Tech & workspaces
Booking software for coworking spaces
For coworking spaces, we build systems where members book desks and meeting rooms, membership plans bill themselves every month and each booking creates its own door code. Drop-in visitors buy a day pass on their phone. Your team stops tracking occupancy in a spreadsheet.
Typical problems
- Meeting rooms get double-booked, or booked and left empty
- Nobody knows how full the hot desks and private offices really are
- Membership fees are chased one by one, by bank transfer, and someone is always late
- Handing out and collecting keys or cards ties up reception and causes trouble when a member leaves
Suggested bundle
- Desk and room booking
- Membership plans
- Access codes
A week at the space
A freelance developer arrives in Lisbon for three weeks and needs somewhere to work. On the space's website, they buy a weekly pass on their phone and get a door code by e-mail, valid Monday to Friday. On Monday morning they walk straight in and pick a free desk from the floor plan.
Midweek, they need a room for a client call. They book the smallest one for an hour, and the room's door code arrives with the confirmation. At the end of the stay, an offer for a monthly plan lands in their inbox, in case they come back.
On the management side, a dashboard shows occupancy by zone, day and hour, the most requested rooms and which plans are up for renewal. That is what tells you where to add desks, or whether to open earlier.
Plans that look after themselves
- Day and week passes bought online
- Hot desk or fixed desk, billed monthly
- Private offices on contract, with several people per account
- Meeting-room hours included or bought separately
- Registered business address and post handling, where you offer it
One system, several parts connected
The booking system handles desks, rooms and passes, with separate rules for members and visitors. The client portal brings together bookings, invoices and colleague invites. Locks and invoicing software connect through integrations, so getting in, working and paying never depend on someone at the front desk.
Frequently asked questions
Will door codes work with the lock we already have?
That depends on the lock. Many electronic locks and access controllers accept commands through an API, in which case a code is created for each booking and expires when it ends. If your current system cannot do that, we suggest compatible options before work starts.
How are membership fees collected?
Members pick a plan, such as a hot desk, a fixed desk or a private office, and authorise recurring payment by card or direct debit. They are charged each month and the invoice arrives by e-mail. If a payment fails, the member is notified and the charge is retried before access is paused.
Can non-members book a meeting room?
Yes. An outside company books the room by the hour, pays online by card, MB WAY, Multibanco, Apple Pay or Google Pay and receives a door code for that slot. Members can have room hours included in their plan and see how many they have left.
Do members get their own area?
Yes. In a portal, each member sees their bookings, invoices and remaining room hours. They can also invite colleagues from the same company, switch plans or ask for post to be held.
How much does a coworking booking system cost?
We quote each space individually. The number of desks and rooms, the plans you offer and the link to your access control all count. Request a quote
Shall we talk about your project?
Tell us what you have in mind and what you want to achieve.