Coworking Space Automation Software: Welcome to a New Era

Goodbye manual space management software, hello coworking space automation software.
By The Optix Team
June 26, 2024
Coworking Space Automation Software: Welcome to a New Era

Today marks the beginning of a new era of running a successful flex space business – an era defined by operational efficiency and maximizing human potential.

But how did we get here? Why is now the right time to take the leap forward? And what does this mean for the future of the flex space industry?

In this article, we’ll explain what coworking space automation software is, the journey we took from manual space management software to space automation software, and how to bring your business into the future – so you don’t get left behind.

Watch the replay of our live event, Level Up, where we unveiled the future of running a flex space business.

What is coworking space automation software?

Coworking space automation software is a tool designed to help coworking and flex space operators automate their manual, repetitive tasks. 

The goal is to automate as many of the time consuming elements of running a flexible workspace as possible, so that operators and community managers have time to focus on the things that only humans can do, like building community and creating a hospitality-first experience.

A history of coworking technology

Running a coworking or flex space has moved through three distinct phases since its inception.

Phase one was characterized by using manual solutions like pen and paper or excel spreadsheets. The software for managing a coworking space was not sophisticated, if it existed at all, and operators largely relied on manual solutions. 

Phase two was marked by the introduction of dedicated coworking space management software. This software saved operators tons of time, bringing their spaces into the digital realm.

Phase three brought with it the integration of tools to create a technology ecosystem. No longer was it enough to have a few powerful platforms. Now it was about figuring out how to get these tools talking to each other and sharing information as easily as possible.

These three phases were paramount in moving coworking technology forward, and we discussed them in detail in our article for Coworking Insights

Now, it’s time to enter phase four.

Phase four: Coworking space automation software

We are in the middle of one of the greatest technological revolutions of our time – the shift to automation.

Thanks to automation, workers in every industry are increasing profitability and improving operational efficiency at a fraction of the cost. 

Despite this shift, coworking and flex space operators are falling behind. 

Modern manual space management software is time intensive and difficult to use, taking up 53% of operators’ days on average. While we may have come a long way from excel spreadsheets, operators are still stuck in a cycle of performing the same repetitive tasks day in and day out – and it’s hurting their bottom line.

These were the problems we were looking to solve when thinking about what coworking software could become. These were the problems that led us to coworking space automations software. For a deep dive into this topic, check out our article The Problem with Coworking Space Management Software.

The solution to manual space management software

Coworking space automation software is designed to help operators create an autonomous flex business, one where the technology can reliably run all of the operations so you don’t have to.

It represents the next era of running a flex space business, one where your daily tasks are taken care of, your space runs without you having to think about it, and your team finally has time to get ahead.

The vision of coworking space automation software is that your team can spend less time with technology tools and more time with people, doing the things that only a human can do.

Benefits of coworking space automation software

The greatest benefits of coworking space automation software include:

  • Saving time by automating your recurring manual tasks, like following up with tours booked, staying on top of reported issues, and even your members’ onboarding
  • Boosting productivity and improving operational efficiency by doing more with less – set up an automation in five minutes and save hours of time each month while reducing the risk of manual errors
  • Elevate the experience of both your team and your members

Coworking and flex space operators who are looking to run a profitable, community-driven business will find automation particularly powerful in their space. We see automation as not only necessary, but mission critical when it comes to thriving in the future of the flex space industry.

How can Optix Automations support my business?

Introducing Automations for Coworking and Flex Spaces

Automations is an operational layer that sits on top of the Optix platform. It enables operators to create automations for many of the manual tasks they perform in Optix each day including sending message reminders, following up on invoices, cross-selling services, and more.

It also transforms Optix from a tool to manage your space to a ground-breaking coworking space automation software that can help you save time and get ahead in your business.

With Automations, coworking and flex space operators can automate:

  • Member onboarding
  • Member offboarding
  • Feedback collection
  • Retargeting and reenaggement efforts
  • And more!

Operators who use Automations can save on average 20 hours a week of work per admin, or roughly 53% of your time by creating automations for Optix tasks that would otherwise be performed manually. Learn more about Automations.

What does the future of coworking space automation software look like?

Optix is pioneering the coworking and flex space automation category because we believe people should do the people things, and technology should do everything else. But this is just the beginning.

We see the future of flexible workspaces as being autonomous from a technological standpoint. This will enable operators to invest in building community and improving the member experience, something that has been central to our values for a long time.

As operators demand more automation in their workspace, the entire coworking space automation software ecosystem is in a prime position to step up and fill this need.

To learn more about Automations, speak to a member of our team today. 

Are you an Optix client? Jump into your dashboard and start exploring Automations now!