15 Best Scheduling Tools for Coworking Spaces

“Scheduling is my favorite thing!” said no one, ever. Whether it’s for desks and rooms at your coworking space, or for meetings or events, booking time and space is usually much more complicated than it needs to be. Here are 15 tools that take the pain out of scheduling.

Bonus tip: the first step to managing your coworking space is making sure you’re not spending all your time checking in guests, finding who they’re there to see, and tracking down errant hosts who might be in meetings, at lunch, or just plain AWOL. Using a visitor management system for coworking like The Receptionist will take on that hassle for you, giving you back the time to do what you need to do to help your space grow. 

Coworking Space Scheduling and Management

Desks and Rooms Schedule Management for Coworking 

1. Skedda

Skedda is an online booking and scheduling software for coworking spaces. It’s also used extensively at sports clubs and other types of businesses. The two main draws: it’s super easy and it has incredible customer service (according to the reviews). It’s also well-priced. A paid subscription starts at $5/month, but smaller spaces can probably get by just fine with the free option.

2. OfficeRnD

OfficeRnD is a full-service software platform built to empower coworking space managers. Its tools run the gamut from CRM, member billing, contracts, and of course, scheduling and booking rooms. The space management feature allows you to set up specific pricing and cancellation rules unique to your coworking space.

3. Cobot

Cobot is a simple coworking space management software. The best feature is the self-service booking calendar that integrates with the invoicing system to automatically charge members based on their usage of space, equipment, and so on. 

4. Nexudus

Nexudus is a full-service coworking management application. It was designed for bigger spaces and has more features than the others on this list, like multiple integrations, a real-time room availability app, and reporting.

5.Robin

Robin is a conference room booking solution that can also be used for individual flexible desks.  Their platform allows for some cool advanced features like mapping of your office space and digital signage to view current room status and on demand booking.  They charge per room, so it can grow as you do.  Also, be sure to check out their slick mobile app in which workers can report issues within conference rooms, and can utilize bluetooth beacon technology for better usage metrics!

6. YArooms

YArooms is a conference room booking software. The clincher here is the easy-to-use iPhone app. As part of the package, you also get the YArooms Door app, which you can download onto a tablet mounted at the conference room door for real-time availability and booking.

Visitor Management for Coworking Spaces

 

Scheduling Meetings

7. Google Calendar

Yes, Google Calendar. Granted, it is not the tool for booking desks, but it’s a fantastic way to schedule meetings and events. You can automatically email attendees with details and any changes. And, unlike many applications, you can share your Google Calendar even with people who don’t use the tool themselves. Here are a few things you probably didn’t know you could do with Google Calendar:

  • Get a daily email of your agenda
  • Embed it on your website
  • Create a link where people can schedule appointments with you

Learn more about these and other tips and tricks at PCMag: 14 Google Calendar Tricks You’re Probably Not Using

8.Vyte

Vyte makes scheduling meetings a cinch by automating the tedious process of finding out when everyone is available. You pick a few possible meeting times and the app sends them to the group, finds the time that works, and then syncs with everyone’s calendar.  They have a few different pricing levels with different features, but the app can be very helpful for those who are managing lots of schedules.

9. HubSpot Meetings

HubSpot Meetings is a part of the HubSpot Sales suite and helps save time booking meetings by letting others pick free time that you determine on your calendar, then integrating those meetings with Google Calendar, Office 365 Calendar, and HubSpot CRM. Perhaps its greatest strength is its integration with the HubSpot CRM and other HubSpot Sales tools like automated sequences and templates. Together, you can automate most of your usual daily sales tasks and track it all in your CRM.

10. Doodle

Doodle is great for scheduling meetings and events with random groups of people. Unlike almost every software, everywhere, you can use the tool without having to create an account. It only does one thing, but it does it well.

11. When is Good

Like Doodle, When is Good automates the process of finding a meeting time and doesn’t require a login. Simple, easy, effective.  A bit less refined than some of its competitors, When is Good solves a simple scheduling problem with an easy to use tool.

12. Calendly

Calendly also tries to solve the “find a time” problem that we face daily.  Their advantage is that it could be your enterprise solution to this problem.  With multiple integrations and a large support network, they are ready to handle and support a large number of employees.

Scheduling Events

13. Eventbrite

For getting your event out onto the global radar, there’s really no better tool than Eventbrite. You create fun events, people search for fun events, and the word out gets out. Simple as that!

14. Splash

Splash calls itself an “experience management software.” Its event planning features include website creation, integrated email marketing, low-fee ticket-selling, and RSVP collection — everything you need to create not just an event, but an experience. 

15. Teamup

For planning member events, check out Teamup. This application lets you easily create and share a group calendar. There are several pricing tiers, but the basic free option allows you to have unlimited users on up to 8 sub-calendars, which is probably enough for most coworking spaces.

Coworking Room Scheduling and Space Management

Making sure that the room scheduling and desk booking process is just one part of managing coworking spaces, and these tools are just a few that we found help with the process. As a coworking space manager, making the workday stress-free for your members and their guests is your number one priority. Interested in learning more about visitor management and how it can help improve the coworking experience for you and your members? Download our complete guide to visitor management by clicking the picture below!

visitor management guide

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