How Firmspace Scaled by Automating Coworking Operations

Initially, the Firmspace team was handling operations with an AWS-based software solution that was built in-house. But instead of helping them scale, this custom solution was holding them back.

At some point, Firmspace started looking for an off-the-shelf product and recognized the OfficeRnD Flex coworking software as the perfect fit for their business needs. OfficeRnD helped Firmspace by:

• Automating contract and membership management
• Enabling reporting and forecasting
• Integrating all critical systems and apps
• Enabling seamless communication with members

Firmspace’s AWS-based software solution that was built in-house proved to be highly inefficient, especially in a few key areas:

• Performance

It couldn’t bear the growing member data and had performance and functionality issues. The solution was slow and used to crash frequently especially when adding new locations and members.

• Costs

Scaling the product and improving its performance and the user experience were very expensive.

• Integrations

Connecting the solution with other systems (e.g., billing software) was inefficient and caused plenty of data inaccuracies.

• Lack of visibility

The system provided no information on essential business metrics like revenue and occupancy.

At that time, the team realized the need for a reliable coworking software that would support their growth plans.

Firmspace needed a scalable solution that would automate and streamline billing, contracts, and memberships but also conference room bookings and communication with members.

Moreover, the company was looking for a platform with an intuitive and pleasant interface.

After exploring various software vendors, Firmspace recognized OfficeRnD as the perfect fit. The platform was the only one to meet the functionality, budget, and user experience requirements.

OfficeRnD Flex helped Firmspace scale by enabling them to:

• Spend less time on contracts and memberships management

OfficeRnD now helps Firmspace automate the contract creation and cancelation process. The platform enables visibility on contract type, duration, and other essential details.

Moreover, it provides the flexibility of turning on and off memberships in addition to adding and removing extra services to an existing membership.

• Report and forecast on revenue and occupancy

The Firmspace team now has quick and easy access to key reports such as occupancy, revenue occupancy, and projected revenue reports. They also know more about the inventory and the history of the offices and how occupancy is going to look like on a future date.

• Connect all essential systems and apps

OfficeRnD automates, integrates, and streamlines the billing process from end to end. No more manual synchronization and data errors.The platform also opens up a variety of opportunities for integration with other systems like mail management software and a receptionist app.

Having it all connected and automated enables Firmspace to send targeted communication to members and visitors based on their customer lifecycle stage, membership plan, etc.

• Enable seamless communication with members

OfficeRnD Flex enables Firmspace to send messages and updates to members so nobody misses important news. Moreover, OfficeRnD’s member apps give members an easy and convenient way of communicating with Firmspace’s team.

The apps also enable members to have control over basic everyday activities such as booking a meeting room and updating their billing details.