Meeting room booking
A live calendar for every room and phone booth with hourly pricing, buffers between bookings and a screen outside the door.
Coworking software: desk booking, rooms & member billing
Coworking spaces: desks, rooms and members sorted. More community, less admin.
Meeting rooms get double booked, day passes are sold at the front desk by hand and member billing lives in a spreadsheet that only one person understands. We build desk, room, membership and access systems for coworking spaces that all talk to each other. Then we host them and look after them.
Looking for coworking software that handles bookings, billing and the front door?
A coworking space is a landlord, a hotel, a meeting venue and a community club all under one roof. Most spaces run that on a booking app, a separate billing tool, a door access portal nobody likes logging in to and a spreadsheet tracking who's used how many room hours. When a member upgrades from a flexi desk to a dedicated desk, somebody has to update four systems and remember to change the fob.
Wollopit builds custom coworking software around how your space actually runs. Members book desks and rooms from their phone, room credits come off their plan on their own and invoices land in Xero without anyone retyping them. Walk-ins buy a day pass online and their door code turns up by SMS. When someone cancels, their access stops the same day. We connect the tools you already like, replace the ones holding you back and host the lot on our own servers.
01The problems
What we hear from coworking spaces
Does your coworking space have these problems? Here's how we'd fix them.
Most coworking operators we talk to built a great space and a great crowd. The back office is usually a patchwork of apps held together by the community manager's memory.
- The problemMeeting rooms double bookedTwo teams turn up at 10am for the boardroom because one booked in the app and the other booked by asking at the front desk.How we fix itOne live room calendar for members, walk-ins and staff. Every booking lands in the same place so clashes can't happen.
- The problemDay passes sold by handWalk-ins wait at reception, pay by tap on the Square reader and get a Wi-Fi password written on a sticky note.How we fix itDay passes bought online or by QR at the door, with the Wi-Fi details and door code sent straight to their phone.
- The problemMember billing in a spreadsheetEvery month someone works out who's on what plan, who upgraded mid-month and who owes for extra room hours, then types it into Xero.How we fix itRecurring billing per plan with pro-rata changes, room overage added automatically and invoices pushed into Xero.
- The problemRoom credits tracked looselyPlans include five hours of meeting room time but nobody really knows who's used theirs. Some members get it free forever.How we fix itCredits allocated per plan each month, used up as members book and shown to them in the app before they go over.
- The problemEx-members' fobs still workSomeone left in March and their fob still opens the front door. The access portal is a separate login nobody remembers.How we fix itDoor access tied to membership. Join and you're in, cancel and access stops on your last day with no one lifting a finger.
- The problemHot desks are a free-for-allFlexi members arrive to find every good desk taken and nobody knows how busy Thursday will be.How we fix itDesk booking with a floor plan, so members pick a spot ahead and you can see occupancy for the week.
- The problemFailed payments chased by handCards expire, direct debits bounce and the community manager ends up sending awkward emails to people they share a kitchen with.How we fix itAutomatic card retries, polite reminders and an account hold that pauses access if a balance stays unpaid.
- The problemTours and enquiries go coldEnquiries come in through the website, Instagram and the phone, then sit in an inbox until someone follows up a week later.How we fix itOne enquiry pipeline with bookable tours, follow-up reminders and a trial day pass that converts into a membership.
- The problemCommunity events promoted poorlyThe Friday drinks and the lunch-and-learn get one Slack message and a poster in the kitchen. Half the members never hear about it.How we fix itAn events calendar in the member app with RSVPs, reminders and a feed on your website for the outside crowd.
- The problemMail and visitors at receptionParcels pile up behind the desk and guests stand around while someone hunts for the member they're meeting.How we fix itVisitor sign-in on a tablet that pings the host. Parcels logged with a photo and the member notified on arrival.
- The problemNo idea which plans make moneyYou know the space feels busy but not which plans, rooms or days actually pay the rent.How we fix itLive reports on occupancy, room usage, revenue per plan and churn, so pricing decisions aren't a guess.
02What we build
Solutions
What we build for coworking spaces. 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.
Desk booking & floor plans
Flexi and hot desk bookings on a clickable floor plan, with daily occupancy for the week ahead.
Day passes & casual bookings
Day passes, 10-pass packs and casual room hire sold online with card payment and instant confirmation.
Memberships & recurring billing
Flexi, dedicated desk and private office plans with pro-rata upgrades, pauses and invoices into Xero.
Room credits
Hours or credits included per plan, topped up monthly, used as members book and overage billed automatically.
Door access integration
Access groups linked to plans and opening hours, with codes or mobile keys issued and removed on their own.
Member app
A simple web app for booking rooms, checking credits, paying invoices, RSVPing to events and updating details.
Private office & licence agreements
Office allocations, licence agreements signed online, bond tracking and renewal reminders.
Tours, enquiries & trials
Website enquiries into one pipeline with bookable tour slots, trial passes and automatic follow-ups.
Community events
Events, workshops and member drinks with RSVPs, capacity limits and reminders in the member app.
Visitor sign-in & mail
Guest sign-in on a reception tablet, host notifications and parcel logging with photos.
Reports & occupancy
Occupancy by day, room utilisation, revenue per plan and churn on one dashboard.
A website that fills desks
Fast on mobile with live room availability, pricing, tour bookings and built to rank for 'coworking near me'.
03The systems
The big ones
Your whole space, on one system.
These are the systems coworking operators ask us about most. Each works on its own. They get properly clever when they're joined up.
Room & desk booking
One calendar. No more 10am standoffs.
Every meeting room, phone booth and desk on one live calendar that members, walk-ins and staff all book into. Room screens show what's on and credits come off the member's plan the moment they book.
- Live calendar for every room
- Desk booking on a floor plan
- Book from phone or laptop
- Room credits used as they book
- Hourly and half-day pricing
- Buffers for cleaning and set-up
- Room screens outside each door
- Catering and AV add-ons
- Recurring bookings for regulars
- Google and Outlook calendar sync
Memberships & billing
Billing that runs itself on the first of the month.
Every plan bills on its own, with upgrades and downgrades worked out pro rata. Room overage and extras get added automatically and the invoices flow straight into Xero so nobody retypes a thing.
- Flexi, dedicated and office plans
- Pro-rata upgrades and downgrades
- Card and direct debit payments
- Room overage added to invoices
- Invoices synced to Xero
- Automatic failed payment retries
- Account holds for overdue balances
- Membership pauses and notice periods
- Team accounts with one bill
- GST-ready invoices
Access control
The door knows who's a member.
Door access follows the membership instead of a separate portal. New members get their code or mobile key the day they start. Cancel, lapse or go overdue and access changes on its own.
- Access tied to plan and hours
- Codes or mobile keys issued on sign-up
- Access removed on the last day
- Day pass codes that expire at close
- After-hours access for some plans
- Overdue accounts paused automatically
- Door activity log
- Works with your existing hardware
- Meeting room access for bookings only
Passes & enquiries
Walk-ins and tours that turn into members.
Day passes and casual room hire sold online or by QR at the door, with everything they need sent to their phone. Tour bookings and trial days sit in one pipeline so nobody goes cold.
- Day passes and multi-pass packs
- QR purchase at the front door
- Wi-Fi and door code by SMS
- Casual room hire for non-members
- Bookable tour slots
- Enquiry pipeline from every channel
- Trial day passes
- Follow-up reminders for staff
- Pass holders offered a membership
Community & reports
A busier community. Numbers you can trust.
Events, announcements and visitor sign-in live in the member app so the space feels connected. Behind it, reports show occupancy, room use and which plans actually pay the rent.
- Events with RSVPs and reminders
- Announcements in the member app
- Member directory if they opt in
- Visitor sign-in with host alerts
- Parcel logging with photos
- Occupancy by day and hour
- Room utilisation reports
- Revenue per plan and churn
- Mailchimp sync for newsletters
04How it changes
Before and after
A busy Tuesday, wolloped.
Here's how a normal Tuesday could change. Every space runs differently, so we map yours first.
Before
- Two teams turn up for the same boardroom
- A walk-in pays cash for a day pass at reception
- Wi-Fi password written on a sticky note
- Billing spreadsheet updated for an upgrade
- Room hours tallied by hand at month end
- An ex-member's fob still opens the front door
After
- The boardroom was booked once, by one team
- The walk-in bought a pass on their phone at the door
- Wi-Fi and door code arrived by SMS
- The upgrade billed pro rata on its own
- Room credits came off as members booked
- Access ended on their last day automatically
05Services
Everything under one roof
Software, websites and systems for coworking spaces.
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 spaces
Built around how your coworking space actually runs: meeting room booking, desk booking & floor plans and the admin in between, in one system you own.
Websites for coworking spaces
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Coworking space 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 spaces
Day passes & casual bookings and memberships & recurring billing: 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 space, 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
- Square
- GoCardless
- DocuSign
- Salto KS
- Kisi
- Brivo
- UniFi Access
- Google Workspace
- Microsoft 365
- Slack
- Mailchimp
- HubSpot
- Google Maps
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 space: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend a day at your front desk and in your back office, then work out what's actually slowing you and your members down.
- 02
Archi-tech
We plan it before writing code: your rooms, desks, plans, credits, doors, billing, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the room calendar or billing first, so you get a win before the next month's invoices.
- 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 spaces ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can members book rooms from their phone?
Yes. Members book rooms and desks, see their remaining credits and pay invoices in a simple web app that works on any phone.
Can room credits come off each member's plan automatically?
Yes. Each plan gets its hours or credits every month. They come off as members book and anything over is added to their next invoice.
Will it work with our door access system?
Usually. We connect to popular systems like Salto KS, Kisi, Brivo and UniFi Access so access follows membership. If your hardware is older, we'll check what's possible before quoting.
We already use Nexudus or OfficeRnD. Do we have to switch?
No. If your platform is doing its job, we build around it and fill the gaps, whether that's access, reporting or a better member app. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can non-members buy day passes and book rooms?
Yes. Walk-ins and casual hirers can buy online or by QR at the door. They get their confirmation, Wi-Fi details and door code straight to their phone.
Does billing go into Xero?
Yes. Invoices, payments and overage sync to Xero or MYOB so your bookkeeper isn't retyping anything.
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 a room calendar or day pass checkout can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
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 spaces 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 space 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.