CoWork best practices

Before you open

• Let the set-up wizard do the first pass. Five minutes gives you a location, spaces and prices. Refine afterwards in Spaces and Plans.
• Have your lawyer read the service agreement. CoWork ships a sensible text with placeholders such as {MEMBER}, {PLAN} and {NOTICE_DAYS}, but the rules of your country decide what it must say. Keep it a service agreement, not a lease.
• Set the tax on CoWork invoices. In most countries a coworking membership is a service at the standard VAT rate.
• Upload a floor plan for each floor and put every space on it. The front desk then sees at a glance what is free, taken or booked right now.
• Add a cover photo and the amenities to each location: the public page sells for you.
• Connect an online payment gateway (for example Stripe or Mollie) so new members can pay the first invoice at once and start the same day.

Plans and prices

• Include some meeting-room hours in each monthly plan. Members book more when the first hours are free, and hours above the plan are billed automatically.
• Ask a deposit for desks and offices, and switch on "Asks for an ID" for the virtual office: a business address usually requires an identity check.
• Switch a plan off instead of deleting it when members are still on it.

Every day

• Start the day on Today. It lists the rooms booked, visitors expected, mail waiting, orders to deliver, open issues and members about to start or leave.
• Log every letter and parcel the moment it arrives, with the shelf and a photo of the label. Members hear about it at once, and the signature at hand-over is your proof.
• Ask members to announce their visitors in the portal; reception knows who is coming and the host hears when they arrive.
• Record damage with its cost when you see it and choose who pays straight away on the member's invoice or out of the deposit so nothing is forgotten when the member leaves.
• Mark orders Delivered as soon as they are: only delivered orders reach the invoice.

Billing

• Invoice extras on a fixed day each month (for example together with the subscription), so members get one predictable invoice.
• Never treat a deposit as income. CoWork keeps it apart; when you keep part of it, write the reason so the member understands the deduction.

Team

• Give the front-desk permission to reception staff and keep billing and deposits for the office.
• Keep your vendors in Providers up to date how to reach them and what they promised and choose them on services and issues, so repairs are followed up and their invoices land with the same supplier.

Growth

• Switch on tour requests. Each request becomes a lead you can follow up in Leads.
• Run regular events public ones bring new faces through the door.
• Look at Online sign-ups each week: someone who stopped at the payment step is often one message away from joining.