# CoWork best practices

> A checklist of six ticks: set-up wizard done, service agreement checked by your lawyer, tax on CoWork invoices set, floor plans uploaded with every space on... (Apps: CoWork)

- Page: https://dashboard.nizu.io/knowledge_base/view/494-cowork-best-practices
- Part of: [Knowledge base](https://dashboard.nizu.io/knowledge_base/llms.txt) on NIZU — https://dashboard.nizu.io/llms.txt
- Updated: 2026-10-25T11:50:03Z

## 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.