10 Technologies to Strengthen Your Coworking Space Tech Stack
Tech is everywhere in coworking.
From global conferences to industry podcasts, the message is clear: technology is central to coworking. The right tech stack not only streamlines operations but also enhances the member experience, enabling coworking and flex spaces to run efficiently while fostering seamless, innovative environments.
As these spaces continue to grow and diversify, the importance of tech cannot be overstated.
Hector Kolonas, co-founder of Synacroo and author of This Week in Coworking, sums it up well, “Tech is often the third most expensive thing in the coworking business: the first being real estate, the second being people. What many are realizing is that if you spend correctly on tech, you can get better returns on real estate and have happier people. Deployed correctly, tech goes from an expensive cost-center to a streamlined revenue-driver.”
With that in mind, here are 10 technologies to help build a strong tech stack for your coworking space.
Table of Contents:
- Internet and IT Infrastructure
- Access Control Systems
- Customer Relationship Management (CRM)
- Event Management Tools
- Meeting Room Technology
- IoT (Internet of Things) Devices
- Digital Mail Solutions
- Member Engagement Platforms
- Aggregator Platforms
- Space Management Software
1. Internet and IT Infrastructure
“I love tech, insofar as it supports the human experience,” quips Clark Rinehart, founder of LOCAL Coworking, “but high-speed, fiber internet is a requisite for all coworking spaces.”
By now, it’s no secret: a reliable internet connection is non-negotiable. Whether members are attending virtual meetings, uploading large files, or brainstorming across continents, seamless connectivity is vital for productivity and collaboration.
In your coworking space, the internet should be like air—essential, omnipresent, and something you only notice when it’s not there (let’s hope no one ever does!).
Your IT infrastructure is another seemingly invisible but critical component of your coworking space. A strong foundation prioritizes security, flexibility, and simplicity, ensuring your space can grow and adapt effortlessly. Cloud-managed Wi-Fi systems, for example, provide robust, scalable networks capable of supporting diverse communities and a variety of smart office tools.
2. Access Control Systems
Keyless entry for members and staff—typically via smartphone, card, fob, pin, or biometric—ensures secure and easy access to physical spaces. These systems can be integrated with coworking space management software, granting access to specific spaces for the duration of a reservation or membership without any extra steps.
Kayley DiCicco, Director of Enterprise Accounts at EXPANSIVE, admits they are very well versed in levels of security and safety. A repeated question is,“Can our access control capture everyone who is coming in?”
Yet others stick to the basics. Many use good, old-fashioned keys, which they might find work better than high-tech. Ultimately, the choice is yours (and it’s always a good idea to have spare keys as a backup).
That said, we’ve noticed that when members can access the space without relying on physical keys, it leads to a more convenient and secure environment. Access Control Systems also allow operators to customize access levels for different members and areas, making it easier for operators and members alike. The ability to remotely grant access or adjust access levels—without being physically present—is a major benefit.
3. Customer Relationship Management (CRM) Platforms
Customer Relationship Management systems (CRMs) help coworking spaces drive sales and boost marketing efficiency. CRMs centralize prospect and member data, distribute marketing content, and automate tasks like tour bookings and contract signings. They can also enable advanced workflows, such as sending automated email reminders for tours or triggering targeted campaigns based on specific actions. This keeps your team organized, reduces missed opportunities, and ensures a seamless experience for both prospects and members.
CRMs also enhance collaboration by providing transparent communication and visibility across teams. Everyone can access up-to-date information on prospects and members, ensuring consistent follow-ups and a unified approach to sales. With robust segmentation tools, CRMs enable personalized campaigns, while advanced analytics provide insights to guide smarter, data-driven decisions. When integrated with your workspace management platform (see Section 10), CRMs become a powerful engine for growth, helping you stay connected, efficient, and focused on building your community.
For members, a CRM enhances the overall experience by enabling personalized communication and services. It allows coworking operators to send tailored offers, updates, and event invitations based on member preferences and usage history. By maintaining a clear, ongoing relationship with each member, a CRM ensures that members feel valued, improving retention rates and enhancing overall satisfaction and engagement with the space.
4. Event Management Tools
As Taylor Mason, Principal at Talemaker, sees it, “The standout is the people around you. The tech should serve the community.”
Event management tools do just that—they help coworking operators and members seamlessly manage events within shared spaces. Whether it’s networking mixers, hands-on workshops, webinars, or social gatherings, these tools simplify the process by streamlining registration, ticketing, and event promotion.
For members, it means easier access to valuable events. They can quickly discover, register for, and attend sessions that enrich their professional and social experience. From Lunch and Learns to industry-specific panels, event management tools help coworking spaces foster connections and create learning opportunities, reinforcing the sense of community that makes these spaces thrive.
Beyond the coworking space, these tools also serve the broader community. By opening events to the public or partnering with local businesses and organizations, coworking spaces become hubs of innovation and collaboration. They provide a platform for knowledge sharing, professional networking, and economic growth, benefiting not just members but the surrounding community as well.
5. Meeting Room Technology
Meeting room technology is a critical aspect of modern flex spaces. With teams collaborating both in-person and remotely, having the right setup ensures that every meeting, presentation, and brainstorming session runs without a hitch.
Adrian Simpson, Director of Operations at The Yard, breaks it down: “A good camera system, updated TVs, connectivity for wireless and wired devices, HDMI cables, dongles, and up-to-date adapters–having the right meeting tech stack is really, really important.”
With the right technology in place, in-office participants enjoy a seamless meeting experience, while remote members can join effortlessly for a high-quality, professional interaction. Crisp, clear audio, reliable displays for screen-sharing, and intuitive connectivity create an engaging, interactive environment—making it easier for teams to collaborate effectively, no matter where they are or what they’re working on.
6. IoT (Internet of Things) Devices
IoT devices are transforming coworking spaces by improving energy management, temperature control, and overall space optimization. Occupancy sensors, for example, adjust lighting and heating/cooling in real-time based on the number of people in a room, ensuring efficient resource use.
Managing Director of CO+HOOTS, Jaime Munoz, shares how they leverage IoT for day-to-day operations: “We use smart plugs and flick buttons. The buttons tell the team that the bathroom is dirty, or it has been cleaned, or that the coffee needs to be refilled. It’s an easy way to communicate with multiple people.”
For members, these smart systems create a more comfortable and seamless experience—lighting and temperature adjust automatically, while operational efficiencies make the space run more smoothly. Beyond convenience, IoT technology helps conserve energy, reduce costs, and promote sustainability, making coworking spaces not just smarter, but greener.
7. Digital Mail Solutions
In today’s fast-paced, hybrid work environment, digital mail solutions have become a game-changer for coworking spaces, offering operators an easy way to enhance services and boost revenue. By enabling secure, remote access to mail, these solutions reduce operational costs and eliminate the need for physical space. Operators can quickly integrate digital mail systems, streamlining workflows and increasing revenue with minimal effort.
As William Edmundson, SVP of iPostal1 Workspace, explains: “Virtual mail is essential to workspace operations, generating 20-30% of topline revenue for many centers without requiring additional square footage. Remote workers and small businesses seek professional business addresses and digital mail services. Turnkey providers like iPostal1 handle customer acquisition, support, training, billing, and collections, while operators spend just 30 minutes daily per 100 customers on scanning and related tasks while earning a revenue share plus fees for these tasks. Many now adopt white-label solutions like iWorkSpaceMail, offering members a fully digital mailbox experience for managing mail from anywhere. Operators enjoy integrations with operating platforms like Deskworks.”
For members, digital mail provides security, visibility, and remote access. They can manage their mail from anywhere, request scans, forwarding, or shredding, and maintain a professional presence without being physically in the space.
By integrating digital mail solutions, coworking spaces can turn a common operational challenge into an opportunity—streamlining workflows, increasing revenue, and enhancing the member experience with minimal effort.
8. Member Engagement Platforms
“There is still a need for human connection,” Jaime Munoz reminds us. “You’re going to lose it if you don’t remember it’s what makes your space thrive.”
These platforms foster community engagement and communication. They allow members to network, chat, share resources, and collaborate on projects. These tools are vital for creating a strong sense of community within coworking spaces, especially when members are working on different schedules. Community managers use these tools to foster engagement, share updates, and organize activities or events.
Members can easily connect with one another, find collaborators, share information, and even book social or networking events directly within the platform. It’s a great way to build participation in activities, creating a sense of belonging and strengthening the coworking community.
9. Aggregator Platforms
Aggregator platforms and other third-party listing sites play a pivotal role in the coworking ecosystem, bridging the gap between available workspaces and individuals seeking flexible, short-term solutions. For operators, these platforms provide a powerful way to increase visibility, attract new members, and maximize occupancy—whether for hot desks, private offices, or virtual office plans.
By offering a centralized marketplace, aggregators make it easy for users to discover, compare, and book coworking spaces with streamlined payments and customizable packages. They bring together both small local spaces and larger global brands, giving users the flexibility to find the best fit for their needs.
As Sam Shea, Senior Manager of Strategic Partnerships at LiquidSpace, explains: “Workspace booking aggregators like LiquidSpace are essential for flex spaces because they serve to help market available spaces and increase the visibility of your brand. They also can simplify administrative processes while helping operators maximize occupancy and revenue. What sets LiquidSpace apart is our unique ability to connect spaces with enterprise companies that book workspaces at scale, driving exclusive and consistent demand to your space. Combined with our seamless integrations and user-friendly platform, we help operators attract high-value clients and deliver a premium experience that keeps them coming back.”
With many different aggregators available, operators should research which platforms align best with their specific offerings and geographic reach.
Keep in mind, many space management solutions integrate with aggregator platforms, enabling calendar syncing, automated revenue tracking, and real-time availability updates to prevent double bookings.
10. Space Management Software
Space management software is a core component of efficient coworking operations, providing a centralized system to handle everything from bookings and billing to membership management and communication. By automating workflows and optimizing space usage, these platforms ensure smoother day-to-day operations for both staff and members.
As Reed Thompson, CEO of Deskworks, sees it: “Space management platforms aren’t just another tool in your tech stack–they’re enterprise level solutions that are mission-critical to the success of companies of all sizes.
When selecting a space management solution that will run your entire operation, make sure it checks most–if not all–of your boxes. Does it handle the fundamentals well–reservations, billing, communication? Does it integrate with the tools you rely on? How customizable is it? And perhaps most importantly, are the people behind it trustworthy, innovative, and a team you actually like working with?”
Additionally, space management software can provide powerful reporting and analytics that help operators make data-driven decisions. These platforms track occupancy rates, booking trends, revenue streams, and member activity, offering insights into how the space is being used. By analyzing this data, operators can optimize pricing, adjust resource allocation, and identify growth opportunities, ensuring the space operates as efficiently and profitably as possible.
For members, space management platforms enhance accessibility and convenience. They can book meeting rooms, pay invoices, send messages, and manage their profiles effortlessly—often through user-friendly mobile apps. For drop-in customers, these tools simplify the process of finding and reserving available desks or meeting spaces, creating a seamless experience that encourages repeat visits and potential membership conversions.
By integrating space management software, coworking operators can bring all their essential tools—bookings, memberships, billing, engagement, digital mail, and more—into one system, streamlining operations while enhancing the member experience.
Conclusion
At the heart of every thriving coworking space is its people—technology simply enables seamless operations, stronger connections, and a better member experience. The right tools don’t replace human interaction; they enhance it, making it easier to engage members, streamline workflows, and meet the diverse needs of your community. As hybrid and remote collaboration continue to evolve, smart technology will be a key differentiator for spaces looking to attract and retain members.
Is your space equipped to support both people and operations? Deskworks helps you create an effortless member experience while keeping your space running smoothly. Book a demo today to see how we can help your coworking community thrive!
