Changing the Rules: The Benefits of an All-in-One Coworking Management Software

The coworking industry is continuing to grow, with flexible workspaces becoming the preferred choice for freelancers, startups and even established enterprises. An independent survey commissioned by workspace provider, infinitSpace, revealed that 23% of UK landlords had converted their traditional offices into coworking spaces since 2022, with another 22% planning to switch to flexible spaces within the next two years.   

However, as this industry grows by an anticipated 54% by 2030, so do its operational complexities. Managing bookings, memberships, billing, IT infrastructure, accounting, reporting, and community engagement often requires using multiple software tools, leading to inefficiencies, inaccuracies and unnecessary costs.  

All-in-one coworking software such as Yardi Kube offers an intuitive solution. By eliminating three days’ worth of spreadsheet work, coworking operators can achieve greater efficiency, elevate member satisfaction, and improve profitability by consolidating all essential functions into a single, streamlined system. Additionally, data is always kept up-to-date in a single unified database, meaning you can have complete trust in making data-led decisions. 

In this blog, we will explore how adopting an all-in-one solution can help coworking businesses operate more effectively and adapt to the ever-evolving market. 

All-in-One Software vs Traditional Coworking Software

Traditional coworking software tends to cover just the operational end of workspace management. It can do simple things like meeting room and desk bookings and some community management, but this is just one piece of the puzzle. They then rely on a complex web of integrations with other software to provide the breadth of features required to manage every aspect of a flexible workspace business.  

The table below shows how Yardi’s end-to-end software compares to traditional coworking software that relies heavily on integrations. To get the breadth of features that an end-to-end software platform can provide, a flexible workspace would need to integrate with at least 10 other software providers.  

This is not only very expensive but also raises significant issues when it comes to data integrity, GDPR compliance, and operational efficiency. Opting for a single stack lowers your total cost of ownership, provides a single source of truth for all your data, and alleviates the administrative burden on your operational teams.  

Centralised Management for Coworking Operations 

Managing a coworking space involves a wide range of tasks, from coordinating desk reservations to overseeing billing and IT infrastructure. When these processes are managed through separate tools, it creates silos, duplication and inaccurate data. An all-in-one coworking space software platform eliminates these issues by providing a centralised dashboard that allows operators to handle all aspects of their business from one place. 

With a centralised system, operators gain full visibility into daily operations and benefit from real-time data across 700+ members, enabling them to make data-driven decisions more quickly and accurately. Tasks that once required switching between multiple software solutions can be performed seamlessly in one environment, improving productivity and operational consistency. This approach also benefits coworking spaces with multiple locations by standardising processes across all sites, ensuring a uniform experience for members and staff. 

By centralising management, coworking operators can streamline workflows, reduce errors and save over two hours per day on accounting tasks. This efficiency allows staff to focus on high-value initiatives, such as expanding memberships and strengthening community engagement. 

Enhancing the Member Experience 

A seamless and intuitive member experience is crucial for the success of any coworking space. Members expect convenience, transparency and flexibility. Delivering on these expectations can foster loyalty and increase retention. A coworking platform plays a pivotal role in meeting these demands. 

For instance, real-time booking capabilities allow members to reserve desks, meeting rooms, or event spaces immediately through a mobile app or web portal. Automated billing and direct debit payments ensure clear, accurate invoices while eliminating the need for manual processing. This efficiency can save up to three days per month, reducing human errors and streamlining financial operations. In addition, integrated communication tools, such as discussion boards and event calendars, create opportunities for members to connect and engage with one another, enhancing the sense of community that coworking spaces are known for. 

By simplifying interactions and providing user-friendly tools, coworking operators can elevate the overall experience for members. This not only improves day-to-day satisfaction but also strengthens the long-term relationship between members and the coworking brand. 
 

Driving Operational Efficiency Through Automation 

Efficient operations are the foundation of a profitable coworking business. However, many operators find themselves dealing with time-consuming tasks such as managing invoices, tracking resource usage, or addressing IT issues. A streamlined coworking platform introduces automation to handle these repetitive processes, enabling staff to focus on higher-value activities. 

For example, as previously mentioned, automated billing ensures that invoices are generated and sent on time while recurring payment processes eliminate the risk of late or missed collections. Real-time data tracking further provides insights into how spaces are being used, helping operators optimise layouts and maximise utilisation. It is also worth noting that enterprise-grade technology, such as Wi-Fi partitioning and remote access controls, reduces the need for constant IT intervention, ensuring that your infrastructure runs smoothly. 

“We offer all-inclusive prices, with that being said, we need to create packages that work for all of our clients who have different bandwidth needs. With Yardi Kube, having the ability to make a bespoke IT bandwidth package for our clients is very beneficial.” 
– Georgia Sandom, Managing Director, Office Space in Town (OSIT). 

Scalability for Growing Coworking Businesses 

As coworking businesses grow, so do the complexities of managing multiple locations, expanding memberships and introducing new offerings. Scaling successfully requires systems that are flexible, robust and capable of handling increasing operational demands. An all-in-one platform such as Yardi Kube is designed with scalability in mind, making it an ideal solution for coworking businesses at any stage of growth. 

One of the key features of such a platform is the multi-location management capability. As highlighted previously, operators can oversee multiple coworking spaces from a single dashboard, ensuring that processes such as bookings, billing and IT management remain consistent across locations. Customisable membership plans make it easy to offer a wide variety of options, from hot desks to dedicated offices, adapting to the changing needs of members. Enterprise-level technology ensures that the platform can handle growing user bases and complex infrastructure requirements without compromising performance. 

“Everything is very user-friendly – I have all the information I need at my fingertips.”  
– Holly Joyce, Area Centre Manager, Mantle Space 

Critical Insights for Coworking Operators 

Switching to an all-in-one coworking platform is more than a convenience — it is a strategic decision that directly impacts your bottom line. Here are some critical insights for operators to consider: 

1. Eliminate Inefficiencies: Multiple tools and manual processes create bottlenecks and inconsistencies. A single platform streamlines workflows, reducing errors and saving time. 

2. Enhance Accuracy: Automated billing, reporting and space utilisation tracking ensure precise operations and financial transparency. 

3. Improve Member Retention: A seamless and intuitive member experience fosters loyalty and increases satisfaction, contributing to long-term profitability. 

4. Future-Proof Your Business: With scalability and advanced features, management software can help you position your coworking space for sustained growth in a competitive market. 
    

Transform Your Coworking Space with Yardi Kube 

Yardi Kube is a leading coworking management platform that optimises operations, improves member experiences, and supports business growth. With features such as Wi-Fi partitioning, remote access controls, multi-location oversight and automated workflows, it simplifies booking, billing, accounting, community engagement and IT management. Trusted by coworking spaces worldwide, Yardi Kube can help clients enhance efficiency, reduce costs and maximise profitability.

“Yardi Kube has provided us with a more agile and efficient way of working while keeping our cost base low. This has been key in enabling us to grow our network of workspaces at such a rapid pace.” 
– Kay Chaplin, Finance Director, Mantle Space

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Want to find out how Yardi Kube can support the operation and growth of your coworking or flexible workspace? Book a demo with our team here.

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