Future-Proofing Your Coworking Space: Emerging Trends in Coworking Technology

Coworking runs on adaptability, and as technology reshapes how people work, staying ahead of new tools has become part of the job for operators.

Coworking technology is the software and hardware operators use to run a flex space, covering booking, billing, access control, network management, member communication, and analytics.

FlexWorld Series 2024: Fall Edition brought together industry leaders for a panel, “Future-Proofing Your Coworking Space: Emerging Trends in Coworking Technology.”

Featuring insights from coworking tech leaders Kisi, Syncaroo, and NCG, this session tackled key challenges, debunked myths, and offered practical strategies for using technology to drive innovation and profitability in coworking spaces.

The takeaways below still hold up, and the industry has only moved further in the direction the panel described. The biggest shift now is the move from isolated tools to connected ecosystems, where booking, billing, and access talk to each other instead of running as separate applications.

Here are some of the key takeaways.

https://youtube.com/watch?v=jME0zk5aEl4%26list%3DPL1oV6bfMypmZeRD2hPQl12o9ZAojURzjY%26index%3D2

Is complacency threatening the coworking industry?

The panel opened with a direct question: Is the coworking industry becoming complacent with its technology? Hector Kolanas, Co-founder of Syncaroo, said that while some operators settle for a one-size-fits-all solution, many are starting to realize it’s better to find a best-of-breed solution for each part of the business.

When operators get comfortable with one product that works well enough, they can go blind to bigger and better options. He also warned that relying on legacy systems or single vendors creates vulnerabilities, like service disruptions, if the product or vendor falters.

Daniela Mallarino, Director of Tech Partnerships and Integrations at Kisi, suggested it’s less about being complacent and more about being comfortable.

Assuming you know the phrase “if it’s not broken, don’t fix it,” Daniela stressed the need for routine updates to head off any threats.

From the physical and cyber security points of view, she says:

You’re leaving money on the table” if you’re not putting in effort to ensure your systems are up to date.

We also heard from Tom Proctor, CEO of NCG, who explained that technology handles operations so people don’t have to, saving time and money. That is, unless your software platforms are not integrated properly.

He pointed to the trap of trying to “do it all in-house”: hiring developers to build solutions, needing more developers to keep up with updates, and continuing down that path only to eventually realize it’s cheaper to outsource.

Busting myths about coworking technology

Session moderator and VP of Product at OfficeRnD, Ivan Guberkov, opened a conversation around coworking myths by asking the panel about the common belief that starting a coworking space demands huge startup costs, especially for things like door access and wifi provisioning.

Daniela responded that many operators wrongly believe reusing legacy systems saves money. She explained that modern solutions, such as Kisi’s ability to integrate with existing hardware, show that upgrading doesn’t have to be complicated or costly.

Tom debunked the myth that it’s best to start with the basic, or “cheap,” options and upgrade later. Sure, DIY spreadsheets and internet from your local provider may be easier on the wallet, but you may not have the luxury to upgrade when you need it most.

He explained that from the start, you’re locking into a journey, and he recommends startup operators find the technology that will best serve their needs. That doesn’t have to break the bank.

Instead of Excel spreadsheets, he suggests starting with a CRM like HubSpot on its basic package.

Similarly, rather than the absolute cheapest wifi, he recommends a provider that’s reliable and can deliver a stable network. It may sting a little at first, but it’s better to invest in your long-term goals, and you don’t necessarily need the “best of the best.”

How does technology improve the member experience?

Smooth access control came up as a critical part of member satisfaction. Daniela explained that you can’t make it too hard for staff or members to get in, or they’ll give up and go elsewhere, but you also can’t make it too easy, or the space loses its sense of security and exclusivity.

She shared a case study of a coworking space managing seven locations, 55 doors, and 2,500 members. Their priority?

Technology that balances security with ease of use, so members feel both safe and valued. Access control is a selling point.

A quick check-in that still offers real security is in high demand, and knowing your space prioritizes that can be a deciding factor for prospective members. This is why contactless entry through QR codes, mobile apps, and secure digital systems has become the norm in busy spaces, replacing keys and paper logbooks.

How can operators turn technology into revenue?

On profitability, Tom discussed strategies like network automation. Platforms such as Isofy let coworking operators offer pay-as-you-go bandwidth, meeting room rentals, and more, opening up new revenue streams.

Hector described the value of bundled services like notary support, professional services, and mail management. These add-ons raise customer spend without taking up additional space.

On-site cafes and fitness areas are a nice perk, but they aren’t always cost-effective. Using technology lets you drive more revenue without the extra overhead.

Making revenue streams more profitable

The panel then moved to reducing overhead through technology integration. Hector introduced the idea of “bundled overheads,” explaining how inefficiencies, like fixing access issues or handling mail manually, chip away at revenue over time.

Ivan asked, “If you’re an operator who maybe hasn’t thought about this before, how do you evaluate technology? Is this something people can do on their own?” Hector responded that Syncaroo’s mission is to help flex spaces get their best people unblocked by connecting their systems, pulling data together, automating tasks, and providing managed integrations.

They will literally guide operators to the decisions that lead to a more efficient tech stack, pointing out discrepancies that get overlooked but have a real impact on productivity.

Tom added that it’s not always a technology issue, but a process issue that creates inefficiencies. He urges operators to look at their processes and check whether those processes match their technology.

Hector built on this, saying there’s real value in stepping back to work out whether you’re designing your processes around your tech or designing your tech around your processes.

Daniela suggested operators look at the platforms they already use and tap into their integrations.

There’s nothing worse than paying for two separate platforms that integrate with each other, then leaving the integration switched off.

Startup technologies at a glance

To close the session, Ivan asked the panel about the categories of systems operators should have as they start a coworking space or plan to scale.

Hector likened the tech stack for a new space to an onion. Hospitality is the middle of the onion. It has to sit at the core of the business.

Then you have a “sales” layer, a “lead generation” layer, and so on. The point is to look at your priorities and decide which technologies let you serve your members best.

Keeping core operations in mind (CRM, network, and bookings), the panel landed on these as the best coworking “startup” tools:

• HubSpot
• OfficeRnD
• Communication platforms (Outlook, Slack, etc).

Where does AI fit into the coworking tech stack?

Since this panel, AI has moved from a talking point to a working part of many operators’ stacks. The OfficeRnD 2025 Flex Space Tech Stack Report, based on a survey of 230 operators, found 60% of operators are considering AI adoption and 26% are already experimenting with it, most often for member engagement and operational automation.

The practical uses line up with what the panel described: automating repetitive work so staff can focus on members. AI can analyze historical booking, access, and billing data to forecast demand, predicting peak days for desk usage, flagging members at risk of under-using their membership, and suggesting alternative rooms or times automatically.

OfficeRnD Flex is a coworking space management platform that connects bookings, billing, access, and reporting in one system so operators can automate day-to-day work and grow revenue. Its AI Hub adds an AI automation layer inside Flex, starting with an AI Sales Agent that responds to every inbound lead 24/7 across chat and email, qualifies it, and hands it off. That directly addresses the lead-timing gap the panel touched on: a prospect who fills out a form at 9 PM shouldn’t wait until Friday for a reply.

Start small. The operators seeing results are the ones who picked one workflow, tracked ROI, and scaled only after proving value.

Key takeaways: future-proofing starts now

1. Adopt best-in-class solutions: avoid the “one-vendor” trap and prioritize specialized providers that integrate well.
2. Invest early: choose technology that scales with your long-term goals from the start, even if it costs more upfront.
3. Use technology for revenue: experiment with services like pay-as-you-go meeting rooms or premium internet tiers.
4. Tidy up operations: cut inefficiencies through integration, automation, and expert-led vendor management.
5. Focus on member experience: technology should add convenience, security, and satisfaction.
6. Test AI where it saves time: start with one workflow, measure the return, then expand.

Final thoughts

This FlexWorld Series panel showed that staying ahead in coworking takes a deliberate approach to technology.

By prioritizing sensible integration and member-focused tools, operators can future-proof their spaces and keep pace with a changing market.

Frequently asked questions

What technology does a coworking space need to start?

At a minimum, a CRM for leads and sales, a reliable network, and a booking and billing platform. The panel named HubSpot, OfficeRnD, and communication tools like Outlook or Slack as a solid starting stack, with hospitality at the core of every decision.

Should coworking operators use one all-in-one platform or best-of-breed tools?

Most operators now prefer best-of-breed tools that integrate smoothly rather than a single provider that does everything. OfficeRnD’s survey of 230 coworking operators found the same preference. The key is making sure those tools actually connect, and that any integration you pay for is switched on.

How much does coworking technology really cost to start?

Less than the “it’s too expensive” myth suggests. Modern access systems can integrate with existing hardware, and CRMs like HubSpot have entry-level plans. The panel’s advice was to buy for reliability and future growth rather than the cheapest option, because upgrading later, mid-crunch, is harder than it sounds.

How are coworking spaces using AI in 2026?

Mostly for member engagement, lead response, and operational automation. Roughly a quarter of operators are already experimenting with AI, and most are watching closely. Common uses include forecasting demand, automating support, and responding to inbound leads instantly.

What is OfficeRnD Flex?

OfficeRnD Flex is a coworking and flex space management platform. It handles member lifecycle management, automated billing and payments, bookings, visitor management, and analytics, with more than 50 native integrations and an open API so operators avoid being locked into proprietary hardware.

We invite you to check out the next two sessions of FlexWorld Series 2024: Fall Edition:

1. The Secret to Happy Members and Seamless Workspace Management
2. The Community in Coworking: Fresh Ideas and New Perspectives