Coworking Space Management Detail Documentation
This Coworking Space Management Add-On streamlines every aspect of coworking operations, from membership plans and bookings to amenities, payments, and workspace setup.
Introduction
The Coworking Space Management Add-On is a complete solution designed to help you efficiently manage and grow your coworking business from a single, centralized dashboard. It provides powerful tools to handle bookings, memberships, membership plans, amenities, customer inquiries, newsletters, and website content with ease. From tracking real-time performance metrics and revenue insights to customizing your brand settings, homepage sections, and pricing plans, the system ensures a seamless experience for both administrators and customers. With automated calculations, status tracking, and an integrated booking flow, the Add-On streamlines daily operations while enhancing your workspace’s online presence and overall business performance.
How to Install the Add-On?
To Set Up the Coworking Space Management Add-On, you can follow this link: Setup Add-On.
How to use the Coworking Space Management Add-On?
Coworking Space Dashboard
- The dashboard provides a complete overview of your coworking space’s performance through various
- At the top, you’ll find a QR code that customers can scan to directly access the booking page,
- The dashboard displays important summary cards showing Total Amenities, Total Membership Plans,
- The dashboard includes a Bookings & Memberships Trend chart that displays recent activity as a
- The Recent Bookings panel on the right side shows the latest booking records, with each entry
- The Quick Actions panel at the bottom left gives you one-click shortcuts to the most commonly
- The Space Statistics panel displays a live summary of your workspace activity, including Total
- The Performance Metrics panel on the bottom right shows key business indicators, including your
visual elements and quick access features.
along with a “Copy Link” button to easily share your booking website link with anyone.
Total Memberships, and Total Bookings, giving you instant insights into your business metrics at a glance.
dual line graph, one line for Bookings and one for Memberships, allowing you to track both trends over time and identify your busiest periods at a glance.
displaying the Customer Name, Booking ID, Booking Date, and Payment Status (Paid or Draft), giving you a quick view of your most recent transactions and their current state.
used sections: Manage Bookings, Manage Memberships, Membership Plans, and Manage Amenities, so you can navigate to any key area of your dashboard instantly without searching through menus.
Bookings, Paid Bookings, Draft Bookings, and Total Members, giving you a clear picture of how your space is being used at any point in time.
Success Rate, This Month’s bookings count, Today’s Bookings, and total Revenue earned, helping you measure and monitor your workspace’s overall performance and growth.
System setup
Brand Settings
- In the Brand Settings section, you will find fields for Logo, Favicon, Title Text, Footer
- Once saved, your Logo will appear in the top navigation bar across all pages of your website
Text, and Footer Description. Upload your logo and favicon images, enter your brand name and footer details, then click Save.
and footer, the Favicon will show as the small icon on the browser tab, and your Title Text, Footer Text, and Footer Description will automatically display in the footer area of your website, giving your visitors a professional and consistent brand experience.
Banner Section
- In the Banner Section, you will find fields for Heading, Title, Banner Image, and Description.
Enter your heading label, main title, a short description, and upload your banner image, then click Save.
- Once saved, the Heading will appear as a small label above the main title, the Title will
display as the bold hero heading, the Description will show as the supporting text below it, and the Banner Image will appear on the right side of your homepage hero section, creating a strong and welcoming first impression for your visitors.
Resources Section
- In the Resources Section, you will find fields for Title, Description, Image, and individual
Resource Items (each with an Icon, Title, and Description). Fill in the section title and description, upload the section image, and add as many resource items as you need using the “Add Resource” button, then click Save.
- Once saved, the Title and Description will appear as the heading of the Resources section on
your homepage, the image will display alongside it, and each resource item will be listed with its icon and details, showing visitors exactly what your workspace has to offer.
Testimonials
- In the Testimonials Section, you will find fields for Subtitle, Title, and individual
Testimonial Items (each with a Name, Image, Email, Star Rating, and Quote). Enter the section title and subtitle, then add your client reviews one by one using the ” Add Testimonial” button, then click Save.
- Once saved, the Title and Subtitle will appear as the heading of the reviews section on your
homepage, and each testimonial will display with the reviewer’s photo, name, star rating, and quote in a scrollable carousel, building trust and credibility with new visitors.
Service Section
- In the Service Section, you will find fields for Subtitle, Title, Image, and individual
Service Items (each with an Icon, Title, and Description). Enter your section subtitle and title, upload a section image, and add your service features one by one using the ” Add Service” button, then click Save.
- Once saved, the Subtitle and Title will appear as the heading of the “Why Choose Us” section
on your homepage, the image will display on the left side, and each service item will appear as a feature card with its icon and description, helping visitors understand the key benefits of your workspace.
About Section
- In the About Section, you will find fields for the Hero Title and Description, Our Story Title
and Description with an Image, Core Values items (each with Icon, Title, and Description), and Team Members (each with Photo, Name, Department, and Designation). Fill in all the details and add as many values and team members as needed using the ” Add” buttons, then click Save.
- Once saved, the Hero Title and Description will appear at the top of the About page, the Our
Story content and image will display in the story section, the Core Values will show as feature cards, and each team member will appear with their photo, name, role, and department badge in the Meet Our Team section, giving visitors a warm and personal introduction to your business.
FAQ Section
- In the FAQ Section, you will find fields for a Title, Description, and individual FAQ Items
(each with a Question and Answer). Enter the section title and description, then add your frequently asked questions one by one using the ” Add FAQ” button, then click Save.
- Once saved, the Title and Description will appear as the heading of the FAQ section on your
Purchase page, and each question will be displayed as a clickable accordion. Visitors can tap any question to expand and read the answer, making it easy for them to find information without contacting you directly.
Contact Section
- In the Contact Section, you will find fields for Heading Title, Sub Text, Location, Phone
Number, Email Address, and a Google Map Iframe. Fill in all your contact details and paste your Google Maps embed code into the iframe field, then click Save.
- Once saved, the Heading Title and Sub Text will appear at the top of the Contact page, your
Location, Phone Number, and Email will display with their respective icons in the footer and contact page, and the Google Map will be embedded on the page, showing your exact business location, making it easy for visitors to find and reach you.
Social Links
- In the Social Links section, you will find fields for adding your social media platforms. Each
item has a Social Icon and a Social Link. Select the platform icon and paste the full URL of your social media page, then add as many platforms as needed using the “Add Social Link” button and click Save.
- Once saved, all your social media icons will automatically appear in the footer of your
website, allowing visitors to click and visit your social profiles directly from any page.
Custom Pages
- In the Custom Pages section, you will see a list of your static pages, such as Privacy Policy
and Terms & Conditions, each with a Title, Slug, and an Edit option. You can add new pages using the “Create” button in the top right, or edit existing ones by clicking the edit icon.
- Once saved, each custom page becomes accessible via its unique URL slug, and the page links
automatically appear in the footer of your website under “Our Services,” keeping your site legally compliant and professional.
Newsletter Section
- In the Newsletter Section, you will find fields for Newsletter Title and Newsletter
Description. Enter a catchy title like “Stay Connected” and a short description encouraging visitors to subscribe, then click Save.
- Once saved, the Title and Description will appear in the “Stay Connected” block in the footer
of your website, displayed alongside an email input field and a Subscribe button, helping you grow your audience and keep members updated with your latest news and offers.
Plan Section
- In the Plan Section, you will find fields for the Plan Section Title and Description.
- Once saved, the Plan Section Title and Description will appear as the heading of the Purchase
page, making it easy for visitors to enhance their membership.
Booking Section
- In the Booking Section, you will find fields for the Page Title, Price Per Hour, and
Description. Enter the booking page title, set your hourly rate, and add a short description, then click Save.
- Once saved, the Title and Description will appear at the top of the Book Your Workspace page,
and the Price Per Hour will be used automatically in the Booking Summary to calculate the total cost whenever a visitor selects amenities and a time duration, ensuring accurate and transparent pricing throughout the entire booking process.
Manage Memberships
- To add a new membership, click the “Create” button and fill in the form. Enter the Member Name,
- Choose the Membership Plan from the available plans created under your system, enter the Price,
- The list page displays a table of columns, including the Membership ID, Member Name, Membership
- Click the Filter button to apply filtering data, including selecting the Duration (Weekly,
- In the Action column, for memberships with a Pending status, you can use Approve to activate the
- Once a membership is approved, the Plan Status updates to Active and the Payment Status changes
- Approved memberships are also counted in the Total Memberships card on the dashboard, giving you
Email, and Phone Number. Select the Duration from the dropdown (Weekly, Monthly, or Yearly).
and select the Bank Account to associate the payment with. Click “Create” to save the membership.
Plan, Duration, Price, Plan Expiry Date, Plan Status, Payment Status, and Payment Method. You can search for a specific membership using the search bar. The page also allows you to toggle between list view and grid view.
Monthly, or Yearly) and the Payment Status (Paid, Rejected, or Draft) from the dropdowns, then click the Apply button to filter the data or the Clear button to reset it.
membership, Reject to decline it, View to see the full membership details, Edit to update the membership information, or Delete to permanently remove it from the system. For memberships that are already paid, only the View action is available.
to Paid, confirming the member’s access to the workspace. The Plan Expiry Date is automatically calculated based on the selected Duration and reflects the date the member’s current plan will end, helping you track renewals easily.
complete visibility over all active and pending members in your coworking space.
- The website displays the Dedicated plan at Weekly/Monthly/Yearly with its included features. The
user clicks Subscribe Now to open the checkout form, where they enter their Full Name, Email Address, and Contact Number, then select a payment method like Stripe or PayPal etc, and click Subscribe Now to complete the purchase. Once submitted, the membership entry is automatically created and instantly visible on the backend side in the membership management table.
Manage Membership Plans
- To add a new membership plan, click the “Create” button and fill in the form. Enter the Plan
- The list page displays all membership plans in a grid card view. Each card shows the Plan Name,
- In each plan card, click the three-dot menu icon to access the available actions. You can use
Name, select the Duration from the dropdown (Weekly, Monthly, or Yearly), enter the Plan Price, select the Amenities to be included in the plan from the dropdown, choose the Plan Status (Active or Inactive), and enter a short Description of the plan. Click “Create” to save the membership plan.
Description, Price, Duration, Plan Status (Active or Inactive), and a list of Included Amenities with a note showing how many additional amenities are included if the list is longer.
Edit to update the plan’s information or Delete to permanently remove the plan from the system.
- Once a membership plan is created and set to Active, it will automatically appear in the
Membership Plan dropdown when creating a new membership, and it will also display on the Purchase page of your website as a subscription option for visitors to choose from. Setting a plan to Inactive will hide it from the frontend website while keeping it saved in your system.
Manage Bookings
- To add a new booking, click the “Create” button on the manage booking page. Enter the First
- The list page displays a table of columns, including the Booking Number, First Name, Last Name,
- Click the Filter button to apply filtering data, including selecting the Payment Status (Paid or
- In the Action column, for bookings with a Draft payment status, you can use View to see the full
- Once a booking is created and posted, the Payment Status updates to Paid, and the booking is
Name, Last Name, Email, and Phone Number. Select the Amenities from the dropdown, choose the Start Date & Time and End Date & Time using the date picker, select the Bank Account to associate the payment with, and optionally enter any Special Requests. Click “Create” to save the booking.
Email, Start Date Time, End Date Time, Amount, Payment Status, and Payment Method. You can search for a specific booking using the search bar. The page also allows you to toggle between list view and grid view.
Draft) from the dropdown, then click the Apply button to filter the data or the Clear button to reset it.
booking details, Post Booking to confirm and post the booking, Edit to update the booking information, or Delete to permanently remove it from the system. For bookings that are already marked as Paid, only the View action is available.
counted in the Total Bookings and Revenue figures on the dashboard, giving you complete visibility over all active and pending workspace bookings in your coworking space.
- The website displays a Book Your Workspace page where the user completes a 4-step booking
- The user clicks Continue to move to the second step, where they select the Start Date & Time and
- In the final step, the user reviews the complete Booking Summary and selects a payment method
process. In the first step, the user selects a workspace type and chooses from available amenities, such as High-Speed WiFi, Meeting Rooms, Premium Coffee Bar, Printing Services, Phone Booths, and Kitchen Facilities, each listed with individual pricing, while the Booking Summary updates in real time.
End Date & Time for their booking. In the third step, the user fills in their First Name, Last Name, Email, Phone Number, and any Special Requests, with the Booking Summary now showing the calculated Duration, Amenities Total, and Total Amount.
like Credit/Debit Card via Stripe or PayPal, then clicks Pay Now to confirm the booking.
Manage Amenities
- To add a new amenity, click the “Create” button on the manage amenities page. Enter the Name,
- The list page displays a table of columns, including the Amenity Icon, Name, Amenity Price,
- Click the Filter button to apply filtering data, including selecting the Availability Status
- In the Action column, you can use Edit to update the amenity’s information or Delete to
- Once an amenity is created and set to Available, it will automatically appear in the Amenities
select the Amenity Icon from the icon picker, enter the Amenity Price, choose the Availability Status (Available or Unavailable), and optionally enter a short Description of the amenity. Click “Create” to save the amenity.
Description, and Availability Status. You can search for a specific amenity using the search bar.
(Available or Unavailable) from the dropdown, then click the Apply button to filter the data or the Clear button to reset it.
permanently remove the amenity from the system.
dropdown when creating a new booking or membership plan, and it will also display as a selectable workspace option on the Book the Workspace page of your website. Setting an amenity to Unavailable will hide it from the booking flow while keeping it saved in your system for future use.
Manage Contacts
- The list page displays a table of columns, including the Name, Email, Subject, Date, and
- In the Action column, you can use View to read the full message submitted by the visitor or
Actions. You can search for a specific contact using the search bar.
Delete to permanently remove the contact entry from the system.
- All contact entries in this section are automatically created whenever a visitor submits the
“Send a Message” form on the Contact page of your website. Each entry captures the visitor’s Name, Email, Subject, and Message, along with the Date it was submitted, giving you a complete record of all incoming inquiries in one place.
Manage Newsletters
- The list page displays a table of columns, including the Email and Subscribed At date. You can
search for a specific subscriber using the search bar. In the Action column, you can use Delete to permanently remove a subscriber from the list.
- All newsletter entries in this section are automatically created whenever a visitor enters their
email and clicks the Subscribe button in the “Stay Connected” section of your website’s footer. Each entry records the subscriber’s Email address and the date they subscribed, giving you a growing list of interested visitors and members that you can use to share updates, news, and exclusive offers.