detail you provide, the easier it is for them to make a decision, and the less time you'll spend answering basic questions. It’s all about making it super easy for people to understand what you have and how much it costs.
3. Let's get paid (easily)
Let's talk about money. It's not everyone's favorite subject, but it's kind of important, right? The goal here is to make getting paid as painless as possible, both for you and your members. And that starts with setting up your plans and billing properly.
First up, membership options: setting up plans.
You've probably got different ways people can join your space, right? Maybe a day pass, a part-time membership, a dedicated desk, or a private office. This is where you lay it all out. Don't just throw prices out there. Think about what each plan actually offers. What's included? How long does it last? The clearer you are, the less confusion you'll have later.
For example, don't just say 'desk membership'. Say 'Dedicated desk: includes 24/7 access, high-speed wifi, printing, and 5 hours of meeting room use per month.' People want to know what they're paying for.
Next, payment efficiency: packages and gateway integration.
This is where you make it easy for people to actually pay you. Think about it: nobody likes jumping through hoops to give you money.
- Payment gateway integration: Get a good payment gateway set up. Something that's reliable and easy to use. Ideally, something that integrates directly with your app. This way, payments can be processed automatically, and you don't have to chase people down.
- Payment packages: Consider offering packages or credits. For instance, maybe people can buy a bundle of meeting room hours at a discount. Or offer a credit system for printing. This can make it easier for people to manage their spending, and it can also encourage them to use your services more.
The whole point here is to automate as much as possible. You want to spend less time dealing with invoices and more time building your community. If you set this up right, getting paid will be a breeze, and your members will thank you for it.
4. Getting everyone on the same page
You've got your app set up, everything's organized, and you're ready to roll. But here's the thing: it only works if your members actually use it. That's where onboarding comes in. And honestly, it doesn't have to be a big, scary thing.
First, data organization: member information for easy import.
If you've got a bunch of members already, you don't want to manually enter their info, right? That's a nightmare. So, think about how you can get their data into the app smoothly. A spreadsheet is usually the easiest way. Get their names, emails, membership details, whatever you need, into a simple, organized format. This will save you a ton of time.
Then, introduction and adoption: explaining the system to members.
This is where you make it clear why you're doing this, and how it benefits them. Don't just dump the app on them and say, 'Here, use this.' You need to sell it.
- Explain the benefits: Focus on how this makes their lives easier. Quicker booking, easier payments, better communication—whatever the perks are, highlight them.
- Keep it simple: Don't overwhelm them with technical jargon. Use plain language. Maybe even create a short, simple video tutorial.
- Offer support: Let them know you're there to help if they have questions. Maybe set up a quick Q&A session, or have a dedicated email address for app support.
- Promote it: Use your existing communication channels—newsletters, social media, your community feed—to get the word out. Make it feel like an exciting upgrade, not a chore.
The key here is to make it feel like a smooth transition. You want your members to see this as a positive change, something that actually improves their experience. If you do it right, they'll be on board in no time, and you'll wonder how you ever managed without it.
How to launch a coworking space app in 5 easy steps
Real coworking wins (quick examples)
Let's skip the theory and talk about the stuff you actually deal with every day. Payments, bookings, those random member requests, events... you get the picture. Here's how a good app can actually make those moments less chaotic.
1. Invoicing and payment collection: get paid, stress-free.
Let's start with the elephant in the room: getting paid. We all know chasing invoices and tracking payments can be a real drag. But imagine this: invoices are automatically generated and sent, payment reminders go out without you lifting a finger, and you can see real-time payment statuses right in the app.
No more digging through spreadsheets or sending awkward emails. You can even set up recurring payments for memberships, so you get a predictable cash flow. It's about simplifying the process and getting paid faster, so you can focus on building your community, not chasing money.
2. Bookings made easy: happy members, optimized space.
Think about managing bookings for desks and meeting rooms. With a good app, members can see real-time availability and book what they need instantly, from their phones or computers.
No more back-and-forth emails or double-bookings. This not only makes your members happy, but it also helps you optimize your space. You can see which resources are most popular, identify underutilized areas, and make smarter decisions about your layout and offerings
3. Member requests: solve problems, build loyalty.
Now, think about member requests. Someone's internet is down, the printer's jammed, or they need help booking a meeting room. Instead of these requests getting lost in email threads or scribbled on sticky notes, they come directly into your app. You can assign them to the right team member, track their progress, and keep the member updated every step of the way. This isn't just about fixing problems; it's about showing your members you care. When you respond quickly and efficiently, you build loyalty and create a better overall experience.
4. Event planning: events that actually run smoothly.
Planning events shouldn't be a headache. With everything in one app, you can keep all your event details organized and accessible. Create event pages, manage registrations, send out invites, and track attendance. You can even use the app to communicate with attendees before, during, and after the event. No more juggling multiple tools or trying to keep track of information in different places. It's about making event planning less stressful and more successful.
Complete roadmap for making great coworking space events
5. Notifications: stay on top of what matters.
And here's a crucial tip: leverage admin notifications. These aren't just generic alerts; they're tailored to keep you informed about key activities. Think new join requests, payment successes or failures, booking updates, and support tickets. Get them as push notifications for immediate attention, or as emails for later review. It's about staying on top of what matters, without constantly checking the app, ensuring you're alerted only to actions that require your attention.
Your "ah-ha" moment: taking back your day
Running a coworking space? It's a lot. Bookings, payments, member stuff, events... it piles up. What if you could handle it all in one spot? Makes sense, right?
A solid management platform does just that. Streamlines everything, gives you back some headspace. If you’re thinking, "Yeah, I could use that," check out a demo from someone like Spacebring. See how it works for your space.
You're building something cool. The right tools just make it easier.
FAQ: Coworking Task Management—Your Questions Answered
Q: Why is managing tasks so hard in a coworking space?
A: It's not just "busy," it's the constant switching. You're dealing with member requests, bookings, invoices, events... all at once. It's like your brain has a million tabs open, and that's exhausting! It's easy for things to slip through the cracks, and that can cost you time and members.
Q: How can "one app" actually help me run my coworking space?
A: It's about bringing everything together. Instead of jumping between emails, spreadsheets, and sticky notes, you have one place for everything. This reduces stress, improves communication, and helps you and your team stay organized.
Q: What should I look for in a coworking management app?
A: You need something that's easy to use, integrates with your existing tools (like payment systems), and fits the specific needs of your space. It should simplify your workflows, not complicate them.
Q: How do I set up a task management system in my coworking space?
A: Start by identifying your biggest task-related pain points. Then, find an app that helps you manage those tasks. Set up clear workflows, assign responsibilities, and make sure your team is trained on how to use the system.
Q: What are some examples of tasks I can manage in one app?
A: You can manage things like invoicing and payments, member requests, bookings for rooms or desks, event planning, and general communication.
Q: How can an app help with invoicing and payments in my coworking space?
A: A good app can automate invoice generation, send payment reminders, track payment status, and even set up recurring payments. This streamlines the process and helps you get paid faster.
Q: How can a management platform help with coworking space bookings?
A: Members can see availability and book desks or meeting rooms easily. This reduces double bookings and helps you optimize your space utilization.
Q: How can I use an app to manage member requests?
A: Members can submit requests directly through the app, and you can assign them to team members, track progress, and provide updates. This improves communication and member satisfaction.
Q: How can a coworking app help with event planning?
A: You can use an app to create event pages, manage registrations, send invitations, track attendance, and communicate with attendees. This helps you organize events more efficiently.
Q: How do notifications help in managing a coworking space?
A: A management platform can send you tailored notifications about important activities, such as new member requests, payment updates, booking changes, and support tickets. This keeps you informed without overwhelming you.
Q: How do I get my members to use a coworking management app?
A: Focus on the benefits for them: easier booking, simpler payments, better communication, etc. Provide clear instructions, offer support, and promote the app through your usual channels.
Q: What's the best way to choose a coworking management app?
A: Take advantage of free trials, check out customer support, and make sure the app feels right for you and your team.
