5 Things to Consider When Selecting a Member App for Your Coworking Space

In this digital age, where smartphones have become an integral part of our lives, having an app for your business is no longer a luxury, but a necessity. This is especially true for coworking flex spaces, where members are always on the go and need quick and easy access to the services they require. With the touch of a button, a coworking space management app can simplify the member experience, enabling them to book spaces, manage their accounts and access additional services on the go.

We sat down with Megi Cara, solution consultant for Yardi, to discuss what to consider when investing in a member app, its importance and how it can enhance the overall member experience for coworking flex spaces.

1. Purpose – Can it enhance autonomy and operational efficiencies?

Before diving into the selection process, it is essential to consider the specific needs and goals of your coworking space. What features would you like the app to provide? Examples include booking workstations or meeting rooms, event management, community forums, or even integration with external services like billing or access control systems. Defining the purpose of the app will help you narrow down your choices and find a solution that aligns with your requirements.

Cara’s Response –

The primary objective of the member app is to offer members a dedicated space and the ability to exercise independence. It facilitates convenient payment processing, seamless booking of meeting rooms and effortless communication with staff.

In recent times, there has been a growing demand among operators in the flexible workspace industry for enabling self-service options for their members. The member app enables customers to easily reserve meeting rooms or desks with a simple click, share documents and access coworking spaces at any time, without requiring staff intervention. Furthermore, it allows members to unlock rooms without assistance and raise help desk tickets with ease. The member app empowers customers to take care of their own needs, reducing the frequency of requests to the operational team. Thus, this self-sufficiency is a fundamental role of the member app.

However, from an operational standpoint, the benefits are significant. By automating processes and providing visibility and accessibility to meeting rooms, coworking providers can effectively lower their operational costs. Operators can save time on payment processing, meeting room reservations, and maintenance reporting. As a result, staff members can concentrate their efforts on fostering existing member relationships and attracting potential prospects. Hence, embracing autonomy through the member app delivers immediate advantages for both the members and the providers.

2. User-Experience – Does it empower members with seamless software integration?

A user-friendly and intuitive interface is vital for member satisfaction. A member app that integrates with existing tools and systems can streamline operations and enhance efficiency. It will help you consolidate data, reduce manual work and provide a unified experience to your members.

Cara’s Response –

The implementation of a member app offers a convenient and efficient means for reserving meeting rooms. Members can effortlessly reserve spaces using their computer or mobile device, eliminating the need to engage with staff members through emails. She highlights that the app grants members’ access and visibility to peruse and book available spaces across multiple office locations, streamlining payment processes and enabling the scheduling of recurring payments.

However, the member app’s true advantage lies in its ability to enhance the coworking experience through automated billing and payment functionalities. With fully integrated software available on the app, members can conveniently make payments. This software not only enables flexible workspace staff to track incoming payments, but it also empowers members by granting them complete control over their financial information. It seamlessly calculates room usage, effortlessly generating invoices and streamlining billing procedures without requiring additional user input. Therefore allowing members to stay in control and on top of all their payments.

Another key feature to note is the ability to work with other offerings. Space management is particularly important with flex space operators – by implementing an app, such as the Yardi Member App, coworking spaces can increase efficiencies with Wi-Fi credential checks, add members and provide Wi-Fi access seamlessly. She quotes this integration not only enhances the overall member experience but also distinguishes flex spaces from its competitors.

3. Cost – Is it worth the investment?

Developing and maintaining a coworking space management app requires financial investment. Therefore, it’s crucial to weigh out the operational benefits the app will provide and how it can help you increase return on investment (ROI) in the long term.  

Cara’s Response –

By using a member app, property managers reduce the need for manual intervention, improve efficiencies in flex workspace processes and save time on labour-intensive tasks. For instance, with the rise of hybrid working, access control systems such as Salto KS, KISI and BRIVO within member apps are integral to keeping processes running smoothly and efficiently for staff. These features allow members to create access groups or passes, which help them enter flexible workspaces at any time of the day and unlock rooms. Subsequently, eliminating the need for in-house staff involvement as well as saving time and money on labour intensive tasks.

4. Marketing – Will it drive performance and deliver marketing goals?

A coworking space management app can also serve as a powerful marketing tool for your coworking space. The app should provide branding opportunities and allow you to customise the interface with your coworking space’s logo and colours. A strong marketing presence within the app can attract potential members and strengthen your coworking community.

Cara’s Response –

Yardi’s space management solution is equipped with a white-label app, which can be customised to align with the brand’s image and tone of voice. Coworking providers can modify the app’s appearance and style to harmonise it with their overall brand strategy and cater to their members’ preferences. This highly customisable application not only facilitates personalisation but also enhances the member’s experience and augments marketing performance.

Moreover, the use of a white-label application eliminates the need for companies to undertake extensive efforts thanks to pre-designed templates and adaptability. By leveraging this solution, property developers can ensure that their coworking spaces not only remain consistent with the overarching brand mission but also provide a frictionless and exceptional experience.

5. Community – Can it encourage communication and collaboration?

Flex space providers want their members to feel a part of a connected community. They want to create a workspace environment that, not only unifies and officiates the day-to-day working life of a member, but also promotes and encourages collaboration. A coworking app that encourages collaboration and connection will help foster a sense of belonging and attract new members to your space.

Cara’s Response –

The Bulletin Board feature within the Yardi Member App allows members to update their bio, advertise their services as well as create and post social events effortlessly. Most importantly, property managers can stay in control of what’s allowed to be shared. The member app also provides brands with a space to connect and communicate with their customers effortlessly. With the instant communication tool, staff can transmit push notifications via the app, ensuring that members are promptly informed about important updates such as events, security information, or fire drills. Additionally, customers can easily reach out and share their enquiries or report any technical issues they may encounter. These functionalities foster effective communication and promote collaboration among members while enabling flex providers to enhance their services and promptly address feedback.

Is Coworking Software Right For You?

Yardi Kube provides one platform, including a member app, for everything from member management, meeting room bookings and access control to accounting, security, maintenance and procurement. It helps simplify daily operations for coworking locations and flexible workspaces.

See how you can utilise a Member App and automate your space with Yardi’s flexible workspace solution.

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