- Originally published: May 1, 2024
- Last updated: November 22, 2024
Looking for the best coworking management software? I know what you’re thinking… While I might be a bit partial to our solution, Archie, I’m confident enough in its strengths to compare it to the top coworking apps on the market.
This guide is built on our team’s firsthand experience and thorough product research. To keep things objective, it’s also been reviewed by an independent consultant to ensure accuracy. Whether you’re a seasoned coworking operator or just starting out, this guide will help you navigate the best coworking apps available today.
💡 TL;DR
Most coworking software platforms share similar features but differ in pricing, onboarding, and ease of use. Archie is the best coworking software—it stands out for its robust features, transparent pricing, and user-friendly interface. It includes tools like dependency booking, e-signatures, and community features, all with simple onboarding in just two 45-minute sessions. For advanced functionality and a detailed demo process, Nexudus is a strong option, though its high cost and complexity might not suit smaller teams.
Optix offers a simple and user-friendly experience if you prefer a mobile-only platform. Coworks, on the other hand, focuses on community engagement but lacks some advanced features like automated contract management. Proximity is a good choice for spaces prioritizing access control, especially for larger real estate operations.
In this guide:
The best coworking management software compared
When evaluating the best coworking management systems, I’ve considered ease of use, key features, the overall demo process, pricing structure, customer reviews, third-party integrations, customization, and scalability.
Based on these criteria, I chose the best software for coworking spaces:
- Archie: Best coworking software for managing all aspects of coworking spaces from one platform
- Cobot: Best software for smaller coworking spaces looking for simplicity and affordability
- Optix: Best app for operators who prioritize a mobile-first experience
- Coworks: Best coworking management tool for fostering community engagement and member interaction
- Nexudus: Best platform for advanced functionality on a higher budget
- OfficeRnD: Best coworking tool for those seeking a wide range of features with a more hands-on setup process
- Proximity: Best platform for larger real estate operations focused on access control
Archie
Archie is an all-in-one workspace management software designed to help you run successful and profitable coworking spaces. With its powerful tools and features, managing your space becomes simpler, more efficient, and more rewarding for both you and your members. Whether you’re launching your first coworking space or managing multiple locations, Archie is built to adapt and grow with your business.
🔑 Key features
- Automated billing and invoicing: Simplify financial processes with seamless automation.
- Flexible membership plans: Offer plans with credits to cater to a diverse range of members.
- Built-in e-signature capabilities: Make contracts easy with digital signatures.
- Hot desk and room booking: Allocate spaces in real time for maximum efficiency. Sync bookings with popular calendar apps for hassle-free scheduling.
- Mobile access: Let your members chat with others, view floor plans, book desks and meeting rooms, and manage reservations from their phones. The app (which you can download for free from the App Store and Google Play) can be fully branded for an extra charge.
- Visitor management: Manage visitors and deliveries easily. The visitor management app is included in the price.
- Wide range of integrations: Connect Archie easily with your integrated coworking tech stack to offer your members a wide range of services, including WiFi, printer and door access, or Google and Office 365 calendar integrations. With an Open API, you have 1000+ integrations at your disposal.
- Performance reports: Monitor growth by accessing detailed insights into space utilization, member behavior, and operational performance metrics.
🔎 Pros & cons
➕ Comprehensive and user-friendly: Archie handles everything from billing to visitor management with an intuitive interface that’s easy for operators and members to navigate.
➕ Easy to set up: White-glove onboarding in just two 45-minute sessions. Archie is not only easy to use but also easy to set up for coworking operators.
➕ Transparent and affordable pricing: Archie offers straightforward pricing with no hidden fees—giving you great value with plenty of features included in the cost.
➖ One-year commitment: Even though you can be billed monthly, a one-year commitment is required.
💳 Pricing
$159/month, includes 100 active members and access to all Archie features: automated billing, room & desk booking, analytics, community tools, visitor management, and integrations. Archie apps (Mobile, Rooms, and Kiosk) are included at no extra cost. Custom-branded white-label apps for iOS and Android start at $99/month. Our team can help you select the plan that best fits your needs for larger coworking spaces.
Cobot
Cobot is a coworking management system designed to simplify daily operations with tools for booking, member management, and integrations. Its straightforward interface and scalability make it a good fit for spaces of all sizes. While Cobot provides an affordable starting point, hidden costs for add-ons like onboarding and mobile functionality can increase the overall expense.
🔑 Key features
- Task automation: Handle routine administrative tasks and allow community managers to focus on growth and member engagement.
- Flexible booking system: Make reserving desks, meeting rooms, or other resources easy for your members.
- Member management: Access everything from onboarding to invoicing, ensuring smooth member operations.
- Analytics and reporting: Have insights into revenue, space usage, and member behavior for data-driven decisions.
- Integration capabilities: Connect Cobot with relevant tools like door access systems, accounting software, and marketing platforms.
🔎 Pros & cons
➕ Pricing plans: Affordable entry-level pricing with core coworking management features.
➕ User-friendly interface: Intuitive and straightforward, even for beginners.
➖ Limited functionality: Doesn’t include tools like dependency bookings, e-signature integration, member-to-member messaging, or floor plan views. Add-ons like onboarding and mobile functionality come at an additional charge.
💳 Pricing
From $63/month for up to 10 members when billed annually.
Optix
Optix is a coworking space management system focused on mobile convenience. It offers booking, billing, and member management tools. It’s ideal for spaces prioritizing mobile functionality, but other options may be better for more advanced features or a balanced web and mobile experience.
🔑 Key features
- Booking system: Reserve desks, meeting rooms, and other resources easily.
- Invoicing & payments: Automate billing and payments with relevant like Stripe.
- Integrations: Connect Optix with popular tools and services like Zapier, Slack, and door access systems.
- Reporting & analytics: Access data insights on revenue, space utilization, and other metrics.
- Mobile app: Let your members book rooms, manage their profiles, and interact with the community via a mobile app.
🔎 Pros & cons
➕ Great mobile experience: Optix stands out with its excellent mobile functionality and user-friendly design.
➕ Seamless integrations and automation: With over 5,000 integrations, Optix lets you create custom workflows and automate tasks using your favorite tools.
➖ No web app: The lack of a dedicated web portal can be inconvenient for admins who prefer managing and customizing the software on a larger screen.
💳 Pricing
Starting from $197/month for one location and up to 50 active users when billed annually.
Coworks
Software for coworking spaces, Coworks, is designed to improve operations while prioritizing member experience. With a strong emphasis on community engagement and simplicity, it’s a great fit for spaces that value fostering connections and collaboration. However, it may lack the advanced tools needed for revenue-driven processes, such as automated contract management or more flexible booking system.
🔑 Key features
- Comprehensive coworking CRM: Track and manage all member interactions in one place.
- Room, desk, and office equipment booking: Simplify the process of reserving desks, meeting rooms, or other resources.
- Mobile app: Let your members book spaces, receive notifications, and engage with the community from their mobile devices.
- Community engagement tools: Use the built-in tools for networking and communication between members.
- Reporting and analytics: Access insights into space usage, revenue trends, and member behavior for smarter decision-making.
🔎 Pros & cons
➕ Community-centered: Coworks enhances member interaction and engagement, offering native event management tools.
➕ User-friendly: Intuitive and easy for both staff and members to navigate.
➖ Limited features: Features like dependency booking (e.g., booking desks within a room), e-signatures, and contract automation are missing, while they are available in some competing platforms.
💳 Pricing
Starting from $149/month for up to 150 active when billed annually. Custom quotes based on specific requirements.
Nexudus
Nexudus offers a wide range of tools designed to help coworking spaces succeed in a competitive market. With member management, billing, bookings, and marketing features, it’s a powerful platform for operators needing a robust solution to streamline operations and gather valuable insights. However, its complexity and high costs may not suit every coworking space.
🔑 Key features
- Member management: Manage member profiles, contracts, and access rights from one place.
- Advanced booking system: Integrate Nexudus with various platforms to simplify resource reservations and scheduling.
- Integrated billing & payments: Automate recurring billing, invoicing, and payment processing.
- Member portal & mobile app: Give your members control over bookings, payments, and interactions through a dedicated portal and app.
- CRM & marketing tools: Engage with leads and members via Nexudus.
🔎 Pros & cons
➕ Comprehensive features: A robust platform with everything coworking operators need for advanced management. It is ideal for those who prioritize functionality over simplicity.
➕ Regular updates: Frequent improvements keep the platform up-to-date and competitive.
➖ High costs: The platform is expensive, with onboarding fees ranging from $500 to $3,500 and additional costs for features and training.
💳 Pricing
It starts at $150/month per location for up to 80 users. You can try it for free for 21 days.
OfficeRnD
OfficeRnD is a coworking management platform built to streamline operations, improve member experiences, and support business growth. Its features help coworking spaces run efficiently, though some aspects can feel complex depending on your specific needs. If you’re looking for extensive integrations and don’t mind a more hands-on setup process, OfficeRnD will be a good fit for your space.
🔑 Key features
- Billing and invoicing: Automate your billing processes, including custom charges, discounts, and deposits.
- Member management: Keep everything in one place: member profiles, contracts, and documents.
- Booking system: Let your members book meeting rooms, hot desks, or other resources seamlessly.
- Reporting & analytics: Get insights into space utilization, financial performance, and member behavior.
- Integration capabilities: Integrate OfficeRnD with your accounting software, access control systems, and marketing platforms, just to name a few.
- Mobile app: Allow your members to manage profiles, book resources, and interact with the community on the go.
🔎 Pros & cons
➕ Robust software with many features and integrations: OfficeRnD works well for larger businesses with complex needs and workflows.
➕ Strong customer support: Offers a solid knowledge base and support for users.
➖ Complexity: The software offers many features, but its complexity can overwhelm some users. Onboarding is time-consuming and expensive (up to 10 hours), with additional charges for features like visitor management and contract tools.
💳 Pricing
It starts at $165/month for up to 100 members and one location when billed annually. Customized pricing is available for larger businesses with additional requirements.
Proximity
Proximity is a coworking space management software built around access control and Wi-Fi integration. While it includes essential features like membership and reservation management, its slower development and outdated interface may not meet the needs of operators seeking modern, flexible tools.
🔑 Key features
- Native access control: Combine Wi-Fi and physical access management for seamless member entry.
- Billing & payments: Use Stripe to process payments related to memberships, reservations, day passes, and add-ons.
- Membership management: Handle sign-ups, profiles, payments, and flexible memberships (e.g., monthly offices or daily drop-ins) from one place.
- Visitor management: Ensure quick registration, automated communication, and customized greetings for a professional visitor experience.
- Reservation management: Let your members and guests book conference rooms and phone booths with displays for meeting schedules.
🔎 Pros & cons
➕ Built-in access control: A sophisticated system that combines Wi-Fi and physical access management.
➕ Commercial real estate compatibility: Designed to support coworking spaces and larger commercial real estate operations.
➖ Slow development: The interface feels dated, with limited updates and new features in recent years. The lack of regular updates may make it less appealing to operators seeking modern coworking apps.
💳 Pricing
Starting from $189/month, it includes up to 40 users.
18 coworking apps listed
Looking for more options? Here’s a complete list of the top coworking apps to explore:
- Archie: All-in-one solution emphasizing ease of use, flexibility, and transparency in pricing. Includes advanced features like dependency booking and e-signatures.
- OfficeRnD: Focuses on automating operations with robust tools for billing, invoicing, member management, and analytics.
- Optix: Mobile-first software with branded apps for members to book resources and engage with the community.
- Nexudus: Comprehensive platform offering tools for member management, billing, booking, and community engagement.
- Coworks: Community-focused software offering CRM capabilities, booking systems, and member engagement features.
- Cobot: An affordable platform with essential features like billing, booking, and member management, ideal for smaller spaces.
- Proximity: Provides built-in access control and Wi-Fi management alongside a standard coworking management system.
- Spacebring: Modern coworking platform with tools for member management, booking, and community engagement.
- Deskworks: Flexible software with tools for billing, booking, and managing members.
- Yardi Kube: Comprehensive coworking management software with tools for space management, billing, and member engagement.
- AllBooked by Skedda: Specialized in resource scheduling and booking, designed for flexible workspace management.
- Essensys: Advanced platform focusing on automation and member experience, tailored for larger coworking operators.
- Habu: Cloud-based platform offering tools for space booking, resource management, and billing.
- Eptura: Workplace management software with tools for coworking and flexible spaces, focusing on space utilization and analytics.
- Desana: Flexible workspace management tool emphasizing hybrid work solutions and coworking reservations.
- Nibol: A desk and meeting room booking tool that combines office management with access to coworking spaces.
- Coworkify: A platform designed to help coworking and flexible workspaces manage operations and members efficiently.
- Deskie: Fairly new coworking management software with attractive pricing plans.
How to choose the best coworking space management software
As you can see, most coworking space management solutions have similar features. That’s precisely why, before diving into your options, think about what matters most to you.
1. Understand your needs and requirements
- Ease of use: Is an intuitive coworking management platform that reduces the learning curve a priority? How much time and money (if any) can you spend on the initial setup?
- Flexibility and customization: Do you need coworking space management software that adapts to unique workflows?
- Automation: Are you looking to minimize manual tasks, like billing or booking management?
- Price and scalability: Is the pricing affordable and transparent? Can the coworking space management system grow with your business?
2. Check the pricing plans thoroughly
Look for transparent pricing without hidden fees, and evaluate both upfront and long-term costs as your needs evolve. Usually, coworking software platforms offer the following:
- User-based pricing: This model charges based on the number of members you manage using the software. Most providers set a minimum price that includes a certain number of users, with costs increasing as your user count grows. Check what an “active user” means and how they handle deactivating accounts to avoid overpaying for non-active members.
- Location-based pricing: This model reflects the added complexity of operating multiple spaces. Some software combines user-based and location-based pricing. Managing 100 users at one location usually costs less than managing the same number of users across two or more locations.
- Feature-based pricing: In this approach, pricing depends on your desired features, regardless of your user count. For example, a white-labeled app add-on might cost $99/month, whether you have 50 users or 500 users. It’s a flexible option for spaces that need specific tools but have varying numbers of members.
Since you’ll rely heavily on this software to run your business, choose the one that best meets your needs—even if it’s slightly more expensive. If there’s a significant cost difference, though, it should be justified by added benefits. If not, consider a more affordable alternative.
Here’s an exemplary pricing comparison:
3. Research user reviews
Look for testimonials, online reviews, and case studies from other coworking operators to see their feedback on reliability, usability, and support. Also, check what integrations they’re using to evaluate the range of integrations available to you. For example, The Collab uses Archie and Kisi to promote security and ease of use among its members.
Speaking of—the coworking management software should be easy for you and your members to use. If some complexity is involved, the customer support team should be responsive and helpful. When in doubt, look at popular review sites like G2 and Capterra.
4. Try before you commit
Most coworking management systems offer live demos and some—free trials. Use these to see the platforms in action and make sure they fit your needs before choosing your favorite. Demos also let you evaluate the company’s support and partnership potential.
Remember that the final setup takes time and effort, but accessing demo environments should give you a clear idea of what the software can do for you and your members.
You’ve got this!
Coworking software platforms FAQ
Coworking space management software helps coworking and flexible workspace operators manage their spaces efficiently. It automates processes and streamlines workflows, simplifying everyday tasks like bookings, billing, member onboarding and management, or even coworking space marketing—making life easier for staff and members.
Coworking spaces aren’t just places to work—they’re communities built for collaboration and networking. Managing these dynamic environments can be complicated, but coworking management software helps simplify operations and improve the overall experience for everyone involved.
The software automates administrative tasks like billing and scheduling for coworking operators, giving you more time to focus on growth and building your community. It provides members with a simple way to book desks, pay invoices, and engage with the space and its community. Lastly, it streamlines guest management for visitors, creating a professional and seamless check-in experience.
Coworking management software has come a long way. While coworking spaces started in 2005, dedicated management software didn’t appear until the 2010s. Today, it’s an essential tool for running coworking spaces, helping to manage everything from desks to meeting rooms and event spaces.
The global coworking management software market was valued at over $530 million in 2022 and is expected to reach $1.34 billion by 2032. The rise of remote work and the demand for flexible, collaborative spaces from freelancers and entrepreneurs are driving this growth. However, the market is becoming crowded, with many coworking software platforms competing for attention.
Most coworking software platforms have similar features but vary in pricing, onboarding, and ease of use. Choosing one can be challenging, but Archie stands out with its robust features like dependency booking, e-signatures, community tools, transparent pricing, and quick onboarding in just two 45-minute sessions.
Berenika Teter
Archie's Content Manager, fueled by filter coffee and a love for remote work. When she’s not writing about coworking spaces and hybrid workplaces, you can probably find her exploring one.
