At Archie, we’ve been diving deep into product research and realized something: exploring different coworking space solutions is exciting—until you decide to switch and face the challenge of coworking software migration.
Switching software, no matter how great the other tool seems, takes time and effort, and sometimes (pretty high) setup fees. So, is it really worth it?
Here’s when migrating to different coworking software makes sense and how you can go about it.
💡 TL;DR
Switching to new coworking software can seem tricky, but it’s often worth it to improve your operations and member experience. If your current software is frustrating to use, lacks the features you need, or is becoming too expensive, it might be time for a change.
The coworking software migration process involves preparing your data, setting up the new system, and helping members get started. With the right support, however, you can quickly move to software that better fits your needs. In fact, coworking software providers like Archie can make the switch completely stress-free by taking care of the migration for you.
In this guide:
Reasons why you might want to migrate coworking software
The overall user experience is pretty bad
Are you and your members frustrated by a clunky, unreliable user experience? Maybe the software feels “buggy,” logs you out unexpectedly, or makes simple tasks harder than they should be. To make matters worse, if the customer support team isn’t responsive or helpful, it can add even more frustration.
These issues don’t just create headaches—they can actually cost you money. Poor software performance and unresponsive customer care can lead to missed opportunities, dissatisfied members, and lost revenue. If the top-notch support you were promised ended the moment the sales process wrapped up, it’s a clear sign that your software may not be the right fit for your business. Not anymore, at least.
The available features are quite limiting
Does your current software lack the features you need to support your unique workflows? If it’s limiting your ability to streamline daily operations, offer new services, or make more profit, it could be holding your coworking business back.
The right software should adapt to your business needs, not the other way around. If your current system creates roadblocks instead of opportunities, now might be the perfect time to explore other options.
The costs just don’t add up
Coworking software platforms typically offer the following pricing models:
- User-based pricing: You’re charged based on the number of members you manage with the software. Most providers have a minimum price that covers a set number of users, with costs increasing as your user count grows. Be sure to understand what counts as an “active user” and how inactive accounts are handled to avoid paying for members not using the platform.
- Location-based pricing: This model accounts for the complexity of managing multiple locations. Some platforms combine user-based and location-based pricing, so managing 100 members at one location will usually cost less than managing the same number across two or more locations.
- Feature-based pricing: Pricing is based on the features you choose, no matter how many members you have. For example, adding a white-labeled app might cost $99 per month, whether you manage 50 members or 500. This model is flexible for spaces that need specific tools but have fluctuating member counts.
Understanding these pricing models can help you pick a plan that works for your budget and business needs. However, as your business grows or changes, your needs—and costs—might shift. If you ever feel like you’re paying too much for your current software, it could be a good time to explore other options.
Here’s an exemplary pricing comparison to give you an idea of what to expect:
Common objections to coworking software migration
Does any of the reasons above sound familiar? Even though switching coworking software feels like more trouble than it’s worth, sticking with a tool that doesn’t meet your needs can actually cost you more in the long run.
If you’re overwhelmed by the idea of migrating, you’re not alone—but it doesn’t have to be so daunting. Let’s tackle some common concerns:
1. “I don’t have time for a coworking software migration.”
Many coworking operators feel too busy to manage a migration. They’re buried in admin tasks and don’t have the budget to hire extra help. Ironically, these struggles often stem from their current software—especially if it’s inefficient, buggy, and creates more work. Switching to a better platform can save you time in the long run by streamlining your operations and automating repetitive tasks.
2. “Exporting and importing data sounds like a nightmare.”
Migrating data might seem overwhelming, but steps like bulk uploading user information or payment details are often quicker and easier than you think. Many software providers offer tools and support to simplify the process.
Also, if your current software is tightly integrated with other tools, there’s no need to worry about transferring all the details. For example, you don’t have to update payment details if you continue using the same integration to handle payments (like GoCardless or Stripe).
Most modern coworking platforms offer seamless integrations—built-in or through tools like Zapier—that can make setup smoother than your original configuration.
3. “Migrating coworking software is going to cost a fortune.”
Not necessarily! Some coworking software providers don’t charge for setup, and others offer migration assistance at a reasonable cost. While there might be an upfront investment, the time and headaches you’ll save by upgrading to a better tool often make it worth it—especially when the pricing offered by the new coworking software is more affordable in the long run.
4. “I’m worried about losing members during the transition.”
It’s normal to fear that migration might disrupt operations or frustrate members, especially if you’ve heard horror stories about failed transitions. The good news is that most coworking software providers are dedicated to making the process seamless. For example, our team can import all the existing member profiles to Archie, so the only thing your members have to do is log into the new system and download a different app.
Focus on the long-term benefits for your team and members. Better tools mean smoother operations and happier users. Share the improvements your new software will bring—clear communication can generate excitement about the change. To make the transition easier and retain your members, provide step-by-step instructions and use fun incentives to encourage engagement. We’ll get to that in a bit.
What’s involved in coworking software migration—and how to prepare for it
Switching coworking software means moving all your important data from your current system to the new one. This includes member details, payment information, active bookings, membership plans, and other key information.
Since every software provider organizes data differently, the migration process can vary based on the platforms involved. If you’re serious about the switch, ask the potential provider about their migration process and their support. At Archie, our team can migrate everything for you—from floor plans and office resources to a list of users and third-party integrations.
The coworking software migration process usually includes:
1. Preparing your data ready for migration
To ensure a smooth migration, start by exporting all this data from your current software:
- Membership details (names, contact info, and membership plans).
- Workspaces and resources (desks, rooms, and office equipment available for rent).
- Billing plans (pricing, payment methods, and invoicing details).
- Third-party integrations (like calendars, door access systems, and accounting tools).
2. Uploading your data and setting the new platform up
Once your data is ready, it’s time to configure the new platform. Here’s what you’ll need to set up:
- Members: You can add your members manually (nobody wants that, though) or upload their information using a CSV file. Here’s how easy it is to import accounts from a CSV to Archie, for example.
- Billing information: Enter your billing address, set up invoice generation rules, and configure payment methods.
- Office resources: Map out your workspace, including rooms, desks, private offices, and any equipment you rent. Specify layouts and availability for easy management.
- Membership plans: Create and customize your plans, services, products, and day passes in the system.
With Archie, our team helps you set up everything during two personalized onboarding sessions, so you’re never on your own. Additional step-by-step guides are available in the Archie Help Center to ensure a smooth start.
3. Migrating integrations
Native integrations allow your main software to connect with other tools you (and your members) use every day, like calendars, door access systems, accounting software, and even printers. As mentioned earlier, software integrations let you connect to new tools without needing to re-enter information like payment details or door access codes—as long as you’re using the same integrations.
Luckily, most coworking software offers a variety of built-in integrations. For example, Archie provides native integrations with popular tools to streamline your workspace management, and offers Zapier connections and triggers for tools that are not directly supported. Custom integrations are likely to cost extra, but our team can take care of them as well.
4. Helping your members get started with new apps
Now that you’ve migrated to a different coworking software provider, the next step is getting your members on board. The new app should allow them to book desks and rooms, check the event feed, and connect with each other through the searchable directory.
Here’s how to make the transition easy for everyone:
- Provide clear instructions: Put up printed signs with QR codes around your space so they can quickly download the app. Share these links in newsletters, emails, and on your website for easy access. Reassure your members that most things, like billing and communicating with staff or networking with the community, will stay the same—they’ll just do it all through the new app.
- Focus on the benefits: Present the change to users as a way to improve their experience. For example, highlight how the new system makes it easier to connect with other members, offers more payment options, or improves meeting room availability—especially if those were common complaints. Framing the transition as a positive upgrade with clear benefits can turn it from an inconvenience into something exciting and worthwhile for them.
- Plan ahead for billing: To avoid double-charging members, make the switch at least two weeks before your next invoicing cycle. Notify members in advance that future invoices will come through the new system, but nothing should really change for them payment-wise.
Speaking of planning, allow yourself one to two months to make the switch. This gives you plenty of time to learn how to use the new platform, make necessary technical adjustments, and prepare your members for the change.
In most cases, your members won’t need to do much to adapt to the change. All they’ll need to do is download the new app and save a new URL. Typically, coworking space operators get their members using the new system within just a few days after announcing the migration.
Feeling overwhelmed? Don’t worry—you’re not in this alone. Your software provider should be your partner throughout the migration.
Migrate from your coworking software to Archie
I have used a more legacy solution before, which was more expensive and surprisingly not that great, especially from a user perspective.
At Archie, we take the hassle out of migrating to new coworking software by handling the heavy lifting for you. Our team will handle everything from transferring floor plans and office resources to importing member data and integrating your existing tools seamlessly. If custom integrations are required, our team can handle that too.
There may be an additional fee for development work, depending on your current setup, but this ensures our engineers handle the complex tasks, saving you and your team time and effort. Your coworking software migration will be in expert hands, so you can focus on running your coworking space while we ensure a smooth transition.
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.
