Fill Desks, Book Rooms & Build Community—All on WhatsApp

Handle 30+ daily inquiries, automate meeting room bookings, and create genuine community engagement. Turn prospects into members and members into advocates.

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50%
Higher inquiry conversion
Instant responses turn browsers into tour bookings
10+ hrs
Saved per week
Automate inquiries, bookings, and renewals
85%
Member retention rate
Renewal reminders and event engagement keep members
70%
Fewer payment delays
Automated renewal reminders ensure timely payments
The Problem

Challenges Coworking Spaces Face

Tour Requests Go Cold

Interested professionals inquire about desk space but never hear back quickly. By the time you respond, they've already signed up with your competitor down the street.

Membership Inquiries Overwhelm You

Hot desk vs. dedicated desk vs. private cabin? Daily you explain the same pricing and plan differences to different prospects. Time-consuming and repetitive.

Meeting Room Booking Chaos

Members call, email, and walk in to book meeting rooms. Double bookings happen. No-shows waste valuable room time. Manual confirmations eat up your entire day.

Payment Collection Struggles

Monthly renewals slip through the cracks. Some members pay late every month. Chasing invoices via email gets ignored. You're running a workspace, not a collection agency.

Community Feels Disconnected

You have 80 members from different companies but they barely interact. Networking events go poorly attended. The vibrant "community" you promised doesn't really exist.

High Churn, Low Renewals

Hot desk members leave after 3 months. You're constantly acquiring new members instead of renewing existing ones. Renewal reminders sent via email get ignored until it's too late.

Solutions

10 Ways WhatsApp Automation Grows Your Coworking Space

Convert more inquiries, automate operations, and build genuine community

1

Instant Tour Inquiry Response

Rule Starter+ $29

When someone messages asking about your space, instantly send location, membership options, amenities, and tour scheduling link.

TRIGGER: New message contains "coworking" OR "desk" OR "office space"
ACTION: Send space info with pricing and amenities
THEN: Tag contact as "Inquiry - Victoria Island"
THEN: Notify community manager for tour follow-up
How it works: First impressions matter. Instant response shows professionalism and gives prospects all the key information they need upfront. No more "let me check and get back to you" delays. The automation captures their interest at peak curiosity.

Workflow tip: Create location-specific rules if you have multiple branches. Tag each inquiry with the location they're interested in.
2

Virtual Tour Sharing

Campaign Starter+ $29

Send video tours, photos of workspaces, and 360-degree views to prospects who can't visit immediately.

TRIGGER: Message contains "photos" OR "video" OR "see space" OR "virtual tour"
ACTION: Send virtual tour campaign
THEN: Tag as "Virtual Tour Sent"
THEN: Schedule follow-up in 2 days
How it works: Not everyone can visit immediately. Virtual tours keep prospects engaged and let them visualize themselves working in your space. High-quality visuals build trust and professionalism. Many members sign up before even visiting in person.

Workflow tip: Include member testimonials or "day in the life" content to showcase community vibes, not just infrastructure.
3

Membership Plan Comparison

Journey Starter+ $29

Guide prospects through choosing the right plan based on their work style, team size, and usage needs.

JOURNEY: Plan Selection Guide
TRIGGER: Contact tagged "Comparing Plans"
STEP 1: Ask about work frequency (days/week)
STEP 2: Ask about team size
STEP 3: Ask about meeting needs
STEP 4: Recommend best-fit plan with reasoning
STEP 5: Offer trial day to experience workspace
How it works: Instead of overwhelming prospects with all options, this Journey asks qualifying questions and recommends the right fit. Consultative selling increases conversion. Most people don't know what they need—guide them.

Workflow tip: Track which plans get the most questions. Use that data to refine your pricing or create hybrid plans.
4

Meeting Room Booking Automation

Rule Starter+ $29

Members type "book room" and get instant availability. Confirmations sent automatically with booking details.

TRIGGER: Message contains "book room" OR "meeting room" OR "conference room"
ACTION: Check calendar availability
THEN: Send available slots
THEN: Listen for booking format (Room + Time + Duration)
THEN: Confirm booking and update calendar
THEN: Send reminder 1 hour before meeting
How it works: Members book rooms in 30 seconds via WhatsApp without calling reception or using a complex portal. Automatic tracking prevents double bookings. Reminders reduce no-shows. Credits auto-deduct, keeping accounting simple.

Workflow tip: Send a "room available now" message when last-minute cancellations happen—other members love grabbing these slots.
5

New Member Onboarding

Sequence Pro $99

When a member signs up, trigger a 7-day welcome sequence: WiFi details, access card info, community intro, amenity guide.

SEQUENCE: New Member Onboarding
DAY 0: Welcome message with WiFi, access, workspace details
DAY 1: Community intro - member directory, WhatsApp group invite
DAY 3: Amenity guide - printing, lockers, parking, pantry
DAY 5: How to book meeting rooms tutorial
DAY 7: First week check-in + feedback request
How it works: Great onboarding reduces early churn. New members feel guided, not lost. Drip information over 7 days instead of overwhelming them on day one. Each message includes only what they need at that moment. Community manager follow-up happens naturally.

Workflow tip: Include a "member buddy" introduction on Day 2—pair new members with existing ones in similar industries for faster community integration.
6

Invoice & Payment Reminders

Journey Pro $99

Automated monthly invoice delivery and payment reminders at 30-day, 15-day, 7-day, and 1-day before renewal.

JOURNEY: Monthly Renewal Reminders
DAY -30: Invoice sent with usage summary
DAY -15: Gentle reminder with payment options
DAY -7: Reminder + upgrade suggestions based on usage
DAY -3: Urgent reminder (membership expires soon)
DAY -1: Final notice (auto-suspension tomorrow)
DAY 0: Grace period notification (48 hours to pay)

EXIT: When payment received (tag "Renewed")
How it works: Automated reminders reduce late payments by 70%. Usage data in renewal messages helps members see value. Upgrade suggestions based on actual behavior (meeting room overages) feel helpful, not salesy. Grace periods maintain goodwill while encouraging timely payment.

Workflow tip: Send a "thank you for renewing" message when payment is received, including next month's community event calendar.
7

Event & Workshop Announcements

Campaign Pro $99

Promote networking events, skill workshops, and community meetups with RSVP tracking via WhatsApp.

CAMPAIGN: Event Announcements
TARGET: All active members (tag "Active Member")
MESSAGE: Event details with RSVP options
TIMING: 5 days before event (Monday for Friday event)
TRACK: "JOIN" responses to track attendance
REMINDER: Send location reminder day before event
FOLLOW-UP: 2 days after event - photos + next event preview
How it works: WhatsApp has 95% open rates vs. 20% for email. Event announcements reach members where they actually check messages. RSVP tracking via keywords is simple. Scarcity (20 spots) drives faster commitment. Regular events justify membership cost and build community.

Workflow tip: Tag attendees separately from RSVPs—track who actually showed up. Focus future invites on engaged members.
8

Maintenance & Support Requests

Rule Starter+ $29

Members report AC issues, WiFi problems, or cleaning needs via WhatsApp. Auto-route to facility team with priority tagging.

TRIGGER: Message contains "AC" OR "WiFi" OR "cleaning" OR "issue" OR "broken"
ACTION: Create support ticket
THEN: Categorize by keyword (AC=facilities, WiFi=IT, cleaning=housekeeping)
THEN: Route to appropriate team WhatsApp
THEN: Set priority (cabin issues=HIGH, general=MEDIUM)
THEN: Send resolution update when team marks complete
How it works: Members report issues in 5 seconds without calling or filling forms. Auto-routing gets the right team immediately. Ticket numbers and updates show professionalism. Feedback collection after resolution measures service quality and member satisfaction.

Workflow tip: Weekly "issue summary" reports to management help identify recurring problems (if WiFi drops daily, upgrade router—don't just fix daily).
9

Renewal Reminder Automation

Sequence Pro $99

Strategic renewal sequence at 30, 15, and 7 days before expiry with upgrade opportunities and payment convenience.

SEQUENCE: Smart Renewal Campaign
DAY -30: Early bird reminder (pay now, get 5% off)
DAY -15: Renewal reminder + usage-based upgrade suggestion
DAY -7: Urgent reminder with easy payment options
DAY -3: Final reminder with grace period info
DAY 0: Expiry notification + 48hr grace period
DAY +2: Membership suspended (access disabled)

EXIT CONDITIONS:
- Payment received = move to "Renewed" sequence
- "UPGRADE" reply = route to upgrade Journey
- No response Day +7 = move to "Churned" list
How it works: Data-driven renewal messages show members their own usage patterns. Heavy users get upgrade nudges (more value for money). Light users get retention offers (don't lose them). Early payment discounts encourage advance renewals. Grace periods are fair but firm.

Workflow tip: Members who don't renew go into "Win-back" campaign after 30 days—offer one free day to remind them what they're missing.
10

Referral Program

Campaign Business $470

After 60 days of happy membership, invite members to refer friends with automatic tracking and reward fulfillment.

CAMPAIGN: Referral Activation
TARGET: Members tagged "Active 60+ days" AND attendance >15 days/month
MESSAGE: Personalized referral invitation with unique link
TIMING: Sent on 60th day of membership
TRACKING: Monitor referral link usage automatically
REWARD: When referee signs up, credit referrer's account
NOTIFICATION: Instant "You earned a free month!" message
LEADERBOARD: Monthly top referrer announcement
How it works: Happy members are your best sales team. Referral programs turn members into advocates. Unique tracking links automate credit allocation (no manual tracking needed). Rewards as "free months" cost you less than paid acquisition. Leaderboards gamify the process.

Workflow tip: Only invite members with >60 days tenure and good attendance—they're genuinely happy. Unhappy members won't refer, and you don't want them to.
CRM

Your pipeline, pre-configured

Track members through stages. See at a glance who's inquiring, who's touring, and who needs renewal follow-up.

New Inquiry
Space interest
Tour Booked
Visit scheduled
Trial Day
Testing workspace
New Member
Contract signed
Active Member
Engaged daily
Renewal
Loyal member

CRM Lite add-on: +$10/mo on Pro plan, included in Business

Capabilities

What You Can Achieve

Capability Starter
$29/mo		 Pro
$99/mo		 Business
$470/mo
Instant tour inquiry response ✓ ✓ ✓
Virtual tour sharing ✓ ✓ ✓
Membership plan comparison ✓ ✓ ✓
Meeting room booking automation ✓ ✓ ✓
New member onboarding — ✓ ✓
Invoice & payment reminders ✓ ✓ ✓
Event & workshop announcements — ✓ ✓
Maintenance & support requests ✓ ✓ ✓
Renewal reminder automation ✓ ✓ ✓
Referral program — — ✓
Member contacts Up to 500 Up to 5,000 Up to 25,000
Team members 2 5 15

Prices in USD. View pricing in your local currency →

RECOMMENDED FOR COWORKING SPACES

Pro Plan - $99/month

Prices in USD. View pricing in your local currency →

Perfect for single-location coworking spaces with 50-200 members. Includes member onboarding, renewal automation, event management, and community engagement features.

Up to 5,000 contacts
5 team members
Member onboarding journeys
Renewal automation
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Multi-location chain? Business Plan ($470/mo) includes referral program and supports up to 25,000 contacts across all locations.

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Join coworking spaces using WhatsApp to convert more tours, reduce churn, and build genuine communities.

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