7 Easy Ways to Onboard Coworking Members Faster (Without Losing the Human Touch)
As a coworking space operator, you need to bring new members into your space quickly and confidently, without spending hours walking them through every little detail.
Members want to hit the ground running, and your team needs a system that gets them there with minimal friction. A fast, efficient onboarding process helps people feel welcome while saving everyone time and hassle.
Here are 7 ways to speed up your onboarding process without sacrificing warmth, clarity, or connection.
1. Automate Member Sign-Up
Let members sign up, choose a plan, and enter payment details online—before they walk through the door. Coworking management software like Deskworks makes this easy, so your team can focus on integrating new members into the community instead of collecting paperwork.
2. Instantly Grant Access According to Their Plan
Manual door access setup slows everything down. When your coworking software is integrated with your access control system, new members are automatically granted the right access based on their membership plan.
This eliminates delays and ensures a smooth, secure transition into the space.
3. Offer a Single Sign-On for Everything
One login. That’s all members need.
A single sign-on gives members access to their billing account, booking system, networking profile, and even internet access. With the right software integration, Wi-Fi login credentials can match their main account, simplifying setup from day one.
4. Simplify Printing with Integrated Driverless Setup
Printing should be painless. By integrating your coworking software with a driverless print solution, members can be automatically connected using their email or login when they sign up. We won’t promise every setup will be seamless, but without printer drivers to install or update, it’s faster, cleaner, and far less prone to errors.
Store clear, step-by-step instructions for connecting each device directly in the member portal. They’ll be printing in minutes (with little to no help).
5. Create a Quick-Start Welcome Packet
This one resource does double duty. It’s a go-to guide for new members and a checklist for your community manager (or whoever’s doing onboarding).
Include essentials like Wi-Fi info, kitchen guidelines, call etiquette, booking instructions, and key contacts. Highlight important sections and use it during in-person onboarding to walk through key points.
6. Give a Functional Tour and Make Introductions
Sure, they may have toured the space before signing up. But now that they’re a member, they need to see it with fresh eyes. Walk them through the space as a member of the community. Show them how to scan in, where to take calls, how to make coffee, and where to find supplies.
Demonstrating is faster and more memorable than explaining.
And as you walk, introduce them to a few fellow members. These quick intros can help them feel part of the community right away.
7. Keep Onboarding Materials Ready and Digital
Don’t waste time searching for contracts or printing forms at the last minute. Keep a stash of onboarding packets ready, or better yet, store everything digitally in your coworking software.
Pre-fill what you can, keep files up to date, and make it easy for new members to sign and go.
Wrap-Up: Fast Doesn’t Mean Rushed
Speedy onboarding doesn’t mean cutting corners. When your systems are tight and your processes are smart, you can deliver a great experience in less time—without losing that human touch.
Welcome new members quickly. Make them feel confident. Then let them get to work.
Want to See Deskworks in Action?
Deskworks is flexible workspace software built by operators, for operators. It streamlines onboarding, automates admin tasks, and helps your members get started—fast.
👉 Book a free demo and see how it can save you time (and sanity).
