Booking and membership management for coworking spaces
Hot desks, meeting rooms and memberships in one system. The calendar shows what is free, the invoice goes out on its own and the member portal handles the rest.
The problem
Desks are booked by WhatsApp and nobody knows who is actually coming in. The meeting room has a paper sheet on the door and double bookings happen weekly. Invoices go out late because someone has to match attendance to the price list by hand, and the new member's onboarding is three emails that may or may not arrive.
Worth considering if today
- Desk bookings arrive by WhatsApp with no central view
- Meeting rooms double-book because the sheet on the door is not authoritative
- Invoices go out late because someone matches attendance by hand
- New member onboarding is three loose emails
What is included
Desk and room calendar
Real availability by day and hour, bookable from the member portal. No more double bookings.
Membership plans
Different tiers with different access, each with its own price and billing cycle.
Automatic invoicing
At the end of the cycle the invoice generates from actual usage and goes out on its own.
Member portal
Book a desk, see the calendar, manage the membership. The front desk stops being the switchboard.
Visitor log
Guests check in with a name and a host, and the host gets notified.
What changes
Desks and rooms are booked in seconds instead of a WhatsApp thread. Invoices go out on time without anyone spending an afternoon matching sheets, and new members know what to do before the front desk tells them.
The nearest proof
This one does not have a public demo of its own yet, and I would rather say so. Below are the projects that demonstrate the parts it is made of: if a back office handles a diary, stock and products, the same back office can handle another diary and another stock. Look at those and judge from them.
WebsitesOpen demo ↗Calabria EscapesTravel portal for Calabria: an animated scroll homepage (GSAP + Lenis), stay listings with search, filters and Airbnb-style booking, flight search, deals, and an admin dashboard to manage stays, bookings, and offers.- WebsitesOpen demo ↗PranaComplete website for Prana, a yoga and wellness studio: courses, teachers, events, blog, shop with cart, pricing and class booking. Three homepage variants.
Phases and timing
- Plans and rules1 week
Membership tiers, desk and room capacity, cancellation and invoicing rules.
- Build4-5 weeks
Calendar, member portal and invoicing. Tested with a small group before opening to everyone.
- Onboarding and launch1-2 weeks
The member onboarding flow and the handover to your team.
In total4 to 6 weeks, depending on how many membership tiers and whether invoicing needs connecting.
Practical details
What is not included, what it connects to and the frequent questions: the part worth reading before asking for a quote, opened with one tap.
What is not included
- Physical access control hardware like badge readers
- The website and marketing site, which is a separate project
What it connects to
- Stripe or PayPal for payments
- Google Calendar for room bookings
- Your own inbox
- WhatsApp for notifications
- Your website, if it exists
Frequent questions
Can I offer day passes as well as memberships?
Yes. Day passes and memberships live side by side, each with its own price and access rules.
What about members who do not book and just show up?
The calendar is for planning, not for gating. Walk-ins work the way they always have.
Does it handle hot desks and fixed desks differently?
Yes. A fixed desk is always reserved for the member, a hot desk is available to book on a first-come basis.
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Want this one, with your name on it?
A twenty-minute call and I'll tell you whether it makes sense for you, what I'd build and what it costs. You know the price before we start.