You’re convinced. You know that coworking space management software is essential for taking your workspace to the next level. But with a growing market of options, each boasting a long list of features, how do you choose the right one? Selecting a platform is a significant decision—it’s a long-term partnership that will touch every part of your business.
This guide will walk you through a practical, step-by-step process to evaluate your options and select the software champion that best fits your unique needs and vision.
Step 1: Conduct an Internal Audit (Before You Look at a Single Demo)
You cannot find the right tool if you don’t first understand the problem you’re trying to solve. Start by looking inward.
- Pinpoint Your Pain Points: What are the biggest time-sinks for your team? Is it chasing payments? Manually reconciling meeting room bookings? Managing key fobs? List them all.
- Define Your “Must-Have” Features: Create two lists: “Must-Haves” and “Nice-to-Haves.” Your “Must-Haves” are non-negotiable for your business to function. For example:
- Must-Haves: Automated invoicing, integrated access control, a member mobile app, meeting room bookings.
- Nice-to-Haves: Event management, visitor management, a resource marketplace.
- Consider Your Membership: Who are your members? Are they mostly freelancers who need flexible day passes, or established enterprises that need complex billing for multiple employees? The software must cater to your primary audience.
- Establish a Budget: Software is typically priced on a “Per Member, Per Month” basis or a flat monthly fee. Be clear on what you can afford, remembering to factor in the ROI from time saved and potential revenue increase.
Step 2: Research and Create a Shortlist
Now, dive into the market.
- Seek Recommendations: Talk to other coworking space operators in your network. Their firsthand experiences are invaluable.
- Read Reviews: Explore software review sites like Capterra and G2 to see unbiased feedback on usability, customer support, and feature sets.
- Create a Shortlist: Based on your “Must-Haves” and budget, narrow the field down to 3-5 potential vendors.
Step 3: The Demo – Your Most Important Step
A demo is your chance to see the software in action. Don’t be a passive observer; be an active participant.
- Prepare a Scenario: Come to the demo with a real-world scenario. For example: “Show me how I would onboard a new ‘Dedicated Desk’ member, from sending the digital contract to activating their door access and setting up their first invoice.”
- Ask About the User Experience: Who are the users? Your admin team? Your members? Ask to see both the admin dashboard and the member portal/app. Is it intuitive and easy to navigate?
- Probe Integration Capabilities: This is critical. Does the software integrate with your current and future tools? Key questions include:
- What access control systems do you support? (Salto, Kisi, etc.)
- What payment gateways do you work with? (Stripe, PayPal, etc.)
- Can you sync with accounting software like QuickBooks or Xero?
- Discuss Implementation & Support: How long does onboarding take? What does the setup process involve? What kind of customer support is offered (e.g., live chat, email, phone)? Is there an additional cost for support?
Step 4: Dig Deeper – The Forgotten Questions
Before making a final decision, ask these often-overlooked questions:
- What is your API policy? An open API allows you to connect the software to other custom tools you might use, future-proofing your investment.
- How do you handle data security and GDPR/Privacy compliance? You are responsible for your members’ data; ensure your vendor is too.
- Can you provide customer references? Talking to a current customer, especially one with a similar business model to yours, can reveal insights a demo cannot.
- What is your company’s roadmap? Understanding the vendor’s vision and planned features shows they are innovative and committed to growing with the industry.
Step 5: Make the Decision and Plan for Success
Once you’ve chosen your software, the work isn’t over. A successful implementation requires planning.
- Assign a Project Champion: Designate someone on your team to own the implementation process, working closely with the vendor.
- Communicate with Your Members: Let your members know about the upcoming change! Frame it as a positive upgrade that will make their experience better. Provide clear instructions and support for the transition.
- Train Your Team: Ensure every staff member is comfortable and confident using the new system before it goes live.
Conclusion
Selecting coworking management software is a strategic decision. By following a structured process—from internal audit to rigorous demo—you move beyond feature lists and find a true partner. The right platform will not only solve your immediate pain points but will also adapt and grow with your business, becoming an indispensable asset in your journey to building a thriving, modern workspace.
