Multi-site member system
Every member, company and plan in one place, across every location, with site-level settings where you need them.
Coworking software: members, rooms, billing & access
Coworking operators: every location, one member system. Fill desks, not spreadsheets.
Each site runs a slightly different setup. Members get billed in three places. The boardroom gets double booked and an ex-member's fob still opens the front door. We build member, room, billing and access systems for coworking operators that work across every location, then we host them and look after them.
Looking for coworking software that works across every location?
A coworking space is a landlord, a hospitality venue, a meeting room hire business and a community all at once. It starts simple at one site. Then you open a second floor or a second suburb and suddenly members are on two systems, room credits don't carry over, the door fobs are managed in a different app and month end means exporting three spreadsheets and hoping they add up.
Wollopit builds custom coworking software around how your spaces actually run. One member record across every location. Plans that decide who can get in where and when. Rooms that can be booked at any site without clashes. Invoices that include desks, credits, overages and mail handling on one bill. Front desk teams see the same thing as head office. We connect the tools you already rely on, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from coworking operators
Does your coworking operator have these problems? Here's how we'd fix them.
Most operators we talk to are great at building community and run the back of house on a mix of platforms, group chats and month-end heroics. It holds up fine until the next site opens.
- The problemEvery site runs its own systemSite one is on one platform, site two was set up differently and the newest one is mostly a spreadsheet.How we fix itOne system for every location with shared members, plans and pricing, plus local settings where a site needs them.
- The problemNobody's sure who can go whereA member asks if their plan covers the CBD site and the front desk has to message head office to find out.How we fix itNetwork memberships with clear access rules by site, day and time, shown on the member's profile and enforced at the door.
- The problemThe boardroom is double booked againTwo teams turn up for the same room, one booked online and one booked with the community manager in person.How we fix itLive room bookings across every site, from the member app, the front desk or a room screen. Clashes just can't happen.
- The problemRoom credits are a mysteryMembers don't know how many hours they have left and overages get forgotten or argued about at month end.How we fix itCredits tracked per plan and per company, visible to members as they book, with overages added to the next invoice on their own.
- The problemBilling takes a whole weekDesk fees, extra rooms, printing, mail and day passes pulled from different places and stitched into invoices by hand.How we fix itCentral billing that builds every invoice from desks, credits, overages and extras, then syncs to Xero with payments via Stripe or direct debit.
- The problemChasing failed paymentsCards decline, nobody notices for three weeks and then it's an awkward chat at the coffee machine.How we fix itAutomatic retries, polite reminder emails and SMS, then access paused if a balance stays overdue. Your call on the rules.
- The problemEx-members still get inSomeone leaves at the end of the month and their fob keeps working until somebody remembers to cancel it.How we fix itDoor access tied to membership status. Cancel or pause a plan and their access changes at every site at the same time.
- The problemCompany accounts are a headacheA business with twelve seats across two sites wants one invoice, a manager login and to add a new hire by Monday.How we fix itCompany accounts with seats, shared credits, team admins who add and remove people themselves and one consolidated invoice.
- The problemDay passes and casuals at the counterWalk-ins pay on a card reader, nobody captures their details and they never hear from you again.How we fix itDay passes and casual bookings bought online or at a kiosk, with access sent to their phone and a follow-up offer afterwards.
- The problemTours and enquiries go coldEnquiries land in a shared inbox, tours get booked in someone's calendar and half of them never get a follow-up.How we fix itA sales pipeline from enquiry to tour to signed member, with tour booking by site, reminders and follow-ups that send themselves.
- The problemMail and visitors handled on paperParcels pile up behind reception, virtual office clients never know their mail arrived and guests sign a paper book.How we fix itMail logging with instant notifications, mail handling fees billed automatically and digital visitor sign-in that pings the host.
- The problemOccupancy lives in a spreadsheetThe board wants occupancy, churn and revenue per site and somebody spends two days building it every quarter.How we fix itLive reporting by site: desk and office occupancy, room utilisation, revenue, churn and pipeline, ready whenever you need it.
02What we build
Solutions
What we build for coworking operators. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Network memberships
Plans with access rules by site, day and time. Home site, all-access, part-time and off-peak options.
Room & desk bookings
Meeting rooms, phone booths, hot desks and event spaces bookable at any site, with no clashes.
Room booking screens
Tablets outside each room showing what's on now and what's next, with tap-to-book and check-in.
Central billing
Desks, credits, overages, mail and extras on one invoice, synced to Xero with Stripe or direct debit payments.
Company accounts
Seats across sites, shared credits, team admin logins and one consolidated invoice for the business.
Door access integration
Fobs, cards and phone keys tied to membership status, so access changes the moment a plan does.
Member app & portal
Book rooms, check credits, pay invoices, invite guests and see what's on at every site from their phone.
Day passes & casual bookings
Buy online or at a kiosk, get access on their phone and land in your follow-up list automatically.
Visitor sign-in
Digital guest sign-in at reception that notifies the host by SMS or Slack, with a log for every site.
Mail & virtual office
Log parcels and letters, notify recipients instantly and bill mail handling and forwarding on the invoice.
Leads, tours & pipeline
Enquiries from your website, tours booked by site, reminders and follow-ups through to a signed agreement.
Agreements & onboarding
Membership agreements signed online, bonds taken, access issued and a welcome email sent without anyone touching it.
Occupancy & revenue reports
Occupancy, room utilisation, churn, revenue and pipeline by site, all live and exportable for the board.
A website that fills desks
Hand-built, quick on mobile, with locations, live availability and tour booking, built to rank for 'coworking near me'.
03The systems
The big ones
Every location, one member system.
These are the systems coworking operators ask us about most. Each one works on its own and they get properly clever when they're joined up.
Members & plans
One member, one record, every site.
Every member and company lives in one place no matter which location they signed up at. Plans decide where they can go and when. The front desk at any site sees exactly the same thing head office does.
- One member record across all sites
- Home site and all-access plans
- Access rules by site, day and time
- Part-time and off-peak plans
- Company accounts with seats
- Team admins add and remove people
- Online agreements and bonds
- Pause, upgrade and move sites
- Member notes and history
- Front desk view per location
Rooms & desks
Book any room, at any site, without the clash.
Meeting rooms, phone booths, hot desks and event spaces across every location on one live calendar. Members book from their phone, visitors book online and room screens show what's on before anyone knocks.
- Live availability across every site
- Book from app, web or front desk
- Room screens with tap-to-book
- Check-in or the room is released
- Credits shown as they book
- External hire with online payment
- Catering and AV add-ons
- Recurring bookings for regular teams
- Google and Outlook calendar sync
- Utilisation by room and site
Billing & credits
Invoices that build themselves.
Desks, offices, room credits, overages, printing, mail handling and day passes all roll into one invoice per member or company. It syncs to Xero, collects through Stripe or direct debit and chases what doesn't come in.
- Recurring billing for every plan
- Room credits by plan or company
- Overages added automatically
- Mail, printing and extras on the bill
- One invoice for multi-site companies
- Xero sync with site tracking
- Stripe cards and direct debit
- Automatic retries and reminders
- Access paused on overdue balances
- Bonds, credits and prorating handled
Access & front desk
The right people through the right doors.
Door access follows membership status, so a new member gets in on day one and an ex-member doesn't on day thirty-one. Visitors sign in digitally, hosts get a ping and every parcel is logged with the recipient told straight away.
- Access tied to plan status
- Changes apply at every site at once
- Phone keys, fobs and cards
- Day pass access sent by SMS
- Guest invites from the member app
- Digital visitor sign-in
- Host alerts by SMS or Slack
- Mail and parcel logging
- Virtual office mail notifications
- Access logs per door and site
Sales & reporting
From enquiry to signed member. Then the numbers.
Every enquiry lands in one pipeline with tours booked at the right site and follow-ups that send themselves. Occupancy, utilisation, churn and revenue by location are live, so you know where the empty desks are before the board asks.
- Website enquiries straight to pipeline
- Tour booking by site and host
- Tour reminders and follow-ups
- Proposals and online agreements
- Day pass to member conversion
- Occupancy by desk and office
- Room utilisation by site
- Revenue and churn by location
- Waitlists for private offices
- Board-ready exports
04How it changes
Before and after
A new location launch, wolloped.
Here's how opening your next site could change. Every operator is different, so we map yours first.
Before
- New site gets its own system because it was quicker
- Existing members don't know if they can use it
- Rooms booked in a separate calendar
- Door fobs set up in yet another app
- Billing for the new site done separately
- Month-end reports stitched together by hand
After
- Add the site, its rooms and desks in an afternoon
- All-access members see it in their app straight away
- Rooms bookable alongside every other location
- Access rules extend to the new doors automatically
- Billing stays central with the site tracked in Xero
- Occupancy for the new site shows up in live reports
05Services
Everything under one roof
Software, websites and systems for coworking operators.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for coworking operators
Built around how your coworking operator actually runs: multi-site member system, network memberships and the admin in between, in one system you own.
Websites for coworking operators
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Coworking operator system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for coworking operators
Room & desk bookings and room booking screens: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Nexudus, OfficeRnD and Cobot so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your coworking operator, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside coworking platforms you're happy with or replace the ones holding you back.
- Nexudus
- OfficeRnD
- Cobot
- Optix
- Xero
- MYOB
- Stripe
- GoCardless
- HubSpot
- Mailchimp
- Microsoft 365
- Google Workspace
- Slack
- Kisi
- Salto KS
- Envoy
- Calendly
- Twilio SMS
- Zapier
- UniFi
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your coworking operator: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at your front desks, walk the floors with your community managers and sit with whoever does month-end billing to see what's really slowing you down.
- 02
Archi-tech
We plan it before writing code: your sites, plans, access rules, rooms, billing, door hardware, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next site opens.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things coworking operators ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can members book rooms at any location?
Yes, depending on their plan's access rules. An all-access member can book anywhere. A home-site member might only book their own location or pay a casual rate elsewhere. You set the rules.
Can it work with our door access system?
Usually yes. We connect to common access platforms like Kisi and Salto so access follows membership status. If your hardware has an API we can work with it. If it doesn't, we'll tell you what your options are.
Can a company with seats at two sites get one invoice?
Yes. Company accounts can hold seats across any number of locations with shared room credits, a team admin login and one consolidated invoice that still tracks revenue by site in Xero.
We already use Nexudus or OfficeRnD. Do we have to switch?
No. If your platform is doing its job we build around it: the reporting, integrations, custom billing rules, member app features or website it can't do. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can it handle virtual office clients and mail?
Yes. Mail and parcels get logged at the front desk, clients get notified straight away and mail handling or forwarding fees go on their invoice automatically.
How much does a coworking system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like room booking screens or a reporting dashboard can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Can you move our members across from our current setup?
Yes. We map your members, companies, plans and balances from your existing systems and spreadsheets, then run them side by side until you're confident before switching over.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most coworking operators we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a coworking operator problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.