A blueprint scenario — the shape of a typical build, with the modules, timeline and pricing we’d actually quote.

The business

A co-working operator with two locations and ~400 seats: hot desks, dedicated desks and private cabins; meeting rooms billed by the hour; member companies from two-person startups to a 40-seat enterprise team. The operations team juggles member onboarding, guest flow, room bookings, snack-bar stock and a constant stream of “the Wi-Fi/AC/printer” requests.

The problem

Room usage is tracked in a shared calendar that doesn’t know about billing credits. Guests of members sign the same notebook as courier boys. Complaints go to whichever community manager is nearest and vanish with them. Occupancy — the single number the business runs on — is computed monthly, by hand, in Excel.

The suite

• Workplace Management — the seat map as the source of truth: desks, cabins and rooms; member allocations; room bookings with credit tracking and no-show release.
• Visitor Management — member-sponsored guest passes, QR check-in, day-pass visitors tracked separately for billing, live occupant list per location.
• Helpdesk — member requests from a simple app: category, photo, status; routed to community team or building vendor; response-time visibility per location.
• Inventory — pantry and consumables stock across both locations with reorder alerts.
• Reports & Analytics — daily occupancy, room utilisation, request-resolution times, per-location comparison — the operator’s morning dashboard.

Integrations

Wi-Fi access provisioning and door access for members (documented systems — free). Payment gateway for day passes and room credits (free). Billing/invoicing sync to the operator’s accounting system (Tally — free).

Timeline and cost

Built in 7 days, live in ~4 weeks, one location first and the second a week later (same configuration, cloned). ≈ ₹70,000–90,000 one-time depending on the billing-credit rules, then per-active-user licensing for staff and member-admins; individual members interact through the member app tier.

What changes

Occupancy becomes a live number instead of a monthly archaeology project. Rooms stop being double-booked and start being billed correctly. Guests move through the front desk in seconds. And when the operator opens location three, the software clones in a day — the operations playbook is now in the system, not in the founding team’s heads.