Desk and meeting room bookings taken by email and spreadsheet -- double-bookings happening weekly and no self-serve option for members who want to book at 8pm for the next morning?
Membership billing done manually each month -- invoices sent by hand, payment status tracked in a spreadsheet, and chasing late payers eating admin time that doesn't scale?
Custom space management software for coworking operators who need desk and meeting room booking, membership management, access control, and billing in one system -- not a combination of spreadsheets and a booking form built on Google Calendar.
Built for how coworking spaces actually operate. Members book their own desks and rooms at any hour, membership billing runs automatically, doors open based on booking status, and utilisation data is there when you need to decide whether to add more hot desks or convert a room.
Self-serve desk and meeting room booking portal
Membership tiers with automated recurring billing
Access control integration for keyless entry
Utilisation reporting and community dashboard
RaftLabs builds custom coworking space management software covering self-serve desk and meeting room booking, automated membership billing, access control integration, utilisation reporting, and community tools. Most coworking platforms ship in 12-14 weeks at a fixed cost with full source code ownership.
Most coworking spaces start with a shared spreadsheet and an email address for bookings. That works for the first 20 members. By 80 members, someone is double-booked every week, the admin team spends an hour each morning sorting out who sits where, and members who tried to book at 9pm gave up and chose a competitor who had online booking.
Membership billing has the same problem. Sending invoices one by one each month is manageable at 30 members. At 100, it's a part-time job -- and that's before chasing the ones who don't pay on time.
Custom coworking space management software puts both problems in one system. Members book their own desks and rooms through a portal that shows real-time availability and respects their membership tier. Billing runs on a schedule. Access to the space is tied to booking and membership status so a member whose payment failed doesn't walk through a door that grants itself open. The operator sees utilisation by day, time slot, and resource type -- the data that tells you whether to add more phone booths or convert a meeting room into dedicated desks.
Member self-booking portal for hot desks, dedicated desks, and meeting rooms -- real-time availability calendar, booking rules enforced by membership tier (advance booking window, daily hour limits, guest allowance), instant booking confirmation with QR code or PIN for access, calendar sync to Google or Outlook. Recurring desk bookings for members who want the same spot each week without booking it manually. Admin override and bulk booking tools for the operations team.
Membership tiers -- hot desk, dedicated desk, private office, virtual -- each with its own benefits configuration: booking credits, advance booking window, meeting room hours included, guest passes. Member onboarding workflow with contract e-sign, ID collection, and access provisioning. Member directory visible within the space community. Membership status tracking with pause, upgrade, downgrade, and cancellation workflows. Full member history showing all bookings, invoices, and communications in one record.
Door access granted and revoked automatically based on booking status and active membership. Integrates with Kisi, Salto, or similar access control hardware your space uses or plans to install. Members receive a mobile credential or PIN tied to their booking -- access active for the booked slot, not indefinitely. Access log showing who entered which door and when. After-hours access management for members with 24-hour packages. Visitor pass generation for member guests, valid for the specific visit window.
Recurring membership billing on a monthly or weekly cycle -- Stripe direct debit with automatic retry on failed payments and member notification. Meeting room usage above the included allowance billed at the end of the month. Day passes, printing credits, and event tickets sold through the member portal. Automated invoice generation and delivery. Tax handling configured for your jurisdiction. Payment history and outstanding balance visible to the member and to the operations team without opening a spreadsheet.
Member directory with profile, company, and skills visible to other members in the space. Community noticeboard for announcements and events. Event calendar for workshops, networking sessions, and member meetups -- RSVP tracking and attendance management. Direct messaging between members or from the operator to selected members or tiers. Feedback submission and support ticket system so member issues are tracked to resolution rather than lost in an email inbox.
Desk and room utilisation by time of day, day of week, and membership tier -- the data that shows which resources are oversubscribed and which sit empty. Revenue breakdown by product type: hot desks, dedicated desks, meeting rooms, day passes, add-ons. Membership churn rate and average tenure. New member source tracking. Capacity planning view showing projected utilisation as membership grows. Reports exportable for finance and investor reporting without manual assembly each month.
Frequently asked questions
Nexudus and OfficeRnD cover common coworking workflows well and are the right choice for most operators starting out. Custom software makes sense when your space has a configuration those platforms can't handle -- unusual membership structures, a specific access control system that needs deep integration, billing logic that doesn't fit a standard tier model, or a community feature requirement that's central to your product. It also makes sense when you're building a chain and need the software to be your own asset rather than a recurring SaaS cost that compounds as you scale. We scope the decision honestly -- if an off-the-shelf tool fits, we'll say so.
The booking and membership system becomes the authority for who has access and when. When a member completes a booking, the system sends an access grant to the access control platform -- Kisi, Salto, Brivo, or similar -- for the specific door, for the specific time window. When the booking ends or a membership payment fails, the access is revoked without anyone manually updating permissions. We integrate at the API level with most major access control systems. If you haven't chosen hardware yet, we can advise on which systems have the most complete APIs for the integration you need.
Yes. Multi-location support is a standard part of the design for coworking operators with more than one site or plans to grow. Members can book resources at any location their membership tier permits. Location managers see only their site's data while the central team sees cross-site utilisation and revenue. Membership tiers and pricing can be configured differently per location or shared across the group. Access control is managed per location with the same central admin panel. Billing and invoicing consolidate across locations for group reporting.
A focused coworking space management platform covering member booking, membership management, automated billing, and access control integration typically ships in 12-14 weeks at a fixed cost. A more complete build adding community features, multi-location support, and custom reporting typically takes 16-20 weeks. Timeline depends on the number of integrations, the complexity of your membership and billing rules, and whether you need native mobile apps alongside the web portal. We scope the project before pricing it -- you get a fixed cost for an agreed scope, not a running estimate.
Tell us how your space runs today -- the number of members, your current booking and billing tools, and where the admin overhead is highest. We'll scope the right system and give you a fixed cost.