17 Best Management Software Solutions for Flex Spaces

Management software becomes an essential need for flex spaces once they scale above a certain extent. When your business grows the scope of operational tasks expands. Usually, new processes appear and it becomes more difficult to juggle them all while keeping efficiency high. Also, day-to-day tasks become more complicated and there’s a lot more chance for human error.

Quick Answer: Overall, the best flex space management platform as of 2023 is OfficeRnD Flex.

But there are various technology solutions that can be extremely helpful for your coworking or flex space. Below you’ll find some of the best that cover various coworking operational aspects – from billing to meeting room bookings, to membership management.

1. Xero

Xero is an accounting software that automates invoicing, bank reconciliation, and bookkeeping. It allows you to save a lot of time and effort and eliminate the chance of human error. Also, you get a real-time view of your cashflow. Xero supports multi-currency management so this makes it perfect if you manage locations in different countries. You can get even more out of it if you integrate it with a management software for flex spaces.

2. QuickBooks Online

QuickBooks is another cloud-based accounting solution that accepts and manages payments, bills, and payrolls. The system allows you to access and manage your books from multiple devices anytime you choose. And this could be a great convenience when you operate multiple sites. You can also create different levels of access for your team members.

3. Stripe

Stripe is known as one of the most popular payment gateways for many businesses. And the flex space industry is not an exception. It’s a cloud-based software that allows you to accept payments and manage your business online. The platform is also known to maintain an extreme level of security to keep payments safe.

4. Omise

For some regions of Asia, the popular payment gateways don’t fit that well. And here’s where Omise helps. It’s a payment gateway that covers perfectly the needs of countries like Thailand, Japan, and Singapore. Like every other payment provider, Omise enables both online and offline payments and works even better if you integrate it with a flex space management software.

5. OfficeRnD

OfficeRnD is a management software for flex spaces that helps them automate administrative tasks and improve the member experience. The platform manages various processes like billing, meeting room bookings, membership management, and more.

It also enables coworking and flex spaces to make data-driven decisions about their business thanks to the platform’s reporting capabilities.

OfficeRnD comes both as a web platform and a suite of mobile apps. Plus, it integrates with the rest of the solutions mentioned in this post so you can have everything in one place.

If you are curious about what OfficeRnD can do for your business, feel free to book a demo to learn more about the product.

6. Zapier

Zapier is one of the most useful apps for flex spaces. It connects more than 1500 apps allowing you to automate and sync all your essential coworking systems. Zapier moves the info between these apps automatically, so you don’t have to waste precious time to manually do that. You can automate and sync plenty of processes within your operational scope – from pre-sales and onboarding to active and former member stage.

7. Kisi

Kisi is a cloud-based access system that provides frictionless and safe access control. The software supports remote access management from anywhere, anytime. One of the coolest features is the ability to create access groups and add new members with an email address.

You can also integrate Kisi with various coworking apps and management software solutions you already use. Moreover, the various touchless solutions offered by the company are among the most helpful apps for flex spaces in the post-COVID world.

8. SALTO KS

SALTO KS is a cloud-based access control software that allows smart access control for flex spaces. The system allows operators to control the level of access and have visibility on who goes where and when in a building. Ultimately, the system allows you to simplify operations, analyze valuable behavioral data which helps you get to know your customers better.

9. Mailchimp

Mailchimp is one of the most popular email automation platforms. It saves a lot of time and allows you to build lists, schedule emails, and dive into various performance metrics of your campaigns. Not only does it help with communication with your community but it’s a great tool for lead nurturing. In terms of pricing, it offers various plans – from free to premium. The good thing is that the free plan offers plenty of functionalities and it’s pretty good for every small to mid-size workspace business.

10. Capsule CRM

Capsule CRM is an online CRM that allows you to manage your sales process, keep track of all the necessary data during customer onboarding, and get a holistic view of your business performance. It helps you keep all sales communication in one place, segment your audience (lead, customer, vendor, etc), and import and export data. Ultimately, it helps you build stronger customer relationships, make more sales, and save time.

11. Hubspot

Hubspot is another great CRM that can help you keep track of your pipeline. The platform offers a full-stack solution for marketing, sales, and customer service. It helps you streamline lead management and have all communication in one place. Also, it allows you to segment your contacts based on different characteristics. Moreover, Hubspot is the crème de la crème in terms of marketing and sales knowledge resources offering plenty of free online courses, ebooks, and blog posts.

12. ezeep

ezeep is a printing software solution that allows you to print with any device, from any of your sites to any printer. By managing printing from the cloud it streamlines the process and gives a lot of freedom and autonomy to your team and your community. The system also maintains a high level of security when printing sensitive information by adding authentication to any printer before a print job comes out. You can also set up printing rules and limits to the different devices or members.

An extra tip: As printing experts, they also wrote a great article giving advice on finding the best printer for your flex space.

13. PaperCut

PaperCut is another great print management software that minimizes waste while providing a secure and easy printing experience. The system is a cloud-based one and helps flex spaces of all sizes facilitate printing operations via document storage, activity tracking, task administration, reporting, and more.

14. Included.co

With Included.co you can provide community discounts for your members. What’s more, they will be labeled with your brand. For your members, this will be a worthy perk. For you, it will help you build your brand and add more value to your service. The Included.co platform also makes it effortless to share or embed your member benefits into your newsletter, website, etc.

15. Syncaroo

Syncaroo is a brand new platform that allows you to sync and update your listings on online platforms automatically. The process is pretty simple – you register in Syncaroo, choose your workspace management system, and then connect your listing accounts in a few clicks. You can also automatically update your current COVID-19 lockdown status which could be extremely useful in the current situation. You can learn more about what data can be synched here and more about the platform itself here.

16. LiquidSpace

LiquidSpace is one of the most popular marketplaces for renting office space and conference rooms. The platform connects your space with end-users by facilitating the process. It helps your coworking business to become well-promoted and highly discoverable. The cool thing is you can choose what kind of bookings you accept (e.g. for an hour, a day, month by month, etc). Also, you get access to data such as profile visits and engagement metrics.

17. Coworker

Coworker is another popular marketplace where you can list your space, and attract new customers. Coworker’s visitors can browse spaces, request a booking, schedule a tour, or buy a pass directly if you’ve enabled this option. As a vendor, you can choose from a couple of listing plans that are either free or paid.