Best Technology to Manage Your Coworking Space

Managing a coworking space goes far beyond just organizing desks and keeping the space functional. The right software is essential for streamlining operations, enhancing member experiences, and automating key tasks. We can’t stress enough the member experience aspect, stong communities mean higher retention and higher likelihood of attracting the right people, and your team can’t focus on that if they are drawing in repetitive operational tasks. The right coworking management tools can save your team a lot of time, make sure things work, and even create pleasant experiences for your members and tenants

Below is a look at some of the best tools available for different aspects of coworking space management.

Archie – Best All-in-One Coworking Software

Archie stands out as the go-to platform for coworking spaces, offering a user-friendly interface and flexibility to adapt to different work environments. With features like desk and room booking, visitor registration, events management, newsfeed and communication features, online shop and analytics. Archie integrates seamlessly with productivity tools like Microsoft Teams, Slack and Google Calendar, access control systems such as TapKey and Kisi, or printing systems and WiFi networks. It basically serves as the central hub that connects all your coworking tech.

The coworking CRM you choose for your space is the most critical part of your tech stack. It should ensure a smooth experience for users while providing robust automation for admins. Archie excels in both areas, making it an outstanding choice, as confirmed by its high user ratings.

Other alternatives include: Optix, Yardi, and Spacebring.

GoCardless – Top Payment Solution

When it comes to handling recurring payments like memberships or room bookings, GoCardless is a top choice. It enables automatic direct debit payments, ensuring everything is processed efficiently and on time. Its integration with Archie also ensures all transactions are tracked within your CRM, giving you a clear view of all financial activities.

Alternatives: Stripe is a well-known alternative, although GoCardless may offer more tailored features for UK and European businesses.

TapKey – Best Door Access System

In a coworking environment, smooth access management is key. TapKey allows your members to unlock rooms and buildings with their smartphones—no more lost keys or cards! Since it integrates with Archie, access rights are automatically assigned to registered users, enhancing security and simplifying the user experience.

Other alternatives include: Kisi, Salto, and Brivo.

Xero – Best Accounting Software

Xero, a cloud-based accounting solution, is perfect for coworking spaces of any size. You can easily create invoices, track payments, and manage your finances. Plus, with integrations to both GoCardless and Archie, you’ll have a complete financial overview in your coworking CRM.

Other alternatives include: QuickBooks, FreshBooks, and NetSuite.

Ezeep – Best Printing Solution

Printing can be a hassle in a shared office environment. Ezeep simplifies it by allowing members to print from any device, with the option to control access through integrations. This means your members don’t need to spend time with your team to get printing up and running, but can automatically do so themselves, and be billed accordingly if printing is not included in their plan. A great option to have happier users and less administrative overhead.

Alternatives: another good product is Papercut, which also offers cloud-based printing services.

Why the Right Coworking Software is Crucial

Coworking software like Archie is more than just a management tool—it’s the backbone that ties everything together. From desk and room bookings to member management, visitor registration, payments, and building access, a comprehensive software solution ensures that everything runs smoothly. However, it does not work as a standalone, but needs to be deeply integrated into the rest of your technology stack, through native integrations when possible, or custom ones when required.