9 flexible office management software functions landlords need

As a commercial property manager or landlord, you know reliable long-term tenants are the backbone of your business. But when companies downsize or relocate, you’re left with vacant offices and unused square footage that equates to lost revenue. 

You have an opportunity to unlock the potential in your underutilized space and create new revenue streams with flex office software. 

An all-in-one flexible office management software platform like Coworks allows you to easily transform unused offices, meeting rooms, and communal areas into bookable coworking suites, private offices, meeting rooms, and event spaces. Then you can actively market and monetize that new inventory.

Here are 10 ways flex office software like Coworks can supercharge your property management operation:

1. Empower tenants to book rooms right from their phones

Your flex office software should include an easy-to-use mobile app that allows tenants and their team to browse available meeting spaces and make reservations right from their phones. This puts the power to find and book space literally in the palm of their hands.

Real-time availability updates ensure no double booking so tenants can trust the spaces they reserve will be ready for them. This kind of on-demand access to spaces makes your building more useful for existing tenants. Coworks integrates directly with Microsoft Office Calendar and Google calendar to help with this.

2. Get your flex inventory in front of the right audiences

Your newly activated flex spaces — from coworking areas to event rooms — represent untapped revenue potential. But you have to get them in front of the right audiences. 

Your flex software solution should make it easy to showcase your full range of bookable inventory on your web site. Make it fast and simple to show what is available when.By catering to these audiences alongside your long-term tenants, you can generate incremental revenue from spaces that would otherwise sit vacant.

3. Easily grant access to temporary users 

Here’s the reality: As you welcome more non-tenants to use your flex spaces, managing access and entry can become an obstacle. Who wants to station a concierge at the front door around the clock?

Coworks integrates with leading access control systems Kisi, Brivo, DoorDeck, PDK, and Salto. This allows you to automate access permission for flex space reservations.

Now when a non-tenant books a coworking day pass online or reserves a meeting room, their access credentials are automatically programmed for the date and time slot only. No more managing guest lists or arranging for tenant escorts. 

4. Create tailored booking parameters for each space

Not all bookable spaces in your building will have the same parameters around them. A high-demand event space may need to be reserved farther in advance than a small huddle room. A video-conference studio requires more technical oversight than a coworking lounge area.

Your flex space software should allow you to set custom schedules, hour allotments, lead times, and usage requirements on a per-space basis. This allows you to fine-tune accessibility and permissions around specialty equipment.

5. Unlock revenue streams and lead generation with events

Sometimes outside groups need more than a conference room — they want to host a social event, half-day workshop, product launch party, or company offsite. 

Your software should make it easy to showcase and allow online booking for multi-hour and full-day packages in your event spaces. Empower everyone to self-serve these kinds of bookings while collecting incremental revenue for your unused space.

6. Automate post-booking logistics

Once someone reserves space in your building, your work isn’t done. You need to deliver confirming details, usage instructions, access instructions, waivers, and more. 

Your flex software (like Coworks) should automate post-booking emails that you can fully customize with instructions relevant to each space.

Custom branding and messaging reinforce your standards and professionalism while saving your team hours of manual communication.

7. Provide tenant portals with real-time visibility 

Tenants will have questions about their team’s upcoming bookings, hours used towards allotments, account balances, and more. 

Your software should include dashboards where tenants can self-serve this information at any time without having to inquire with your team. By empowering tenants with self-service capabilities, you demonstrate commitment to a frictionless experience.

8. Integrate with a CRM

To maximize efficiency and visibility, your flex office management software should integrate with vital marketing and tools. Coworks integrates with HubSpot, Salesforce, or MailChimp.

By connecting your CRM platform with your flex space software, you centralize all interactions with prospective tenants, members, and guests for complete pipeline visibility.Details from space booking inquiries, tour reservations, and day pass purchases should automatically sync over to your CRM as new contacts and deals. 

Key activity like contract signings can also trigger automation through your CRM to instantly send targeted emails for lead nurturing. This saves your team manual data entry while providing sales and marketing insights from space usage.

9. Manage your books with a QuickBooks Integration

Automate accounting by integrating QuickBooks with your flex management software. All billing details from space reservations and membership plans automatically transfer over as invoices from Coworks in QuickBooks. 

Payments then reconcile back to your flex platform so you have up-to-date cash flow and revenue reports. Avoid duplicate work while benefiting from seamless financial oversight.

Let us show you how it works! Book a demo today.