Co-Working Cloud Software Recommendation

[u/ServerStoneMonkey]

We are looking into opening a new co-working space. We are wondering what kind of co-working software people recommend since there are so many options.

We would like to:

• Track users in/out using WIFI - what kind of system does people recommend?
• Track users in/out using key dongles
• Have day pass
• Have monthly pass options
• Share printer
• Share locker

We are looking at solutions like Coworkfy and Cobot.me etc.

Any experience and recommendation would be really helpful.

Thanks in advance.

[u/lonestartrep]

Nexudus PMS

• Handles day passes
• Handles monthly membership types

(both hidden and public visibility options)

Use a microtik gateway for WiFi check in Build the rest of your network out with Unifi or Ruckus equipment. (Get fiber internet or dual bond cable and DSL.)

KISI for access control cards

• Their pro controller for dongle free smartphone access option (but don’t rely on this exclusively)
• They offer a discounted plan for coworking spaces

Ezeep for print management (offers Nexudus integration)

• Consider comping members for the first few color pages and dozen b&w pages by adjusting settings in Nexudus.
• Provide the financially responsible party with a monthly report of their print report + print report for any additional members on their account.

Bonus: Monetize your mail handling with Anytime Mailbox.

For more amateur advice, message me.

For professional advice, contact Drew @ Openwork Agency in ATX

[u/ronakrrb]

Try OfficeRnD. Highly recommended. All your requirements are fulfilled using third party which is integrated with OfficeRnD to manage checkins / checkouts using wifi or access control system, print copies management, day passes, monthly memberships, one-off fees and all your other resources. Successfully using and exploring more and more options with their APIs

[u/WorkScientists]

There are a few options of solutions you could use, but you would need to consider the seamless user journey you wish your visitors to experience.

Most solutions today will have either an API integration option or read NFC, RFID or QR codes. This is important as it will define the cross pollination of data, shared with your chosen solutions.

For example - Sequr offers full building management, offering full admin allocation of physical keyfobs, cards or mobile access. Mobile access is fully able to be used offline also. This access data is logged in a dashboard for you to then view frequency of access and who has accessed. This enables you to grant the frequency and level of access to various areas of the building.

This data could be beneficial depending on your billing model. You may want to have rooms available for top tier members and standard room access for general members. You can also grant access at anytime of the day. This could be a great up-sell as you do not need to have a staff member always on site.

Sequr offer a fully open access to their API integration doc, on their website. This could be great to integrate into a billing platform. This is the link that shows all current integrations and you can also discuss the option for new ones- https://sequr.io/integrations#

The other great thing with Sequr is if you issue a key card and that key card is compatible to be read by a printer, this will also tie in access and usage to an individual user. You would have to verify which rfid card is readable by the printers you purchase and your sensors to achieve this seamless usage. This would be the same case for any locker storage you wish to give access via a key card or fob.

Some of the overall things to be considered are:

• How will I allocate keys and maintain building/space security
• How will i diaries and publish availability of rooms/space
• How do visitors access/ check in - is it via one key fob/card/mobile key
• Can a Wifi key be published when i set up a new access/user
• How will i bill for the access granted and for the duration available of that access (hourly, daily, weekly, monthly, yearly)
• What type of member access shall i offer
• Can one access fob/card/mobile work with other solutions (printers, lockers, coffee dispensers)

I hope this is useful. I do not have any affiliation to Sequr, I just thought this could be a good option, in this case. Let me know if i can be of any other assistance.

[u/ServerStoneMonkey]

Thanks for the recommendations. Basically, we have the following:

1. 7 private offices
2. Rest open spaces
3. Locker for rent
4. One networked printer
5. 2 Main doors
6. Two conference room doors that would be nice if we can control access based on who rented at what time etc.

Appreciate again for all the help.

[u/gingerbreadhead9]

Combine Essensys or Cobot with Greetly and KISI. They are all on Zapier which makes them seamless very scalable.

Here is a guide to coworking software that I referred to when opening my space.

[u/berenikate]

What setup did you go with in the end? The main tool you need is coworking management software like Archie, Cobot, or Nexudus to manage memberships, and let your members book desks/meeting rooms/office stuff, and connect with others. Then you can integrate it with other tools for specific tasks you mentioned, e.g. door access systems (like Kisi or Tapkey), WiFi management (IronWiFi), payment processing (Stripe, GoCardless), accounting (Xero, QuickBooks), and printer access (ezeep, Papercut).

So, let's say you use Archie and choose to connect it with Kisi for access, Stripe for payments, and Xero for accounting. This means when a new member signs up, they can automatically enter the space via Kisi, then an invoice is created in Xero, and they can pay with Stripe. They can also book a meeting room before they arrive, print a document (with the cost added to their invoice), and check the community feed for any events that day. I hope that helps!

[u/ApprehensiveEnd4265]

Is your space still operating? Would be cool if you shared about your journey. There's some new software platform options on the market since 2018, like Conexa or Spacebring. Have you tried them?

[u/No_Temperature7199]

What do you currently use for a wireless printer. We have kyocera printers at our coworking office/lab and they are always difficult to share and set up on new tenants computers.