Best Space Management Software for Australian Flex Spaces: A Complete Guide for Coworking & Shared Space Operations

The flexible workspace industry in Australia is growing at an unprecedented pace. From coworking spaces and shared office facilities in Sydney and Melbourne to regional hubs across Australia, flexible spaces are becoming the norm. But managing these spaces efficiently requires advanced tools to streamline operations and enhance member satisfaction. That’s where space management software comes in, automating tasks from billing to booking and optimising resource use across multiple sites.

Among the top solutions, Hamlet stands out for its commitment to the Australian market. This article explores the essential features of space management software, compares leading platforms, and reveals why Hamlet is the best choice for coworking and shared space operators in Australia.

Top 5 Takeaways

1. Centralised Operations: Effective software should integrate booking, billing, and member management in one platform.
2. Automated Billing: Automation reduces errors, captures revenue accurately, and saves time.
3. Optimisation Tools: Analytics-driven insights help maximise resource use and streamline operations.
4. Community Engagement: Tools for fostering member interaction and community are vital for retention.
5. Scalability: Look for solutions that can grow with your business, especially if managing multiple locations.

What is Space Management Software, and Why is it Essential for Flex Spaces?

Space management software enables operators to reduce operational complexity, improve member satisfaction, and ensure resources are maximised. The result? Fewer headaches, happier members, and smoother workflows.

Key Functions

The best space management software includes:

• Booking and scheduling to manage resources effectively.
• Automated billing to streamline revenue collection and improve accuracy.
• Member management to handle subscriptions, user profiles, and access.
• Community engagement tools to foster a vibrant, interactive environment.

Benefits for Flex Spaces

Space management software enables operators to reduce operational complexity, improve member satisfaction, and ensure resources are maximised. The result? Fewer headaches, happier members, and smoother workflows.

Australian Market Insight

Australian flexible spaces have unique requirements, such as tax compliance, regional support, and scalability for handling both city-centre and suburban locations. Hamlet’s focus on these needs has made it a preferred solution across Australia, helping operators run their spaces with confidence.

Key Features to Look for in Space Management Software

Here are the essential features for Australian flex space operators to consider when selecting a management platform.

Centralised Operations Management

Managing multiple sites while maintaining consistent standards can be challenging. The best space management software, like Hamlet, provides a centralised dashboard that combines billing, bookings, access control, and member engagement. This streamlined interface saves time and ensures smooth operations across every location.

Billing & Automated Payments

Revenue leakage due to manual billing errors is a common issue. Automated billing helps capture all payments accurately, reducing the risk of missed revenue and freeing operators from the hassle of tracking down overdue invoices. Hamlet’s automated billing capabilities have proven to enhance revenue reliability and streamline accounting.

Resource and Space Optimisation Tools

Maximising space usage is essential for profitability. Advanced tracking and analytics can help operators understand member usage patterns, predict busy times, and optimise resource allocation. Hamlet’s analytics tools make it easy to view space utilisation metrics, helping operators adjust offerings to match demand.

Member Engagement & Community Features

A strong sense of community is what keeps members returning. Features like group messaging, event scheduling, and announcements help foster engagement. Hamlet offers a suite of community tools to encourage interaction, retain members, and create a vibrant space.

Scalability and Flexibility

As coworking and shared spaces grow, so do their operational needs. The best space management software scales effortlessly, allowing operators to expand to new locations without compromising service quality. Hamlet’s platform supports growth, managing multiple sites with ease.

Australian-Specific Needs

Australian flexible spaces have particular needs, from local tax regulations to customer support that understands the market. Hamlet is designed to meet these requirements, offering compliance with Australian billing practices and reliable local support to help operators run their spaces smoothly.

AI Capabilities on the Horizon with Hamlet

While Hamlet currently offers essential features like lead management, automated billing, and centralised operations, it’s also developing new AI-driven capabilities to further enhance flexible space management. These forthcoming tools include:

• Conversational Data Access: Soon, operators will be able to “chat” directly with their data, getting faster, digestible insights that support smarter decision-making.
• Automated Lead Responses: AI-powered personalised replies to leads and support queries will provide prompt, accurate responses tailored to each inquiry.
• Chatbots for Basic Support: Customisable chatbots will handle low-level member support, freeing up staff to focus on high-value tasks.

These AI capabilities are currently in development, but they represent Hamlet’s ongoing commitment to innovation and making workspace management more efficient than ever.

Top Space Management Software Solutions in Australia

Here’s an overview of the leading space management platforms in Australia, highlighting what sets Hamlet apart.

Hamlet

Hamlet leads the pack with its comprehensive suite of features and focus on the Australian market. Key advantages include:

• Centralised operations for managing all sites from one platform.
• Automated billing that reduces manual work and improves revenue capture.
• Community engagement tools to foster a strong member community.
• Scalability for operators expanding their locations across Australia and beyond. Hamlet’s local support and customisation options make it an ideal choice for Australian coworking operators who want a platform that’s both reliable and growth-oriented.

OfficeRnD

OfficeRnD is another popular choice, offering multi-location management and extensive integrations. While it has many solid features, it lacks the localised support and community-building tools that Hamlet provides, which are essential for fostering member engagement.

Optix

Optix is known for its user-friendly mobile app, allowing members to book resources and communicate with ease. However, its scalability and billing features are less robust, making it a better fit for smaller spaces. Hamlet offers a more comprehensive solution for operators managing larger or multi-site operations.

SpaceBring

SpaceBring includes essential management tools but is limited in terms of customisation and community engagement options. It may not provide the advanced functionality that larger or growing Australian spaces require. Hamlet’s extensive features make it the stronger choice for spaces looking to streamline operations and scale up.

Why Hamlet is the Ideal Space Management Software for Australian Flex Spaces

Hamlet’s features and market focus make it the top choice for flexible spaces in Australia.

Ease of Use and Centralisation

With a user-friendly dashboard, Hamlet simplifies the management of multiple sites. Operators can access everything they need from one interface, reducing complexity and enhancing operational consistency across locations.

Reliable Billing and Lead Management

Automated billing and lead management tools in Hamlet help reduce manual work, allowing operators to focus on member experience. This streamlined approach to revenue capture has proven invaluable for coworking spaces and shared facilities alike.

Community Engagement Tools

Hamlet’s community features allow operators to stay connected with members, announce events, and keep everyone engaged. Building a vibrant community is easier with tools that support seamless member interaction, improving retention rates and strengthening the overall workspace experience.

Customisation & Local Support

Hamlet’s customisation capabilities mean it can adapt to meet the specific needs of each space, whether that’s personalised member portals or unique billing settings. Local support ensures that operators have assistance tailored to the Australian market whenever they need it.

Scalable Solution for Expansion

Hamlet is designed to grow with operators as they expand, supporting new locations with the same streamlined efficiency. For flexible spaces aiming to scale, Hamlet provides the tools to do so without sacrificing control or quality.

Case Study: WOTSO’s Success with Hamlet

WOTSO, one of the largest flexible space operators in Australia, has been using Hamlet since 2019, growing from 14 locations to 29 across Australia and New Zealand. By managing their operations through Hamlet, WOTSO has achieved:

• Over 30% improvement in billing accuracy with automated invoicing.
• 10x increase in billing efficiency by streamlining billing processes.
• 50% reduction in HR overheads related to billing and operations.
• Increased revenue through instantly bookable guest resources like meeting rooms and desks.
• Improved communication between members and staff, both internally and externally.
• Enhanced operational insights, identifying new areas for efficiency and revenue gains.
• Faster lead response times, with quick quoting and accurate pricing, leading to increased lead conversion.

WOTSO’s success with Hamlet showcases how streamlined space management software can drive growth and operational excellence across a large, multi-location portfolio.

How to Choose the Best Space Management Software for Your Australian Flex Space

Identify Your Needs

Determine your operational priorities: Do you manage multiple sites? Are billing and scheduling major pain points? Does your space benefit from community engagement features?

Compare Essential Features

Review and prioritise key features such as billing automation, lead management, space optimisation, and scalability.

Request Demos

Trying out demos allows you to experience each platform’s fit for your needs firsthand. Pay particular attention to whether Australian-specific features are adequately supported.

Customer Support & Customisation

Local support and customisation are vital for Australian operators, especially when handling unique requirements. Hamlet’s Australian-based support is invaluable for tailored assistance and quick issue resolution.

Conclusion

Finding the right space management software is crucial for Australian flex spaces looking to streamline operations, improve member engagement, and grow their footprint. Hamlet’s Australian-centric design, strong community features, and reliable support make it the leading choice for coworking and shared space operators across the country. Book a demo today to discover how Hamlet can transform your space operations and support your growth ambitions.

FAQs

Frequently Asked Questions (FAQs)

1. What is space management software, and how can it benefit my coworking space? Space management software centralises core functions—like booking, billing, and member management—into one platform. It streamlines operations, reduces admin work, and enhances member satisfaction by ensuring seamless access and optimised resource use.
2. Which features should I look for in space management software for my flexible space? Essential features include centralised operations, automated billing, resource and space optimisation tools, community engagement functions, and the scalability to manage multiple locations easily as your business grows.
3. How does space management software handle billing automation? Automated billing in space management software simplifies revenue collection by automatically sending invoices and processing payments, reducing manual errors and saving time. This feature ensures accurate revenue tracking, so you don’t have to worry about missed payments or delayed collections.
4. How can space management software enhance member engagement? Community-building features like internal messaging, announcements, and event scheduling are integrated to foster a thriving member environment. These tools encourage member interaction, which strengthens community bonds and improves retention.
5. Which accounting platform does Hamlet integrate with, and why? Hamlet integrates seamlessly with Xero, Australia’s leading accounting platform. Xero’s popularity, affordability, user-friendliness, and suitability for space management make it the ideal choice for managing finances in flexible workspaces.
6. Which payment gateways does Hamlet integrate with, and what are their fees? Hamlet integrates natively with Stripe and Payrix, both offering standard fees for credit card transactions and reduced fees for direct debit. These gateways are reliable, secure, and trusted for handling encrypted payment transactions in flexible spaces.
7. Where is Hamlet’s support based, and when is it available? Hamlet’s support team is based in Australia and New Zealand, covering all business hours for each Australian state and New Zealand. Our team is highly responsive via email, with chat support coming soon to provide even faster assistance.
8. How much should I budget for software to manage my space? Think of software not as a cost but as an investment in operational efficiency. Good space management software saves you and your staff from repetitive tasks, which means less time spent on admin and more focus on growth. Typically, it’s a cost-effective alternative to manual labour.
9. How long does it take to implement software like Hamlet for my space? Smaller spaces can be up and running in just a few days. For larger spaces or multi-site operations, we recommend a phased approach over 1-3 months, allowing ample time for onboarding and staff training across each location.
10. Are there additional costs with this software? While some platforms charge extra for add-ons, Hamlet offers a single all-inclusive pricing plan (as of November 2024) for one simple monthly subscription per location. This gives you access to all of Hamlet’s powerful features without unexpected fees.