Automating and Streamlining Administrative Tasks in Coworking Spaces: Resource Booking, Check-in, Invoicing, Access, and Communication

Many administrative tasks can be simplified in coworking spaces thanks to automation.

Running a coworking or flex space comes with a host of administrative tasks for operators, ranging from resource booking and invoicing to member communication. Handling these tasks manually can be time-consuming and inefficient. To ensure smooth operations and enhance the user experience, more and more coworking or flex spaces are turning to automation solutions. In this article, we take a look at how automation can optimize processes such as resource booking, check-in, invoicing and payments, space access, and communication with members.

Why Automation is Essential in Coworking

Efficiency is at the heart of coworking and flex spaces. Operators not only need to provide the infrastructure but also ensure that administrative processes run as smoothly as possible. Automation plays a key role here. It helps optimize routine tasks such as booking workspaces, check-in, invoicing, and managing access to the space. This saves time, minimizes errors, and improves the overall user experience.

Automated processes allow operators to focus on what matters most – creating an inspiring work environment without worrying about administrative details. Below, we explore some of these processes in more detail.

Automating Resource Booking

One of the most common challenges in coworking spaces is managing resources like meeting rooms, workspaces, and equipment. With automated booking systems, members can easily and quickly book available resources without waiting for a manual confirmation.

  • Benefits of Automated Booking Systems: An automated system provides real-time updates and prevents double bookings. Users can see immediately which rooms or equipment are available.
  • Tool Integration: Platforms like Nexudus or OfficeRnD offer tools that integrate seamlessly with the booking and management of coworking spaces. Automated booking systems can also integrate with calendars to show availability instantly.

Automated Check-in Solutions

A smooth check-in process is essential for members and guests in coworking spaces. Instead of using manual sign-in processes, coworking spaces can rely on digital solutions to automate access and the check-in process.

  • Digital Check-in for Coworking Members: Members can check themselves in using mobile apps or RFID cards, speeding up the process.
  • Access Door Solutions: Electronic access control systems allow members to gain entry through QR codes or cards without needing staff. This increases security and offers a flexible 24/7 access door solution.

Automating Invoicing and Payments

In coworking spaces, members often use a variety of platforms and services that need to be billed separately. These include not only standard fees for workspaces or meeting rooms but also services like printing, access to special areas, or additional technical services. Managing these different billing models manually is time-consuming and prone to errors.

A particularly relevant example is printing. Since many coworking spaces offer printing solutions for their members, the question arises of how these services can be billed efficiently and accurately. Modern printing solutions like ezeep Blue are specifically designed to meet the needs of coworking spaces. With ezeep Blue, operators can bill print jobs by the page, ensuring transparent and fair cost structures.

Thanks to ezeep Blue’s integration into many popular coworking management systems such as Nexudus, OfficeRnD, Archie, Spacebring and others, ezeep Blue can be linked to these platforms fully automatically. All ezeep Blue integrations with workspace management platforms can be found here»

The billing of printed pages takes place directly via the management system used and thus becomes very efficient, as invoices for printing processes no longer have to be created separately, but are automatically included in the member invoices.

Advantages of using ezeep Blue in coworking spaces:

  • Page-accurate Billing: Every time a member initiates a print job, it is recorded in detail. ezeep Blue allows operators to track the exact number of pages printed and bill based on individual usage. This ensures that each member only pays for what they actually use, whether it’s a few pages per month or a larger print volume.
  • Automated Invoicing:
    • Transparent Cost Control: Members can view their print costs anytime through the management system.
    • Error-Free Invoicing: Thanks to full automation, errors caused by manual data entry are avoided.
    • Time Efficiency: Operators don’t need to manually manage print costs, saving valuable resources.

This type of automated invoice processing offers significant advantages for both operators and members. It increases efficiency, reduces administrative tasks, and ensures transparent and fair billing for services used. Solutions like ezeep Blue optimize not only printing services but also simplify the entire automated invoicing process for coworking spaces.

Automating Access to the Space

Physical access to a coworking space should be as flexible and secure as possible. Automated access door solutions allow members to enter the space at any time without requiring staff to be present.

  • Digitally Controlled Access Door Solutions: These systems allow secure access to workspaces through mobile apps or cards. They enable operators to automate access control while ensuring security.
  • Enhanced Security and Flexibility: Automated solutions allow operators to track who enters the space, enhancing security. Temporary access for event guests can also be easily arranged.

Automating Communication with Members

Communication with members is a crucial part of a well-functioning coworking space. However, manual notifications or emails can be time-consuming. Automated communication solutions allow operators to efficiently distribute updates and information to members.

  • Automated Email and Notification Systems: These systems enable operators to inform members about news, events, or important updates.
  • Simple Information Sharing: Through automated notifications, members can be informed about reservations, invoices, or access changes. This keeps communication transparent and up to date.

Conclusion: The Future of Automation in Coworking Spaces

Automating administrative tasks is an essential component of modern coworking spaces. It improves efficiency, increases member satisfaction, and allows operators to focus on creating a dynamic and flexible work environment. From automated invoice processing to digital check-ins and member communication, automation offers a wealth of benefits.