Coworking Software Migration: How to Switch in 2025

Updated: November 12, 2025

Your current coworking software isn’t meeting your needs anymore, so you start exploring other options. But the migration process looks complicated, your team doesn’t have the bandwidth to take on such a big project, and you’ve heard too many stories of people switching systems only for everything to go wrong.

Coworking operators are weary of switching tools, but you don’t have to be. Migrating to a new platform can be painless with the right approach.

By understanding the realities behind common migration myths and taking a few strategic steps, you can make the switch smoothly and set your business up for greater efficiency and growth.

What is coworking software migration?

Coworking software migration refers to the process of moving from one coworking software platform to another. Each coworking software provider maps their data differently. When migrating from one software solution to another, all of the data that exists in your current software needs to be replicated in your new software. This includes user data, plan data, user payment information, and active bookings. 

According to The Business Research Company, the coworking space management software industry has grown to $1.7 billion USD in 2024. With the market expanding at a compound annual growth rate of 14.2%, there are lots of opportunities for new players to enter the market, increasing the likelihood that operators switch software providers.

Top reasons to switch coworking software platforms

Switching coworking software providers usually stems from specific pain points: limited features, poor user experience, inadequate support, or scalability issues. Business leaders who switch software providers experience increased satisfaction compared to those who auto renew with the same provider according to Info Tech Research Group.

Operators usually switch coworking software for the following reasons:

• Limited or poorly functioning features: most coworking platforms offer the same feature set, however some work better than others. For example, if your coworking software doesn’t have as many automation capabilities as others, you may want to make a switch
• Poor user experience: Poor user experience is bad for members and bad for your team. Software that is easy to use is 19% more likely to be adopted compared to software that is clunky or difficult to learn
• Inadequate support: 80% of consumers say the support provided by a company is just as important as the product. If you’re frustrated with the support being offered, you may want to consider switching platforms
• Difficulty scaling: sometimes, software stops working for you as you scale. Some operators find they grow out of their software as their business gets larger, prompting them to make a switch.

What is the coworking software migration process?

Migrating from one coworking software platform follows a structured process to avoid billing errors, operational hiccups, and member disruption.  Below is a step-by-step outline of the standard process used in the coworking industry (including what you can expect when moving to a platform like Optix).

1. Planning: 83% of data migration projects exceed timing and budget according to Gartner, but thorough planning prevents this. Understand your current set-up, and work with the Customer Success Manager of your new tool to develop a timeline and migration plan. At Optix, we offer 1:1 migration support to help operators throughout the entire migration process.
2. Data clean-up and export: when migrating from one software to another, you need to export all of the data from your existing tool. This includes member information, plan assignments, bookings, invoices, and billing details.
3. System configuration (new platform): the Customer Success Manager of your new platform will configure the system to your liking by creating resources and plans and setting up integrations. They’ll match the settings of your existing platform as much as possible to simplify the switch.
4. Data import: all data from your old system will be imported to your new system. Whatever cannot be imported will be manually uploaded by your team or your Customer Success Manager depending on what software provider you choose.
5. Testing: your software provider will help test your new set-up (make a booking, upload a payment method, pay for a resource) with your internal team to ensure everything is working as expected.
6. Communication with members: member communication should be sent out at least 30 days in advance to notify them of the switch and let them know what to expect with the new tool.

Although it can be a daunting process, operators are often glad they switched. Here’s what Amy Rushton, co-founder at Coworking Emsworth, had to say about switching coworking software providers:

Common pain points in the coworking software migration process (and how to avoid them)

Switching software can feel overwhelming. Below are some of the most common challenges teams face when migrating to a new solution, along with practical ways to overcome each one.

1. Lacking time and resources for a successful migration

Only 15% of enterprises complete migrations on time. For many operators (especially those on lean teams) the time and resources required to carry out a migration often become a major obstacle.

Ironically, these issues often stem from shortcomings with the software itself. If your software is not easy to use or is buggy, then it can become a burden that takes up more of your time. If your existing software is not supporting you in reaching your growth goals, then profitability seems out of reach and hiring help is out of the question. 

If you don’t switch software providers, then you won’t be able to address the root cause of the problem. In that case, you really can’t afford not to explore alternatives to your existing solution.

How to avoid it: Talk to the software providers you’re evaluating to understand what can be done to streamline the migration process. Some migration steps are quick and do not require significant time or resources, like bulk uploading users or payment methods. The more time-intensive steps can often be supported by your software provider.

2. Worrying the transition will create a poor experience

According to Gartner, 60% of employees experience frustration with new software. So it makes sense that operators experience a lot of fear and anxiety around switching coworking software providers. This fear is often rooted in a bad experience with a prior migration or a horror story from a fellow operator.

How to avoid it: To reduce fear of the unknown, remember that most coworking software platforms (including Optix) are invested in making your migration as smooth as possible. To build confidence and excitement, create a clear list of the benefits your new software will bring to your business and community. Share this with your team and your members to help them understand why you’re making the switch and what improvements they can expect.

3. Finding member onboarding to new tools too difficult

Getting your members comfortable with a software platform is no small task. 78% of employees say they did not receive proper training on how to use tools – and it hurt their ability to do their job. For many operators, the thought of onboarding members onto a new tool and teaching them how to use it is simply too much to think about.

But if you’re considering switching platforms, it’s likely because you want to improve your members’ experience. While the transition may require a bit of effort (such as setting up new profiles), your members will ultimately appreciate the smoother, more intuitive user experience that your new solution offers.

How to avoid it: work with your Customer Success Manager to develop a member onboarding and communication plan. This may include creating a dedicated landing page with how-to-use instructions, sending out a series of informative emails, or hosting lunch-and-learns.

4. Having integrations locked in with my current system

51% of buyers report poor integration with their existing tech stack as a reason to explore new vendors. However, it can also be a reason to stay, as integrations take time to set up and perfect, especially with coworking technology. 

Many coworking platforms integrate seamlessly with the tools you already use and can be set up quickly—either natively or through services like Zapier. In many cases, the process may even be easier than it was the first time, depending on the platform you choose.

How to avoid it: Choosing tools that support open APIs, native integrations, and plug-and-play platforms like Zapier or Make ensures that you can recreate your workflows quickly if you ever decide to switch providers. The Optix Developer Platform allows you to build anything on top of Optix, whether that’s a custom integration or a must-have feature, giving you lots of flexibility.

Case study: switching from Proximity to Optix with Gravitate Coworking

Geoff Wood founded Gravitate Coworking in Des Moines, Iowa, originally to serve the entrepreneurial community with affordable office space. Over the years Gravitate grew to 4 locations, and Geoff found his existing software, Proximity, was becoming a bottleneck: limited automation, difficulty managing multiple sites, and outdated interface.

Geoff’s biggest concern with migrating to Optix was minimal disruption to existing members, especially around billing, account setup, and access. The Optix team worked closely with Gravitate’s operations manager to map over the data from Proximity. Gravitate now runs all four of its locations on Optix, automating 9,500 bookings and over 22,000 check-ins in one year.

Essential tips for a smooth coworking software migration

Migrating to new coworking management software doesn’t have to be disruptive. With the right preparation and support from your new provider, you can transition seamlessly while keeping your members happy and your operations running smoothly.

• Assign a champion to the migration process: have someone in your space who is dedicated to overseeing the migration process (a champion), even if it’s yourself. According to Changing Social, “change champions” increase the likelihood of successfully adopting change across the entire organization.
• Lean on your software provider to support you: the software you choose should be your partner in the migration process and beyond. Teams are trained to support your migration, as they’ve done so for so many other clients. Lean on this expertise and use it to your advantage – you’re not alone in this process!
• Give yourself time to make the switch: Budget at least 1-2 months when looking to make the switch to a new platform. This will give you time to understand your new software, make all of the technical changes, and educate your members on what is to come will help you have a more seamless transition to your new software.

Get started with migrating your coworking software today

Whether you’ve outgrown your current software, face limitations in revenue potential, or receive frequent complaints from your community, migrating to a new coworking software provider can help you unlock your potential.

Optix provides a structured migration process designed for coworking operators who are moving from one space-management platform to another. Our team can support you with adding users, plans, and allowance, migrate existing bookings, and preparing your app for launch. Together, we’ll ensure a seamless migration process for you and your team. Connect with a member of our team to learn more about Optix.