---
title: "Automation done right: Highlights from \"Zapier for Coworking Operators\""
description: Coworking operators can use Zapier to automate tasks, streamline operations, and focus on community-building with effective workflows and integrations.
image: https://www.coworks.com/hubfs/Zapier%20for%20coworking%20cat%20johnson.jpg
---

 false

Cat Johnson

# Automation done right: Highlights from "Zapier for Coworking Operators"

[ DeShawn Brown ](https://www.coworks.com/blog/author/deshawn-brown)

 Mar 20, 2025

---

## **Key Takeaways:**

- **Zapier automates repetitive coworking tasks**, freeing up operators to focus on community-building.
- **Automations can streamline lead management**, onboarding, and daily member operations.
- **Key integrations include CRMs, booking tools, and email platforms** to improve flex office efficiency.
- **Avoid complex automations**; keep workflows simple and easy to maintain.
- **Test and track automations regularly** to prevent disruptions and ensure effectiveness.

---

## ![Zapier for Coworking Workshop](https://www.coworks.com/hs-fs/hubfs/Zapier%20for%20Coworking%20Workshop.jpg?width=900&height=470&name=Zapier%20for%20Coworking%20Workshop.jpg)

## Why I believe in automation for coworking operators

I’m obsessed with coworking. Why? Because I’m a product of it. 

I built my business inside a coworking space, and I’ve seen firsthand how much work goes into keeping these spaces running smoothly. 

At our recent "Zapier for Coworking Operators" workshop hosted by Cat Johnson and the [Lab](https://catjohnson.co/lab/), I had the pleasure of connecting with a group of dedicated coworking pros—people passionate about creating the best experience for their members.

One thing was clear: whether someone was new to automation or had already built out a dozen zaps, **every single person in the room was eager to learn, improve, and find ways to streamline their operations.** That dedication to making things better for members is what sets coworking apart from traditional office spaces.

### What is Zapier and why should you care?

[Zapier](https://www.coworks.com/integration-with-zapier) is a **workflow automation platform** that connects over 7,000 apps, letting you link your existing tools—like CRMs, email marketing platforms, and booking systems—without needing a developer. **If you’ve ever thought, “I wish these two tools could talk to each other,” that’s exactly what Zapier does.**

One of the most common concerns I heard from attendees was the **overwhelm of using too many different tools**. Billing software, access control, member directories, email platforms—it’s a lot to juggle. Automation helps tie everything together so you can focus on what really matters: **building your community.**

## The top automations for coworking spaces

### 1. Lead capture and follow-up

Leads come from everywhere—your website, social media, word of mouth. The problem? Keeping track of them all.

I asked the room how they handled lead management, and the responses varied widely. Some used spreadsheets, others had full-blown CRMs, and a few admitted they were just trying to keep up with their email inbox. **That’s where automation makes a huge impact.**

- **Trigger:** Website form submission
- **Actions:** 
    - Send an automatic thank-you email
    - Add the lead to a CRM like HubSpot or Coworks
    - Notify a team member via Slack

By setting up even this **one simple automation**, you ensure that no potential member falls through the cracks.

### 2. Seamless member onboarding

A new member joins—now what? Many operators shared how onboarding was one of the most time-consuming parts of their job. Some even said they wished they had more time to **personally connect with new members**, but the admin tasks kept piling up.

- **Trigger:** New member sign-up
- **Actions:** 
    - Send a welcome email with Wi-Fi details, community guidelines, and booking instructions
    - Add them to your member directory and email list
    - Grant door access via integrations with systems like Salto or Kisi

Automation doesn’t replace the human touch—it gives you **more time** to focus on what matters.

### 3. Daily member management

Many attendees shared how their day-to-day operations were bogged down by small, repetitive tasks. Things like confirming room bookings, reminding members about events, and even making sure birthdays didn’t go unnoticed.

- **Examples of automations:** 
    - Sending confirmation **emails** when members book meeting rooms
    - Notifying **staff** when a visitor checks in
    - Adding members to **Slack** or community platforms
    - Setting up **birthday** reminders for personalized engagement

One operator shared how they used Zapier to **automatically send new members an invite to their private Slack community**—a small but powerful touch that improved member engagement.

## How to make automation work for you

While automation is a game-changer, **poorly managed workflows can break or become outdated.** Some attendees were worried about this, and I get it—no one wants a zap failing when they need it most. Here’s how to keep things running smoothly:

- **Start small.** Automate one or two things first. No need to overhaul everything overnight.
- **Test regularly.** Zapier has logs that show you when something breaks—check them!
- **Keep a record.** Document your active automations so you know what’s running.
- **Balance automation with human interaction.** Some things (like tour follow-ups) still benefit from a personal touch.

## My biggest takeaway from the workshop

If there’s one thing I took away from this session, it’s that **coworking operators are some of the most dedicated people I’ve ever met.** Many of you are running lean teams, wearing multiple hats, and still finding ways to improve your member experience.

And Cat herself was kind enough to weigh in. 

> *“DeShawn is one of the standouts of the coworking industry. With an incredible balance of tech, community-mindedness and a coworking soul, I always learn a ton from him and now have a to-do list to streamline my automations.”*

The full replay video is available to members of the [Lab](https://catjohnson.co/lab/), along with their library of hands-on workshops. That’s another reason we offer a month for free to our customers — it’s an invaluable resource of connection, community and expertise sharing. 

At the end of the day, I believe this and will say it with my full chest: software doesn’t replace the work you do—it makes your life easier **so you can do more of what you love**. 

Same and more so with automation. Whether you’re a Zapier pro or just getting started, I hope this inspires you to take one small step toward efficiency.

**Need help? Have questions?** Reach out to me on LinkedIn or shoot me a message. I love nerding out about coworking tech, and I’m always happy to chat.

**Now, let’s go build something awesome.**

[Cat Johnson](https://www.coworks.com/blog/tag/cat-johnson)

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