Coworking Space CRM
In a coworking space revenue depends directly on occupancy, but the signal that occupancy is breaking down stays in the check-in records on the operations side and never reaches the person who talks about the membership.
Check-in records are dated lines under the membership record; you define which drop counts as a risk, and a member crossing the threshold falls into the risk list where the contact task opens.
- Flag members as at risk according to the drop threshold you set yourself (for example, members whose check-ins have fallen over the last two weeks) and reach out before the cancellation
- Define your hot desk day threshold (for example 20 days); let members crossing it drop into a list and open the dedicated desk suggestion task from there
- Tie the hours your meeting rooms are left empty to corporate campaigns open to the outside
- Produce introduction and event invitation lists from the industry and area of interest fields on the member record
- Set up a shared WhatsApp inbox on a single business number that the whole team answers from
| Cancellation Risk Threshold | Check-in records are dated lines under the membership record; you define which drop counts as a risk, members crossing the threshold fall into the risk list, and the contact task is opened from that list. |
|---|---|
| Upsell Threshold | The number of days a member spends at a hot desk is a field on the membership record; you set the day threshold that triggers the dedicated desk suggestion (for example 20 days), members crossing the threshold drop into a list and the suggestion task is opened. |
| Meeting Room Occupancy | A meeting room booking is a record with room, date and time fields. The hours left empty are read from the calendar view of those records, and the corporate campaign list to be opened up outside is built around those gaps. |
| Member Profile and Matching | Industry and area of interest are fields on the member record; members in the same industry are filtered on those fields and produced as a list, the event invitation is sent from that list, and the contact is written onto the member's record. |
| Virtual Office Mail Record | Official notices and parcels arriving for a virtual office member are mail lines linked to the member record; the arrival date, the sender and the delivery status sit in fields, informing the member is opened as a task, and it closes once the item is collected. |
In a coworking space losing a member does not happen in a day. First someone who came five days a week drops to three, then to two; when the contract is not renewed, the trace of that decision had in fact appeared months earlier in the check-in records. But because those records sit on the operations side and the membership conversations on the sales side, the two never come together and the cancellation is experienced as a surprise every time.
Rapitek CRM keeps the check-in frequency on top of the membership record; the drop becomes visible without waiting for a report, and the team that sees it can ask the satisfaction question before the cancellation letter. The same data works in the other direction too: a member who constantly uses a hot desk turns into an upsell candidate. Because industry and area of interest are kept on member profiles, matching newcomers with members in their own field and sending event invitations in a targeted way is also done from the same record.
