Us&Co Case Study | OfficeRnD

Helping Us&Co stay on top of multi-location management

Active Members 300
No of sites 2
United Kingdom London

Ireland Dublin

About Us&Co

Us&Co is an international coworking company with centers in London and Dublin. Their spaces are beautifully designed and can offer both professional environments with a relaxed vibe OR flexible co-working in a bright open-plan space. The company has vast experience in the flexible workspace market and have managed to strike a great balance between a modern and community focused coworking space and a classy and well thought-through serviced office. Both start-ups and established business feel right at home there, making it a great mix of like-minded people.

Overview

Us&Co’s expansion across multiple centers and countries comes with the challenge of juggling between running the existing centers, setting up the new sites, selling them and making sure they’ll hit the go-live deadline.

OfficeRnD plays a key role in helping them scale operations by:

Automating key parts of their current operations in existing centers to allow time for expansion.
Supporting the sales process and creating the basic structure of new centers with the quick setup of company profiles, billing plans, contract templates, and floorplans.
Shortening the time required to set up and test systems in new centers through native integrations with key business systems such as Accounting, Payments, Access Control, and WiFi.

"I like you guys! I think you are very proactive and want to learn and develop with your clients. You listen, you take on board what we say and you’re very open-minded. And the fact that you can so easily integrate with other systems is a huge plus for us and it helps us run the business smoothly. It’s what makes our job easier and helps us stay ‘ahead of the game’."

Sylvi Wilamowska
Operations Manager, Business Space | Us&Co

Us&Co challenge:

Us&Co has been using OfficeRnD to successfully manage operations for over 3 years now. But even with a team with dozens of years of experience in running flexible workspaces, there are still challenges that come with ambitious growth:

It’s hard to make sure that operations in the current centers will continue to run smoothly when you’re focusing on opening new buildings (especially if they are in different countries).
Selling offices in a new space has to happen months before the actual building is open, so you need easy access to key info such as the number of offices that have to be filled in, their capacity, and the general layout of each floor.
Between finishing the build-out of a new center, setting up its basic infrastructure and signing license agreements with new clients, there is little time to properly set up and test all systems. At the same time, it’s crucial to make sure that everything just works once the doors open.
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The Solution

Automating key parts of current operations to allow time for expansion

Since the Us&Co team were already using OfficeRnD in their first location, they could safely rely on it to support 3 key elements in daily operations:

Billing – correctly charging their clients (OfficeRnD <> Stripe <> GoCardless) and the proper recording of those charges into their accounting software (OfficeRnD <> Xero), which is used by their accounts team to do all the management reports.

Security and Access Control – making sure that each member will automatically receive access based on their membership level (OfficeRnD <> Salto). Enabling them to just get into the building, have access to the right floor, book a meeting room and have access to it.

Meeting room calendar – taking away a lot of responsibility from the Us&Co team and putting it back on the member. Also allowing external people to take a look at all meeting rooms and book since the calendar is tied to the actual availability of the rooms.

Setting up the new centers in OfficeRnD to assist in pre-sales

With OfficeRnD already in use, adding a new center, setting up its billing plans, contract templates, and drawing its floorplans was an easy job. With that basic structure in place, it took the Us&Co team just a few clicks to generate a contract for any prospect. In addition, they could easily edit this data, merge offices at will and convert them to meeting rooms if necessary, so the sales team has the flexibility to create custom offers.

Testing all business-critical systems before the go-live

OfficeRnD’s native integrations with Us&Co’s Access Control (Salto Pro Access), Accounting Software (Xero), Payments (Stripe and GoCardless) and WiFi (Medusa) ensure that all business critical systems are in sync and there is no room for error. With the opening of a new center member contracts will be properly set up, their invoices will be correct and issued promptly, and they’ll have access to the space and the WiFi based on the level of their membership/plan.

Connected Integrations

"OfficeRnD is the brains behind our operations, especially because of its many integrations. It just helps us make sure that everything works when we open the doors of a new location."

Sylvi Wilamowska
Operations Manager, Business Space | Us&Co