The explosion of apps and software systems we use is a huge pain. The average small and mid-size business uses tens if not hundreds of software systems to manage all processes. Coworking and flex space operators are no exception. The average coworking space uses a lot of software systems to keep the business running.

Sometimes we feel like we dedicated people or teams to manage all apps. The so-called SaaS sprawl is slowing down the organizations’ growth and creating more friction than the problem these systems are solving.

There are two solutions to the problem:

  1. Use only systems that you need and that are solving big problems.
  2. Integrate all systems – directly, or using an intermediary automation tools, like Zapier.

Using best-in-class systems that are tightly integrated is key to achieving better business outcomes. Fully automated systems lead to smoother operations, less friction, better service, and ultimately faster growth.

One of the easiest and most cost-effective ways to achieve full integration is using an automation platform, such as Zapier.

Integrate Everything with Zapier

Zapier AutomationUsing Zapier, you can connect 1300+ apps to OfficeRnD Flex!

We’ve put enormous effort into covering use cases that span the whole member journey.

We believe it is an important component that supports our goal of providing coworking spaces with the foundation you need to focus on growing and scaling your businesses.

Below we’ve featured a dozen use cases (i.e. templates) to illustrate the depth of the integration and give you some basic understanding of the principles behind it. If you’re experimenting with use cases in your space and are missing some functionality, please, make sure to let us know at [email protected]!

Let’s take a look at some examples from each stage of the member journey!

Integrating Sales Processes

When using OfficeRnD to manage your sales processOfficeRnD Flex has a basic functionality to manage a sales process, such as creating Leads and Opportunities. But to close the complete sales loop, there are some marketing automations that can be added with Zapier:

1) Creating Leads in OfficeRnD from new form submissions on your marketing website – example template to achieve this with Typeform:

2) Creating Leads and Opportunities when a prospect books a tour via a calendar link on your marketing website – example template to achieve this with Calendly:

3) Getting prompt notifications via email or chat once a new Lead and/or Opportunity is created – example template to achieve this with Slack and Gmail:

When using a dedicated Sales CRM to manage your pre-sales process – if you’re using an external CRM to manage leads, the above-mentioned features are probably covered well. However, since OfficeRnD still serves as your after-sales/coworking CRM, the true challenge here is making sure your customer data is in sync with both systems.

Manual data transfer is not only a time-consuming task, but can also lead to human errors that can result in extra wasted time to correct them, or worse – bad customer experience during onboarding. To solve this, we’ve configured:

A template with HubSpot that transfers ONLY contacts and companies that converted to customers:

Please, note that we also have a very advanced OfficeRnD Flex <> HubSpot integration!

A template with SalesForce that transfers ALL contacts and accounts that are created:

Another good example is if you use our Flex Tours, you can easily push the new contacts as well as tour booking information to your HubSpot or SalesForce CRM system.

Automating and Improving Onboarding

Onboarding a new Member or Company is a project on its own, so automation comes pretty handy here as well. We’ve covered 2 examples that can serve as a starting point:

Ensuring a smooth transition to onboarding – the idea of this Zap is to make sure that your whole team will be prepared to kick off the onboarding process with new customers on the right foot. To do so, you can set up automatic notifications that go out to your team once a Lead becomes a Customer. You can use the following templates we’ve set up with Slack and Gmail to achieve this:

Quick Tip: If you operate multiple locations, you can set up an automation that considers in which location the new Company will be moving in and sends an email to the respective Center Manager with relevant details. Ping us at [email protected] if you need help with setting this up!

Automatically adding new members to email marketing tools – basically making sure your members stay informed of important information by automatically adding them to your email marketing tools, such as MailChimp.

Automating and Improving the After-Sales Processes

There is a lot that can be done to optimize operations in your coworking space and improve the experience of current members. We’ve put together a few specific examples that hint at the many options here.

Post events you’re hosting automatically to OfficeRnD – the purpose here would be to increase the attendance of your events by pushing them to your coworking community through multiple channels. We’ve created a template that pushes events from Eventbrite to OfficeRnD, but you can make it work the other way around and/or with other event platforms as well:

Update event calendar automatically – making sure that upcoming events will stay top of mind by adding them to an events calendar (or your personal calendar). Example template to achieve this with Google Calendar:

Moving former members to a different subscriber list in your email marketing tool – once members leave your space, you want to make sure they won’t be getting any irrelevant information from you, besides marketing emails. To do so, you have to either move them to another list or segment one of your existing subscriber lists.

Sending exit surveys to members once they leave your space – it’s important for every business to improve its service constantly. Members feedback, of course, is essential to do that in a coworking space. You can automatically send exit surveys to ensure you’re not missing a key piece of feedback.

How do you enable the integration with Zapier?

You can learn more about how to enable the integration and get started with using Zapier on the following link.

We also recommend that you check out our page on the Zapier website to stay up-to-date with more templates we’ll be creating or access the ones we’ve listed above.

Happy automating!

Miro Miroslavov
CEO and Co-founder of OfficeRnD
Miro Miroslavov is a software engineer turned into a tech entrepreneur. In 2015 he co-founded OfficeRnD - a leading flex space and hybrid work management platform. As a CEO at OfficeRnD, he grew the company from inception to a leading software vendor that serves thousands of customers worldwide. He is a big fan of flexible working and is on a mission to "Making Flexible Working the Way of Working".