How to earn more from office rentals with Coworks software

According to a recent This Week in Coworking survey, private offices make up 72.5% of revenue for independent coworking operators. It’s a strong signal that—even as hot desks and meeting rooms gain popularity—private office rentals remain the engine behind most space businesses.

So how do you keep that engine running smoothly without burning out your team?

That’s where Coworks space management software comes in.

Coworks is an all-in-one platform built specifically for community-minded coworking and flex space operators. It streamlines the complex operations of running a space, giving you time back to focus on what actually moves the needle: community, hospitality, and smart growth.

But how does Coworks make office rentals more profitable? Well, Coworks helps coworking operators fill their pipeline and convert leads through a stack of intuitive, automated tools.

Automate your lead generation

Coworks automatically captures leads from multiple entry points, including tour requests, day pass purchases, event RSVPs, even visitor check-ins. That means every interaction with your space becomes a sales opportunity.

Not all leads are created equal. The Coworks CRM lets you sort prospects by temperature (cold, warm, hot) and interest level. You can add detailed notes after a tour or call, and convert a lead to a member with one click. Or integrate with a more robust CRM tool.

→Read more about the Coworks CRM leads database.

Streamline tour scheduling

Prospects can book a tour right from your website or a tablet at the front desk. No chasing emails or sticky notes. Use the Calendly or Google Calendar integration to make it easy on prospects and your staff. Tour notes are saved in the CRM to help personalize your follow-up.

→Read more about the Calendly integration with Coworks

Promo tools that get people in the door

Run a limited-time discount with a promo code. Reward referrals with special discounts. Let curious professionals try the office space with a day pass. These tools lower the barrier to entry and capture valuable lead data for future outreach.

→Read more about how Coworks discounts and promo codes work

Optimizing space and resource allocation

Occupancy data allows operators to understand exactly how your space is being utilized on a daily basis. By pulling reports on high-demand times and traffic patterns, managers can:

• Prevent overbooking and manage the flow of traffic within the facility to ensure a smooth member experience.
• Identify underutilized areas or high-performance rooms, allowing for more informed decisions on how to allocate resources or whether to repurpose specific office zones.
• Manage capacity in real-time by enabling status updates for bookable spaces so members and staff know exactly what is available.
• Reduce unused space when you see renewal dates at-aglance to spin up marketing efforts or enroll members in renewal activities.

Data-driven pricing and capacity planning

Your historical logs of occupancy and usage patterns are essential for financial strategy. Operators can use these insights to:

• Set strategic pricing: See which rooms or office types are most popular to create structured pricing that reflects the true value of high-demand spaces.
• Plan for capacity: Analyze how different teams utilize the space to make data-driven decisions regarding long-term capacity planning and potential expansions.
• Refine membership plans: Trends in space utilization help you tailor service offerings and membership types to better fit the actual needs of your community.

Measuring business health and performance

Occupancy is considered an important metric to measure the overall performance of a coworking operation. Reporting tools in Coworks allow operators to:

• Monitor health across locations: Managers can generate campus-specific reports or aggregate data across a whole network to understand how each location performs individually.
• Identify growth opportunities: Long-term strategic planning—such as adjusting pricing strategies or pursuing new service offerings—is supported by analyzing trends in space utilization and revenue.

Manage your daily operations without the chaos

Renting out offices and managing members comes with a mountain of admin work—unless you automate certain repeatable aspects of it. Here's how.

Self-service bookings

Members can reserve offices, conference rooms, or even gear like podcast mics and 3D printers through the Coworks mobile app. Operators can assign booking credits to manage demand and keep things fair.

→Read more about booking features in Coworks

Automated billing and payments

Recurring invoices, payment reminders, and seamless payments through Stripe—handled. Coworks also integrates with accounting software like QuickBooks and Xero to keep your books balanced.

→Read more about automated billing in Coworks

Smart access control

No more keys. Coworks integrates with leading access installers like Brivo, Kisi, PDK, Unifi, Doordeck, and Salto so members can unlock doors with their phone. You can also set custom access levels and track occupancy in real-time.

→Read more about access control integrations with Coworks

Front desk automation

A digital concierge tablet lets members and guests check in, notifies the right person, and logs the visit—freeing up your staff to focus on people, not paperwork.

→Read more about check-ins with Coworks

Grow without outgrowing your systems

As your space scales, your software should scale with you.

Coworks helps you track metrics like occupancy, Monthly Recurring Revenue (MRR), member growth, and room usage. Use that data to make decisions on pricing, staffing, and layout changes.

Multi-location support

Running multiple campuses? Coworks makes it easy to toggle between them, set different billing plans, and let members book resources across your network.

→Read more about managing multiple campuses with Coworks

Tools for community-building

The member app features a directory with job tags and interests to encourage networking. Operators can also promote events, sell tickets, and track attendance to increase engagement.

→Read more about the Coworks member app

Custom branding

Everything—member app, front desk app, email notifications—can be white-labeled with your own logo and colors. Your brand stays front and center as you grow.

Lean into your offices without falling for more work

Running a coworking space without the right tools is like trying to conduct an orchestra by running to each musician and whispering their part.

Coworks acts as your conductor’s baton—bringing your team, your members, and your goals into harmony. You get one central place to direct operations, keep things running smoothly, and grow your office rental revenue with less friction.