The Best Coworking Software for New Coworking Spaces
How to choose the right coworking software as a new coworking space
January 24, 2025
Blog
As a new coworking space just starting out, your technology needs are likely very different from an established or enterprise player.
You probably don’t need overly complex software or every feature imaginable. You may be more concerned with finding a user-friendly tool rather than something super robust.
As a coworking space automation software with over a decade of experience, we know firsthand just how challenging it can be to choose software when you’re new to the industry. With so many options to evaluate, where do you even begin?
In this article, we’ll walk you through how to choose the best coworking software when you’re a new coworking space so you can set yourself up for long-term success, no matter your budget.
What do new coworking spaces need to know about coworking software?
First, let’s start with the basics. Coworking software is a technology platform that helps coworking space operators run a successful business. Since its inception nearly two decades ago, it has evolved from a nice-to-have to a non-negotiable. The video below will give you a good sense of the history of coworking software.
Coworking software enables busy coworking space operators to
- Automate time-consuming member management duties, from following up on invoices to user bookings
- Gather insights into space utilization to make better decisions about their business
- Support your business in scaling and growing with robust growth tools
- Elevate and reinforce your coworking brand through the use of a White-labeled App
- Improve the user experience and overall experience for members
While it can be tempting to operate a coworking space without software, software will make running your new coworking space a much smoother and more manageable experience.
What coworking software features are most important for new coworking spaces?
When you’re a new coworking space, the most important features you should be looking for in coworking software are ease of use, flexibility, automation, and the ability to grow with you. Here’s why.
Ease of use
You have a lot on your plate when you’re starting a coworking space. From designing the space from the ground up to acquiring new members, there’s a lot to think about…and software shouldn’t be one of them.
Having software that is intuitive and easy to use will help you onboard the platform quickly and start seeing the value of the product faster. This means less time invested into learning new software while you’re trying to manage a million different moving pieces.
Flexibility
Having a flexible and easily customizable coworking software is crucial when you’re starting a new coworking space. At this point, you probably have an idea of the right model for your business, but it is untested. As you collect more information, you will almost certainly need to pivot.
Having flexible software enables you to easily change certain aspects of your business, from membership plan pricing to your product mix. Without this feature, your software could be limiting your ability to grow your business and can quickly get in the way of achieving your goals.
“A good friend of mine sat down with me and strategized. He showed me why the business model didn't work before, and I was like, okay, well, let me try this new way.”
Automation
As a new coworking space operator, you have a lot on your plate. You may be opening a space for the first time without much knowledge of the industry. You may have a limited budget. The beauty of automation is that it can do a lot of the work for you, acting as another member of your team, without you having to hire or pay them.
New coworking spaces should absolutely be prioritizing automation in their coworking software. Look for software that can not only automate room bookings and invoicing, but can help you automate other manual tasks you do each day like member onboarding or sending follow-up emails. Creating an automated coworking space can help you grow a more sustainable business over time.
The ability to grow with you
If you’re a new coworking space, you may not be thinking about future growth – but you probably should be. If you choose a software that is too complex right out the gate, you will end up investing more time and money than needed to get up and running. However, choosing a software that is too simple means that you will quickly outgrow it and potentially migrate your software within the year.
For that reason, it’s best to choose a coworking software option that can grow with you. It should be easy enough that you can get started right away, but have enough robust features that it can grow with you as you grow. This saves you time, money, and most importantly, headaches along the way.
Do I need a White-labeled App if I am a new coworking space?
When evaluating coworking software, you’ll likely run into the term White-labeled App. A white-labeled app is a mobile application for iOS or Android that is built by a third party, but operates under your brand.
Essentially, you can own your very own app in an app store without building or maintaining it. Neat, right!
White-labeled Apps are typically an additional cost to a coworking software subscription. The investment is well worth the elevation to your brand and experience however, especially when you’re a new coworking space trying to make a name for yourself. If you’re looking to add an element of professionalism to your brand, a custom app can certainly help.
“It's kind of a cool selling point for us to be like ‘Download the OneSpace app!’ I just feel like I have so much swag. I'm in the app store.”
Optix is a coworking space automation platform that enables operators to automate their day-to-day tasks. On top of all of the typical features you would expect in coworking software (automated billing, invoicing, messaging, etc.), it also has robust automation capabilities that are not found in any other software. This includes the ability to automate:
- Welcome emails and follow-up emails
- Invoice follow-ups
- Member onboarding
- Reporting and managing issues
- Discounts and promotions
What makes Optix a great choice for new coworking spaces is it’s easy to use (it was voted #1 in user experience by Coworking Resources), flexible enough to fit a variety of business models including niche spaces, and can grow with you as you grow.
“There's so many ways to customize the platform & make it work for your business model - the support team is also always there to suggest best practices/configurations!”
2. Habu
Habu is a UK-based coworking space management software designed to be simple and easy to use, making it a great starting point for new coworking spaces.
The platform includes essential features for bookings, CRM, and product purchases, offering an affordable solution for those prioritizing straightforward functionality. While it has remained consistent over the years, its simplicity makes it an ideal choice for spaces seeking a no-frills, budget-friendly option.
However, it is not often considered by established operators and may be quick to be outgrown depending on your business and needs.
“From a customer service standpoint, this is by far our best and most important software at Suite Spotte.”
3. Coworkify
Coworkify, a coworking space management system from Kyoto, Japan, embraces a “Zen” approach with its minimalist design and user-friendly interface, making it a good choice for Japanese-based coworking spaces launching their first location.
Its cost-effective pricing and flexibility to accommodate different space sizes make it an attractive option for those starting out. The platform also includes a front-end website feature, adding value for new operators.
However, its basic feature set and limited integrations may not be ideal for spaces looking to scale or requiring more advanced functionality.
4. Spacebring
Spacebring is a newer coworking software platform designed with a simple interface and a focused feature set, making it a great fit for coworking and flex spaces just starting out.
Its user-friendly navigation, desktop booking capabilities, and multi-language support make it appealing to operators managing single-location spaces.
However, the platform’s limited customization options and less robust functionality may not be ideal for businesses looking to scale or cater to larger client bases.
“It was important for us to have some feature that will help us make check-ins simpler, have option to do it without admin help.”
Get started on your new coworking space software journey today!
Opening a new coworking space is nothing short of life changing. With the industry booming, there is so much opportunity to grow your business into something truly extraordinary.
Don’t let software be a missed opportunity. Get the right coworking space software in place from the beginning to help catapult your business to the next level.
No matter what option you choose, commit to providing your members with the best experience that you can and you’re sure to be successful!
Think Optix may be a good fit for your new coworking space? Connect with a member of our team today to learn how Optix can support your coworking space business.
