Space management software is your smartest investment for your flex coworking space. Still running your coworking space like it’s 1999? If your tech stack consists of spreadsheets, WhatsApp groups, and that one notebook you can never find – mate, we need to talk.
You might think you’re saving money by cobbling together free tools, but man, you should know what it’s really costing you- time, money, and sanity.
Definitely not worth it.
But what if you could make things easier? Like having a super-efficient team member who:
Never sleeps Never complains about doing the boring stuff Actually enjoys reconciling payments Can be in multiple places at once Costs less than your monthly coffee budget Sounds superhuman? Because it is
In this guide, you’ll know better what space management software is, how it works, and why it’s a game-changer for whatever you run – coworking spaces, flexible offices, and/or beyond.
Ready to dive in? Let’s start with the basics.
What is Space Management Software? Ever felt overwhelmed trying to juggle bookings, memberships, and payments for your coworking space? Space management software is here to change the game.
Whether it’s desks, meeting rooms, or even parking spots, this tool takes care of it all, so you don’t have to. From automating bookings to streamlining memberships and handling billings, it puts everything at your fingertips – effortlessly managed in one dashboard (like this👇🏼).
So why should you care?
What it means for you and your space:
Forget double bookings – spaces are tracked automatically. Keep it simple – store all member details in one place. Let billing handle itself – automate invoicing and payments. Make smarter moves – use data insights to grow. Stop switching tools – manage everything on one platform. How seamless can your space be? With space management software, you’ll free yourself from tedious tasks, eliminate manual errors, and unlock more revenue potential.
The Benefits of Space Management Software Running or growing a coworking space without the right tools? It’s like trying to run a marathon in flip-flops – doable, but unnecessarily hard.
Space management software is your secret weapon – like hiring an all-star team member who never takes coffee breaks. Here’s how it helps:
1. Your Personal Time Machine Say goodbye to late nights buried in spreadsheets and frantic mornings fixing double bookings. Automation handles the boring stuff:
Bookings: Members book in real time – no admin needed. Billing: Recurring invoices? Done. Payments? Seamless. Reporting: Insights in a click – your data scientist in disguise.
Why It Matters: You get time back for the big stuff – like building your community or planning your next big expansion.
2. Puts Members First Happy members stick around, and space management software makes sure they’re smiling:
Send real-time notifications for bookings and updates. Offer flexible options like day passes or premium plans. Make self-service simple and stress-free.
Why It Matters: A frictionless experience builds trust and keeps members coming back for more.
3. Grows With You Scaling from one space to many? No sweat. The software evolves with your needs:
Automate billing for hundreds (or thousands) of members. Offer virtual memberships without the extra admin load.
Why It Matters: Scaling gets easier, not harder, so you can focus on what really matters—delivering value at every step.
4. Makes Your Life Easier Who has time to juggle five tools just to keep things running? This software brings it all together:
Manage bookings, billing, reporting, and members in one place.
Why It Matters: Fewer tools mean fewer headaches, faster workflows, and happier teams.
5. Helps You Find Hidden Revenue Think of it as your space’s treasure map. Data insights reveal opportunities you didn’t even know existed:
Spot underutilised spaces and adjust pricing. Add perks or roll out virtual memberships.
Why It Matters: Smarter choices = more revenue and better space utilisation.
The Bottom Line: Space management software isn’t just a tool – it’s a game-changer. It saves you time, keeps your members happy, simplifies your operations, and boosts your bottom line.
Want to see how it works in real life? Here’s a case study.
How WOTSO Scaled from 15 to 30 Locations – Effortlessly with Hamlet When WOTSO, one of Australia’s leading coworking providers, decided to double their locations, they knew their old systems wouldn’t cut it. Managing 15 spaces was already a juggling act – scaling to 30? That required a whole new playbook.
The Challenges WOTSO’s rapid growth hit a few speed bumps:
Manual Billing Mayhem: Their accounting team spent countless hours reconciling invoices, leading to errors and burnout. Booking Frustrations: Double bookings and no self-service options frustrated members—and left money on the table. Fragmented Systems: Data scattered across platforms made managing leads, tracking member activity, and optimising operations a nightmare. The Solution: Hamlet Steps In WOTSO partnered with Hamlet to simplify and supercharge their operations. Here’s how Hamlet made it happen:
Everything in One Place: Bookings, billing, and member management were centralized on one intuitive platform. Custom Fit: Hamlet tailored its tools to handle everything from coworking desks to private offices and parking spaces. Effortless Billing: Automated invoicing eliminated manual errors and freed up hours for their team. The Results: Growth Without the Growing Pains With Hamlet as their operational backbone, WOTSO transformed how they worked – and it showed in the numbers:
50% Cut in HR Costs: Automating admin tasks meant fewer back-office staff and lower overheads. 10x Faster Billing: Tasks that once took hours now took minutes, giving the team time to focus on strategy. Revenue Up, Stress Down: Real-time bookings and self-service options kept members happy and spaces full. Scalable Success: Doubling their locations didn’t double their headaches—Hamlet kept operations smooth as WOTSO grew from 15 to 30 spaces. The Takeaway WOTSO didn’t just grow – they thrived. With Hamlet, they turned operational chaos into streamlined success. Whether you’re managing one location or twenty, the right tools make scaling a breeze.
Why Hamlet? Because We’ve Been There We built Hamlet because we’ve lived through the spreadsheet apocalypse. Our software isn’t just another tech solution – it’s your secret weapon for:
1. Automating Everything Bookings that update in real-time (no more double-booking dramas) Payments that just happen (goodbye, awkward “your payment is late” conversations) Reports that generate themselves (like having a personal data scientist) 2. Member Happiness Self-service booking tools (because members prefer booking rooms without having to send carrier pigeons) Seamless access control (no more lost keys or forgotten door codes) Integrated community features (turning your space from just an office into a thriving ecosystem) 3. Growth That Doesn’t Break You Remember WOTSO? They went from managing 15 locations to 30 without doubling their team or losing their minds. How? Well, we might have had something to do with that.
The Proof is in the Numbers (Because Who Doesn’t Love Data?)
Our clients have seen:
50% reduction in admin time 10x faster billing processes 30% increase in space utilisation 100% decrease in Sunday night anxiety attacks about Monday morning chaos Ready to Join the Future? Look, we get it. Change is scary. But you know what’s scarier? Still managing your coworking space with Excel when your competitors are running circles around you with automated everything.
Getting Started is Easier Than Finding a Park in Melbourne CBD Book a demo (takes less time than making your morning coffee)Let us show you how Hamlet can transform your space Watch your to-do list shrink while your community grows The Bottom Line You didn’t get into the coworking space business to become an Excel wizard or a part-time detective tracking down missing payments. You did it to create amazing spaces where people can do their best work.
Whether you choose Hamlet or other software players in the market, smart space management software can handle the boring bits while you focus on what matters – building a community that people love being part of.
Ready to make the switch? Let’s chat. Your future self (and your sanity) will thank you.
P.S. If you’re reading this while trying to fix a double-booking crisis, we promise there’s a better way. Book a demo today and let’s sort this out.
