Coworking is becoming increasingly popular, and for good reason. It offers all the social and productivity benefits of working from your own office, but without the stress, overheads and long contracts.
Sign-me up!
It’s been a couple of months since COVID entered our lives and changed them forever. And while many coworking spaces around the world have had to close their doors for a while, it’s become very clear that the community element that they foster is more important than ever.
Technology to support coworking spaces in their management and growth is going to become more important than ever.
But where do you start?
In this blog I’ve decided to dig deep into three of the best and most popular coworking space management softwares in the UK: Nexudus, Cobot and OfficeRnD.
But while coworking is my game, I’m not so hot on the tech. But I know it’s a really important aspect of strengthening and growing your community. That’s why I’ve called in a few favours and roped in some industry experts in order to help you get a real understanding of what things you need to consider when looking at coworking software.
The experts who so graciously let me pick their brains for this blog are:
Shabad from coworktech by techsapiens
Fiona Ross from Pink Scottie Connect with Fiona on LinkedIn
Hector Kolonas the workspace technologist behind included.co & Syncaroo
I’ll admit, when I first started writing this blog I thought it would simply be a case of comparing the different coworking software features. But through speaking to these experts, I’ve come to discover that the process of choosing a software for your coworking space is so much more nuanced and complex than this – more on that later.
Plus, I’ve spoken to the three companies I’m comparing, who have been very kind and allowed me to pick their brains so we are accurately representing the software. I spoke to:
- Monika, Head of Sales @ Nexudus
- Sam, Senior Communication Specialist @ Cobot
- Chil, Product Director @ OfficeRnD
While I’ve done my best to remain unbiased, there might be opinions in this blog that represents the experts and the software companies themselves. But, the overall goal is to help you decide which software is best for you.
And the answer to that, and the reasons for that, will be different for every single coworking space. So this blog will not give a definitive ‘best’ coworking software answer – because they are all great in their own way. But rather I’ll try and help you discover how to pick the best one for you.
Why should you switch your coworking space to software?
So, before we begin you might be thinking:
‘Bernie, I already have a bunch of spreadsheets and sign up sheets to manage my space, why would I need software”.
And listen, I get it!
Way back when, I used to run a coworking space and we had the exact same reservations. The last thing you need is for something else to be stealing your precious time away from your community and its members. You’ve already got enough pulling you in a million different directions.
But, Sam from Cobot put it perfectly:
“People worry software will make them lose time and an element of personalisation, but it really gives you more time to spend in the community”
Implementing the right software will help free up more of your time.
It is a good idea to understand what you want to get from your software before you start looking.
Do you want to:
- Save time?
- Save money?
- Grow your space?
- Increase the analytics?
A good space management software will help you manage your time and automate the boring, routine processes that don’t need to take up the time of a human. This will allow you to do more of the things you actually enjoy, and that really matters when it comes to growing and strengthening your coworking community.
What to consider BEFORE you implement coworking space management software…
I bet the first thing you’ll do if you are looking at coworking software is go and dig into all the different features.
It makes sense. You want to know what the software can and can’t do. And it’s exactly where I thought most people would start.
But thanks to the experts, I got a little more insight into what you might need to think of before you go drilling into software features.
- Understand what features your coworking space needs
- Understand what integrations you need for your coworking space
#1 Understand what features your coworking space needs…
One of the emerging themes from all of our experts was that BEFORE you start to look at software you need to know what features you need, you need to have a really good understanding of how your business runs, and what criteria you have.
In the words of Hector: “Don’t let your software define your space”
If you go straight to the software you will get overwhelmed with all the options and get analysis paralysis. Start with what you need, then you can work out from there.
Hector suggest that you need to know these three things before you start looking for software:
- What is your business model (ie. private office, sublet, leases).
- How do you want to handle payments?
- What do you want your member experience to be? Ie. hands off, they only get an email with an invoice or do you want an immersed experience with member portals etc.
It’s very likely that all three softwares will offer many more features that you will use. You need to decide what is a must have and what is a nice to have.
But you only know what you know!
Fiona suggests that coworking spaces should be open and flexible to different software options if they are using someone to implement it. She says:
“Don’t go in with a rigid idea of what you want. Let them get to know your coworking space, and what is important to you – they will then be able to help you select a coworking software around this”.
Monika from Nexudus echoes this sentiment: she suggests that if you are established, you probably have a list of what you need, and if you are not then you should take advice from the experts and try to not over-complicate things.
Chil from OfficeRnD adds that making sure that the software you choose has enough (and the right) features for your needs is important, but it’s equally important to understand how the vendor can support you during the onboarding process. Coworking Softwares are very complex and unless you have the proper support in learning how to best take advantage of them, you’ll never reach the automation/productivity that the available myriad of features promise you.
So, basically I guess what they are all saying is figure out what you NEED before you start looking for software. Brainstorm with all the relevant parties in your coworking team so you get a comprehensive view of what is necessary to make the space more seamless – you might not be the only one with insider knowledge and a couple of perspectives always helps.
OfficeRnD has also compiled this great resource to help you choose the best coworking software for your space, and takes you through everything you need to consider.
#2 Understand what integrations you need for your coworking space
It’s easy to identify features of each and to see what they ARE capable of. But they need to be properly integrated in order for them to work properly within the coworking ecosystem. Shabad says:
“Software is the part that sits in the middle of the customer and all the other elements”
It’s an essential element and if you don’t get it right then it might cause you problems later on.
Not all integrations are created equal, and not all software will be able to accommodate the same integrations and this is something you might not figure out until later down the track on implementation. For example, with COVID, you might be looking to run more online community events – can the software integrate with zoom (or a similar platform) to allow you to run virtual events seamlessly?
You’ll need to think of all the different software that you might need or want to integrate with and ascertain whether your coworking software can integrate with it or not.
Hector has created this amazing and interactive integrations map to help you understand how workspace software integrates with each other.
It’s important to remember that all three software options might be a good option. But you first need to work out what you need, and what you can live without. Equally important is ensuring that all the pieces of your coworking ecosystem fit together – does the software integrate with what you need it to, or is it going to cause you a headache further down the line.
There are so many features and integrations possible with software that if you aren’t sure what you are looking for you might not get the most out of it. If you are investing money in software (which you likely will be), you want to make sure you get the most out of your system – and choosing the right software is part of that process.
If not you will end up spending money on something and not using it to its full potential – which might lead you to being unhappy with it and not getting as much out of it as you should.
This is why I think it’s a really good idea to contact a consultant who can help you evaluate your coworking space and choose the right software for your coworking space. One that suits your needs and your space as a whole.
You can contact any of the experts from this blog post for help with this:
- Shabad from TechSapiens & Cowork Tech
- Fiona:
- Hector from Included.co & Syncaroo
Overview of Cobot vs Nexudus vs OfficeRnD
Okay, so I know I said features aren’t the most important thing, but they are still important. You just want to start looking at them once you know what you NEED.
It’s likely that all of these will have more than you need. But it’s still important to find out what they can (and potentially can’t) do so that you can see if they are right for you. I’ve listed the three softwares in alphabetical order, for fairness.
1. Cobot
The founders of Cobot used to run their own coworking space, and it was born out of a need to solve problems within the coworking space that they couldn’t find a solution for.
Designed to automate the monotonous everyday tasks and replace the patchwork of apps that only half worked. Whether you’re operating a small shared office or a multi-location hub, Cobot is a flexible and easy to use solution for every space.
Cobot says they pride themselves on doing a few things exceptionally, then automating the rest. And anything that they aren’t the experts in, they build integrations for, to ensure you have comprehensive software that can do everything you need it to.
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Memberships & Billing |
Invoice and take payments automatically |
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Integrate with 100+ payment providers |
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Inventory management |
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Bookings |
Manage meeting rooms |
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Create events and sell tickets |
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Synchronize with GCalendar (2-ways) |
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Onboarding Members |
Customisable signup form |
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Proposals, contracts, eSignature |
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Members, Contacts and Teams single database |
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CRM |
Tour and visitors management |
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CRM boards – you can follow up leads |
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Email monitoring |
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Newsletters |
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Task management |
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Check-in and Access Control |
Wifi and network check-in |
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Integration with access control systems, including mobile locks |
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Mobile and Tablet Apps |
Available on iOS and Android |
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Scan and optically recognise (OCR) delivery labels |
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White Label Member’s Portal |
Your own white label website |
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Members’ directory |
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Community board |
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Helpdesk |
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Customer and team’s dashboards |
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Space architecture |
Multi-location support |
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Reports |
+100 reports |
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Additional integrations and custom dashboards |
Check out a full list of their features here.
Explore the integrations available for Cobot.
How much does Cobot coworking software cost?
Cobot is made to grow with your business, and it has a pricing model that reflects this. It comes with a free month trial, complete with full customer support to see if it’s right for you.
Prices vary depending on the number of users you have, starting at 49 Euros/month for up to 15 users all the way up to 789 Euros/month for up to 425 members.
Beyond 425 members you can get a price on application.
Find out the price of Cobot for your space
2. Nexudus
Nexudus was created in 2012 after its founders saw there was a gap in the market for a comprehensive management tool. Describing themselves as “the most comprehensive management platform to run your coworking space”, Nexudus has stood the test of time and provides mission-critical tools and technology to power and scale up your workspace business.
Upon speaking with Nexudus, I learned that their flexible, functional and scalable software was great for businesses that aspire to grow or open additional locations. Though equally, spaces with as little as five members have made use of their technology, so it really can be applied to any coworking space.
Nexudus takes an “everything is included” approach. There are a LOT of features available, and their recent interface update makes it simpler to use and allows you to hide features you don’t need, while still offering comprehensive functionality.
Traditionally, Nexudus have been known for three things:
- API integration
- Booking systems
- Providing a fully white-label service
We might not have been traditionally known for our community aspect, – says Monika- but Community is at the heart of what we do! Nexudus comes with a comprehensive Community Directory, Discussion boards and event ticketing. During COVID-19 they developed an integration with Zoom and created Nexudus Virtual Rooms, an always-on virtual room platform accessible through Members’ Portal via Jitsi. This innovative development facilitates virtual events within the platform, by ticketing events and then taking users directly through to a zoom link.
Like all three, they are constantly updating and developing features based on what is essential at the time, so the below list may be subject to changes.
NEXUDUS FEATURES
|
Memberships & Billing |
Invoice and take payments automatically |
|
Integrate with 100+ payment providers |
|
|
Inventory management |
|
|
Bookings |
Manage meeting rooms |
|
Create events and sell tickets |
|
|
Synchronize with GCalendar (2-ways) |
|
|
Onboarding Members |
Customisable signup form |
|
Proposals, contracts, eSignature |
|
|
Members, Contacts and Teams single database |
|
|
CRM |
Tour and visitors management |
|
CRM boards – you can follow up leads |
|
|
Email monitoring |
|
|
Newsletters |
|
|
Task management |
|
|
Check-in and Access Control |
Wifi and network check-in |
|
Integration with access control systems, including mobile locks |
|
|
Mobile and Tablet Apps |
Available on iOS and Android |
|
Scan and optically recognise (OCR) delivery labels |
|
|
White Label Member’s Portal |
Your own white label website |
|
Members’ directory |
|
|
Community board |
|
|
Helpdesk |
|
|
Customer and team’s dashboards |
|
|
Space architecture |
Multi-location support |
|
Reports |
+100 reports |
|
Additional integrations and custom dashboards |
Learn more about the extensive features.
Nexudus also has a wide range of integration options, and is able to work alongside the other software that you love.
How much does Nexudus coworking software cost?
The pricing at Nexudus varies based on the number of active users.
It is free for up to 5 users, then prices start at £85/per month for 6 users and above. The service is then priced incrementally depending on the amount of users required, and goes up to £400/month for up to 500 users.
For more than 500 users, you will need to contact Nexudus directly for pricing.
Find out the price of Nexudus for your users here:
Start your FREE trial
3. OfficeRnD
OfficeRnD describes its product as “the ultimate management platform for coworking and flex spaces”. The platform enables workspaces to automate administrative processes, make data-driven decisions and deliver great experience to their customers.
It was started to help flex spaces deliver an amazing experience to their customers, more power to their brand, and sustainable growth to their business.
OfficeRnD have been in your shoes. Experts with years of experience as workspace operators are among the OfficeRnD team. Product Director at OfficeRnD, Chil, says: “Not only does this help us shape our product to make it even better, but we can really understand your pain points”.
OfficeRnD is known for its strong billing and multi-location management capabilities. The company recently revamped their member-facing apps offering a variety of functionalities including push notifications, maintenance management, virtual office, video conferencing.
The team adds that the member apps along with reporting and integrations will continue to be a priority in their product roadmap.
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Membership + Billing |
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Bookings |
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Member-facing app |
Branded web portal |
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Branded mobile app |
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RnD rooms tablet app |
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Online members directory |
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Events management |
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Post timeline |
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In-app messages (+integration with slack) |
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Interactive floor plans |
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Occupancy dashboards |
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Get a real snapshot of your revenue, billing and more |
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Manage multiple locations seamlessly |
Explore the full list of the OfficeRnD coworking software features here.
OfficeRnD also has a wide range of integrations, so you can connect it to other software.
How much does OfficeRnD coworking software cost?
OfficeRnD has a per member pricing option, which they recommended for newly opened or rapidly growing flexible workspaces. Prices start at £129/month, all the way to £221/month for up to 200 members.
Beyond 200 members you can get a quote.
They also offer a per location option which they recommend for established flexible workspaces with multiple locations
Find out the price of OfficeRnD for your users
Where can I find out more about coworking space management software?
As much as I hope this blog is helpful, I’m sure it’s not cemented your software idea. And that’s good. I encourage you to go and do as much research as possible to help you decide which one is best for you.
Don’t overthink it, you don’t want to get analysis paralysis, but do have a look through at what you need and then
Hector suggests that you try and find some unbiased info (like this blog) and speak to people who don’t necessarily have skin in the game. Some examples of this are:
- Ask questions in relevant Facebook groups
- Speak to people who don’t work for the software companies/that aren’t using a particular software (ie. someone who helps implement multiple softwares)
But in the end, don’t let the software stall your business. Get help, get something implemented but don’t let it hold things back.
Remember: you can speak to one of the experts in this blog if you fancy speaking it through with someone who can help you understand a little more about what your space needs.
- Shabad from coworktech by techsapiens
- Fiona Ross from Pink Scottie Connect with Fiona on LinkedIn
- Hector from Included.co & Syncaroo
How to pick the best coworking software for you…
Let’s make this clear.
All three of these coworking software options are great and they are popular – that’s why I’ve chosen these three to review.
It’s likely that you can make any of them work for you. But the reason for implementing software is to make your life easier so you have more time to focus on your coworking community. So, you need to ensure that you get the right software for your coworking ecosystem. And that will vary case to case.
If you were to say to me: ‘Bernie, what’s the best coworking software for me”. My answer would be pretty simple.
Speak to the experts!
Going on features, they are all great. But without the experience of someone who knows exactly what you are looking for and what you want to achieve it’s really difficult to understand what software system will best sit within the infrastructure of your coworking space.
So there you have it! As for which is the best, well that’s really up to you.
