Coworking space management comes with its fair share of complex day to day tasks and issues and similar is the diversity of services provided by most mainstream coworking space management software. These range from automating billing & invoicing to tracking members & booking rooms. Also, provided the fact that most top coworking software carry an equivalently top of the line price tag, the platform you choose needs to strictly be in consistency with your operational demands - it can make or break your business.

view of a coworking space

However, these comprehensive workspace management tools offer so many services, integrations, integral and add-on features that it can get overwhelming when trying to determine which one might serve your purpose best. What follows is our attempt to eliminate some of your speculations by filtering down important criteria and functionalities a software should have for a coworking space to rock like a rockstar.

Putting that into perspective, here is a list of top of the line coworking space management platforms with a global impact, evaluated based on criteria including, but not limited to Billing and Invoicing Automations, Space Management, Access Control, Flexibility, Member Management & CRM, Customizations, Integrations and Business Analytics amongst others. Although the pricing part plays an important role, it does not act as a discriminatory factor here, but contenders offering additional features for the same/similar price tag have been given a general preference.

Top Global Coworking Space Management Software Comparison

Data based on mean values from 2 different surveys. Given the diversity of competition, it is highly advised you make your choice based on your specific requirements and budget.

1. Nexudus

coworking space management software nexudus advert with a screenshot of portal dashboard
Image Courtesy: Nexudus

Known around well for its elastic flexibility, this platform allows a large number of integrations that can collectively make your coworking management job much easier: you can integrate with the systems you already use on a daily basis. Some prime offerings by Nexudus include:

  • Automated Billing & Invoicing
  • Room Booking & Space Management
  • Custom Onboarding
  • Member Management & CRM
  • Visitor Management
  • Access Control
  • Occupancy Based Pricing

Nexudus additionally allows you to customize your own space microsite with the identity of your brand- your own custom logo, texts and photographs. Nexudus provides free trial for up to five active members, which, as a neophyte in the business, I believe, you wouldn’t want to miss. Grab it here!

2. Cobot

Cobot coworking space management software advert
Image courtesy: Cobot

Starting off in 2010, Cobot has been able to respond actively to the needs of the coworking space community. Cobot is prized for its scalability. It doesn’t matter if you have just started off with a few members or if you already manage several locations since with Cobot you can easily manage every critical aspect of running a coworking business like reservations, reports and invoices etc aimed at achieving efficiency in the daily administration activities. Features include:

  • Room Booking & Space Management
  • 100% White labelled
  • Member Management and CRM
  • Planning Portal
  • Automated Billing and Invoicing
  • Custom Onboarding
  • Business Analytics
  • Custom Apps & Integrations

To simplify your life even further, Cobot is available in ten languages ​​and has support coverage in more than ninety countries. Although there is no free trial available, Cobot’s scalability ensures that it doesn't burden your finances even when your occupancy is running low. Say Hii to Cobot here!

3. Optix

Optix coworking space management software advert
Image courtesy: Optix

Optix is another excellent coworking management software owned by ShareDesk (creators of the ShareDesk Marketplace). Optix coworking management platform operates as a binary system of two easily distinguishable tools: On one side is a cloud-based web platform for managers and on the other is the mobile app for members. Most impactive features of Optix include:

  • Automated Billing and Invoicing
  • Room Booking & Space Management
  • Custom Onboarding
  • Business Analytics
  • 100% White labelled
  • Custom Apps & Integrations
  • Member Management & CRM

Some other Optix features include booking management, member-to-member messaging and a 24x7 help desk support. The landing punch, however, comes in the form of integration with the ShareDesk Marketplace where you can advertise your coworking space and manage multiple locations from one single portal. Although there is no free trial available, you can sign up for a demo here.

4. Office RnD

Office RnD coworking space management software portal
Image courtesy: Office RnD

Founded sometime in 2015, Office RnD has been delivering software for better coworking spaces. As a pristine office space management software, Office RnD provides a tailored user experience, empowering workspaces and simplifies operational tasks critical to functioning such as:

  • Room Booking & Space Management
  • Vendor Management & Ticketing
  • Member Management & CRM
  • Business Analytics
  • Automated Billing and Invoicing
  • Planning Portal
  • Online Marketing Services
  • Custom Apps & Integrations

Office RnD is currently deployed by hundreds of coworking spaces, shared office spaces and other dynamic workspaces across more than 40 countries around the world and offers a 30-day unrestricted trial. This is more than a reason why you should go in for a trial right away.

5. Andcards

a survey question by andcards coworking space management software
Image courtesy: Andcards

A relatively new and slightly different candidate on this list, Andcards is known and prized for developing custom software for office and workspace management. Starting off in September 2019 in Poland (about a year old at the time of writing of this article), the company has already bagged several awards in South Korea, Poland and Chile. The flagship product of the company is the custom member app that provides access to all workspace related perks, support and services. Features extend:

  • Room Booking & Space Management
  • Internal Marketplace
  • Custom Apps & Integrations
  • Automated Billing and Invoicing (App Based)
  • Access Control
  • Member Management & CRM

With over 30,000 coworking space members and 92% of them actually satisfied with the product, I see no reason why you should not sign up for a demo now.

That sums up the best software out there for managing coworking spaces. But is that it? Aren't we . .

Missing Something? Ah! Network Security for your Coworking Space

With the cybercrime industry all set to touch the $10 trillion mark by 2025, and 70% businesses already having experienced cyberattacks this year, it takes no rocket science to realize that coworking spaces cannot ignore the business necessity of a robust network management and security system.

The internet, after all, is the oxygen of your business- it is where all the work is happening.

Keeping overall business scalability, new emerging threats and market turbulence in mind, it becomes all the more important to look for solutions beyond traditional firewalls.

An emerging star in the software-defined networking universe, BhaiFi is one such tool that provides comprehensive all-round protection, maintenance and management to your workspace network so that the online experience stays rich, speedy and secure. As a bonus, BhaiFi can be integrated with all the tools we have just discussed. Find out more, here!

Parting Words

Managing a coworking space can be a weary task given the vastness and diversity of day to day operations that have to be carried out, and given the state of business in turbulent times like these days, opting for solutions that simplify management and optimize resources, becomes a necessity.

In this article today we looked at some top coworking space management software that define the global standards in coworking business, evaluated based on a multitude of criteria. The fact however remains, there can be no absolute justice in the software industry as new stars keep forming as their older counterparts expand. With that in mind, here is a list of top coworking space management software in India that compiles one such set of new stars. Work on a list of the best coworking space management startups internationally is still in progress and if you sign up for our email newsletter, we will make sure it gets to you, the day it is released.