Productivity

Top 5 Coworking Apps to Choose in 2021

Helga Moreno

Flexible workspace business is developing at a flashing speed. Even a global pandemic can't stop its growth. We observe one of the market laws in action — demand generates supply.

New generation people are searching for life-work balance. They want the utmost flexibility of working hours, extended vacation, floating days-off, the possibility to work from different places, and many other conveniences only a freelance job can give.

Coworking spaces with their perks and amenities, all necessary office supplies, comfortable meeting rooms, and friendly communities are great alternatives to traditional offices.

However, managing a shared workspace is really challenging as you have a ton of responsibilities. You need to handle bookings, keep your billing in order, all facilities must be maintained, and all members must be happy. This is the only way to survive in the hospitality business.

Some of those tasks should be performed by workspace managers manually but most of them can be automated with the help of coworking apps. You can find a brief list of those helpers below. See what they do, start to apply them, and free managers' time for community-building activities.

1. HubSpot

Let's start at the very beginning. Before a prospective customer becomes a member, you see them as leads in your CRM or Customer Relationship Management software. The technology helps you manage relationships and interactions with existing and potential customers of your flexible workspace.

HubSpot is one of the favorite CRM solutions chosen by many coworking spaces. It helps to get deeper insights into prospects, automate the tasks you are not inspired by, and close more membership deals faster. The CRM has both paid and free plans.

Here are some points to benefit from:

  • Review sales pipeline via a clean visual dashboard.
  • Get detailed reports on sales activity, productivity, and individual performance.
  • Enrich contact records with data from over 20 million businesses automatically.
  • Get notifications when a prospect opens your email or visits your coworking website.
  • See the context for follow-ups with the right leads at the right time.
  • Schedule meetings, use live chat, email templates, click-to-call functionality, and more to connect the prospects easily.

2. Greetly

Hospitality business like shared workspace is all about customer experience. The way managers welcome members and visitors matters as this creates the impression of your brand. But do you really want your manager to be at the reception all the time registering guests like an office administrator? This is a bad practice in the era of workspace digitalization when people are more comfortable with self-service tablets than with real people.

Use Greely as a digital receptionist that greets the incoming visitors to your flexible workplace. This visitor management app will make your daily check-ins streamlined and automated. Visitors only need to choose the purpose of their visit, inform who they are there to see, and enter their name. Greetly will notify the host employee/community manager and log the visitor’s information. The app can also capture visitors’ pictures, signatures, and NDA agreements.

This way, you will quickly sign in members and visitors at the front desk and they will be immediately directed where they need to get without any delays or waiting time.

3. Proxy

Access control is another critical aspect a coworking space operator must take care of. Modern coworkers don't want a doorman to let them in. Also, they don't want to ask a manager to unlock the door if they come to the workspace late at night. What they really want is a touchless experience Proxy access control system can offer them.

It works like this: Proxy sensors recognize and authenticate your Proxy Signal, emitted by your smartphone, and unlock the door for you.

The main advantages of Proxy platform implementation at your flexible workspace (in addition to a fun futuristic member experience) are as follows:

  • You manage access to all doors.
  • Lock and unlock the doors remotely.
  • Track activity data to understand usage patterns.
  • Make your workspace more secure for the community.

4. Stripe

The key essence of any business is making money. How many hours a week do your managers spend on collecting payments from members? Whatever this number is, you can reduce it by automating payments.

Use Stripe to accept payments online just the way members got used to pay for all other products and services they consume. You can charge members for offices, desks, meeting rooms, and all sorts of additional services you offer. Create invoices online, auto-send them to members, or charge member credit cards directly. You don't need a physical POS terminal for that. Stripe also allows to create subscriptions to charge members regularly which saves a lot of time and smoothens the payment process.

5. Zendesk

Coworking space is about communication, collaboration, and support. Staying connected to members and tenants all the time is critical as well as solve their issues on the fly not letting them grow into problems.

You definitely need to have a dedicated customer support app like Zendesk to know what your members think about your workspace to keep everyone happy and engaged. Zendesk allows customer conversations to flow seamlessly across all channels. This helps community managers to be more productive and build healthy relationships with members efficiently.

Use Zendesk to organize customer support at your flexible coworking space.

  • Let members chat with you using a "Help" button on their phones.
  • Allow members to find support articles and coworking community guidelines.
  • Let customers report issues and create support tickets.

Integration as the Key to Efficiency

Undoubtedly, all the above apps save managers from extra work and improve members' experience. But is jungling them the best way to manage a flexible workspace? The answer is "NO." Software is aimed to simplify your life and not to overcomplicate it. Now, when you have a few essential apps in place, it's time to think about how to unite them in a single platform.

You can easily do it with the help of coworking space management software, like andcards, and leverage your productivity up to the sky. The idea is to have one app for everything while still using professional solutions instead of amateur built-in custom stuff. This is reached via building integrations with above mentioned and lots of other productivity apps. When all your software is connected to each other, all your customers' data is updated and synchronized, which means you don't need to do it manually.

For instance, as soon as a new member signs up for your coworking space app, they can instantly access flexible workspace and unlock the doors with a smartphone using the Proxy mobile app.

The integration of the coworking app with Stripe allows members to pay for bookings and services with card right inside andcards.

You can read more about coworking space software integrations and their benefits here: Must-have Coworking Software Integrations

Over to You

That's it for now. It was my rating of best apps for coworking spaces. Are you ready to make your pick? Did I miss anything? Your additions are welcome in the comments.

Maybe you are already using some of the above apps. It would be great to hear your feedback on how they improve/optimize your workspace management process.

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About andcards

andcards is the first coworking software focused on member experience. andcards easy-to-use mobile apps help thousands of tenants get the most out of their workspace.