How to Use Automation and AI in Coworking Spaces [USE CASES]
March 21, 2025
Blog
How is automation and AI shaping the coworking industry, and what are the best use cases for this technology according to three industry experts?
Automation and AI are here, and they’re changing the coworking industry as we speak.
In this article, we’re sharing with you three compelling use cases for automation and AI for coworking space operators , according to Francesco Decamilli (Uniti AI), Bernie Mehl (Kisi), and Kia Rahmani (Optix).
Prefer to watch these insights? Check out our video on YouTube to learn more.
The rising role of new technology in coworking spaces
According to original research published by Optix in 2024, nearly 90% of coworking space owners and operators say automation is “important” or “very important” to their business. But why?
When we asked our audience in a recent webinar, the number one reason operators reported wanting to automate their business was to increase efficiency.
As Francesco also pointed out, many coworking spaces are understaffed relative to the customer engagement needed to support their members. AI can step in here to handle routine communications, lead follow-ups, and inquiries to create a more efficient operational experience without needing a large team.
Other benefits of automation and AI include greater consistency, reduced risk, and greater growth opportunities (check out all the benefits of automation here).
“One observation that I've had from working with a lot of operators is that there tends to be a lot of operators that are understaffed relative to the amount of customer communication that they want to be able to enable on a day to day basis. And a lot of those engagement points are fairly repetitive.”
Three key applications of automation and AI in coworking spaces
So operators know automation is important to their business…but how can you start using it in your coworking space? Here are three interesting applications operators are using to transform their business right now.
1. Using AI-powered sales agents to drive growth
We asked our clients, what is the first thing you’d like to automate in your business? The response was communicating with leads.
You can do this in Optix using Automations to nurture leads through the entire sales funnel (learn more in our Masterclass on YouTube). You can further automate lead management with an AI-powered sales agent.
AI-powered sales agents operate like a 24/7 team member, ensuring no lead is lost due to slow follow-up. These agents can:
- Instantly engage new leads via email, SMS, or WhatsApp.
- Qualify prospects by asking relevant questions and providing tailored responses.
- Schedule tours or consultations based on the lead’s preferences.
Francesco says AI-powered sales agents are best suited for coworking operations with a large enough lead volume to justify the cost of an agent. Jackie Latragna, CMO at Pacific Workplaces, uses an AI-powered sales agent to help field calls for their 15+ locations—and it works extremely well.
“ We've done some experimentation, and coworking tends to be one of those markets that’s really around driving an inbound funnel. When people are looking for an office, you need to have a brand that captures them at that moment in time.”
2. Automating operations for greater profitability
Beyond sales, automation is a critical tool for improving day-to-day operations. Many coworking operators spend 50-60% of their time managing software and administrative tasks according to research from Optix. That’s time that could be spent growing their business.
Take your business to the next level
Operators can use automation to boost profitability in their coworking space through:
- Automated onboarding: send welcome emails, grant access to door systems, and introduce new members to the community (without lifting a finger)
- Billing and payments: automate invoicing, payment reminders, and past-due notices to reduce manual follow-ups
- Member retention & engagement: set up automated workflows for check-ins, anniversary gifts, and upsell opportunities.
The key takeaway? The most profitable coworking spaces use automation to eliminate repetitive work, streamline operations, and create a better experience for their members.
“ We're not saying automate absolutely everything. We're saying, automate the things that are redundant, low cognitive load, repetitive tasks and take the majority of your time.”
3. AI and automation for physical security
Physical security is a critical aspect of coworking operations. If you’re dreaming of creating an automated, unmanned space, an access control system is absolutely key.
AI is now making it easier than ever to secure coworking spaces while keeping access flexible. In our conversation, Bernie shared how AI-powered video integrations detect ‘tailgating’, when multiple people enter after a single unlock.
Here’s how it works:
- AI cameras detect unusual access patterns and flag security risks
- The system sends alerts to operators for review
- Access control ensures only paying members access specific areas
With automated access control, coworking spaces can operate securely and efficiently, even outside of staffed hours.
“ We integrate with cameras that count the people that are coming in anonymized. Then we correlate it to the unlocks—if that doesn't match up, then we'll create tailgating alerts like hey here's a tailgating alert look at this video snippet.”
A framework to help you get started with automation and AI in your coworking space
Excited about automation, but not sure where to start? Kia shared a super helpful three-step framework you can use to get started with automation in your coworking space.
1. Audit your manual workflows
Start by identifying where your team is spending time. This could be done through:
- A team meeting
- Time tracking exercises
- Observing day-to-day operations
Your automation opportunities are in your repetitive, low-cognitive load tasks. Think onboarding steps, invoicing, and tour follow-ups.
2. Build your SOPs (Standard Operating Procedures)
Document your processes step-by-step so it’s clear:
- What needs to happen
- Who is responsible
- When each step should occur
This clarity allows you to translate manual steps into repeatable, automated workflows.
3. Start with high-impact, low-complexity automations
Focus first on automating tasks that are:
- Time-intensive
- Low in cognitive load
- Done frequently
Examples include sending welcome emails, issuing invoices, following up with unpaid accounts, and sending reminders for tours or check-ins. Once you’ve seen early success, you can expand into more sophisticated automations.
What does the future of coworking technology look like?
The world is changing quickly. So what does the future of coworking technology look like? Bernie said it best in his answer.
“ If I would make one prediction, it is that when we look back in three years, maybe not even three years, but maybe in two years, we will feel like today, March 19th, 2025 was still the Netscape time. Or Nokia phone time.
It will come and it will come, it will not take as long as the internet or browsers or mobile phones because it’s like everything is already running in the cloud. So it will be much faster.
Just be open to learning new things every day and talking to other people who already do it. Be open minded and accepting…this is going to be a fun ride.”
Want to hear more of our experts’ predictions? Check out the full recording of the webinar on Youtube!
