Think about your typical day as a coworking manager. You guide a new member to sign up, update a visitor log, and answer some booking questions. Invoices and pending bills are also there to handle.
These tasks may feel small and simple. But together, and when you do them daily, they occupy a large part of your calendar. The good news is that you don’t need to do all of them yourself. You just need a system for them.
In this post, we will walk through the daily tasks you should automate, how to go about it, and what changes when you do. We’ll also talk about where an office space management SaaS platform comes into play.
Continue reading to know how automation can help you take control of your time and business.
Automate How New Members Get Started
When a new tenant joins your space, you have to onboard them properly. This means sending them welcome emails, access details, workspace rules, and payment setup details. It takes time. And if your team is small, then it gets even more difficult.
The solution? Set up a series of emails that go out when a new member signs up. These emails will have all a member needs to know to start using your workspace. Your team doesn’t have to handle things manually.
A platform like Simplified Spaces makes this easy. If a new member joins your space, this software gives them a portal to get going easily.
- They can set up their account, add team members, review their plan, and get familiar with the space without needing to call or email your staff for help.
- Members can book spaces, check on their team, pay bills, and send in requests, all from the same place, whenever they need to.
Everything they would normally ask your staff about is already available to them in one place.
Your Booking System Should Run Itself
Handling bookings manually is one of the easiest ways to lose time in a coworking space. Members ask what is available, you check, you confirm, you follow up. Then someone cancels, and you have to start over.
The solution to this can be a self-booking system. Members can log in, see what’s available right now, and reserve a desk, meeting room, or office on their own. The moment they book, a confirmation goes out automatically. Reminders go out before the booking starts. If someone cancels, the slot opens back up without anyone lifting a finger.
The difference this makes is real. No-shows go down because the system is already sending reminders. Double bookings stop happening as the space availability updates on its own. And your team is free to focus on work that actually needs their attention.
Stop Chasing Payments Manually
Billing is one of those tasks that takes up far more time than it should. Every month, you have to send out invoices, track payments, and follow up with members who haven’t paid. When you’re doing all of this manually, it’s easy for some things to slip through.
The better way is to set up automated billing from the start. Recurring invoices must go out on a fixed schedule without you creating them each time. Then, payment reminders should go out automatically when a due date is near. If a payment is missed, the system flags it and sends a follow-up. Receipts are generated and sent out whenever you get a payment.
The result is faster payments, fewer mistakes, and no more time spent tracking down members who owe you money.
How Simplified Spaces Helps You Automate Better
Simplified Spaces puts everything you need to run your coworking space in one place. Here’s what it helps you do:
- Tackle Different Workspaces – You can keep an eye on all your spaces from one place. There will be a dashboard for every location, so you know what’s going on where.
- Handle Bookings Your Way – Set up your desks, meeting rooms, and offices with your own prices and availability.
- Take the Pain Out of Billing – Recurring invoices go out on their own, one-off charges are easy to add, and all your financial records stay in one place. No extra tools needed.
- Know Your Visitors – See who’s visiting, control who can go where, and always know who’s coming in and out of your space.
- Separate Views for Staff – Operators, managers, and front desk staff each get a dashboard that shows them exactly what they need to see.
This way, you get a clear view of how your locations, tenants, and spaces are actually making you money. You will also get better control over things. You will gradually feel the difference when your business grows along with your team.
So, start small. Pick one area or task, like booking, onboarding, or billing, and start automating it. If you feel it’s saving you time, see what other tasks you can automate. Talk to your team for insights. Try to automate all the stuff that gets repeated daily. Keep experimenting.
