Walk-in, website, Google Ads, Justdial and WhatsApp enquiries land in different places
THE COWORKING OPERATOR PROBLEM
Why coworking enquiries slip between tours and agreements
A coworking space sells the same few cabins, seats and rooms again and again, and every enquiry needs a quick answer on price and availability. Without a coworking space CRM, enquiries from forms, ads, Justdial and WhatsApp sit in different places, the availability sheet is out of date by lunchtime, and quotations and agreements are typed from scratch. The prospect who asked for a cabin on Monday signs with the space that replied first.
Nobody knows in real time which cabin, seat or meeting room is free
Quotations, proformas and agreements are made by hand in Word and Excel
Monthly member invoices miss extras such as printouts, add-ons and meeting room hours
FEATURES
Coworking CRM features for space operators
From the first enquiry to the monthly invoice, TracktCRM covers the steps a coworking space runs every day: leads, availability, quotations, agreements and billing.
Capture Every Space Enquiry
Website forms, Google Ads lead forms, Justdial and WhatsApp send prospects into one coworking CRM inbox, each tagged with its source, so you know which channel fills your desks.
WhatsApp for Tours and Pricing
Reply to "what is the price of a cabin?" from a shared inbox, so tour requests and quotes are never stuck on one manager's phone. See the WhatsApp CRM for how shared threads work. WhatsApp CRM.
Space Availability and Booking
Track cabins, seats, meeting rooms and studios across floors and locations. Once a space is booked it cannot be booked again, so two members never get the same cabin.
Quotation and Proforma
Build a quotation or proforma invoice from the lead record with the space, price and terms, and send it while the prospect is still comparing coworking options.
Lead to Agreement
When a lead converts, the client's details fill in automatically, with optional company, GST and PAN. Add pricing, confirm the quotation and get the agreement ready to send by email or download.
Member Billing and Invoices
Link each member to their space and generate monthly invoices automatically, including purchases such as extra hours or add-ons, so billing stops depending on a month-end spreadsheet.
SET UP YOUR SPACE
Set up locations, floors and spaces once
Add each location with its city and timezone, then its floors, then every space on them. Each space keeps its type, floor, capacity and monthly price, so the whole team quotes from the same list.
- Locations with city and timezone
- Floors with level and display order
- Private offices, dedicated desks, hot desks and meeting rooms with capacity and price
- Set a space to maintenance or deactivate it without deleting it
BOOK FROM THE LEAD
Book a space without leaving the lead
Open the Spaces tab on a lead, click Book a space and choose from the cabins, desks and rooms on screen. Filter by location, floor and type, so a prospect asking for a four-seat cabin gets an answer while they are still on the call.
- Every booking stays on the lead record
- Filter by location, floor and space type
- Each card shows the type, capacity, monthly price and availability
PRICE AND CONFIRM
See exactly what the client pays before you confirm
Add the guest or company name and a start date, then choose no end date for a rolling booking or set a fixed end date. Pick a discount if you offer one, and TracktCRM shows the list price, the tax and the monthly amount the client pays.
- Rolling or fixed-term bookings
- Notes for anything agreed on the tour
- List price, discount, tax and final monthly price in one view
LIVE FLOOR VIEW
Know the status of every space at a glance
The floor view groups spaces by floor and counts how many are available, booked, on hold or under maintenance for any time window, from the next hour to the next 30 days.
Available
Free for the time window you picked, so you can offer it straight away.
Booked
Taken for those dates, so nobody on the team can promise it twice.
On hold
Marked on hold, so the team knows not to offer it yet.
Maintenance
Out of use until you set it back, without losing its details.
HOW IT WORKS
How an enquiry becomes a member in TracktCRM
The same flow works for a single seat, a private cabin or a company taking several. The lead keeps the conversation, the tour notes, the quotation and the agreement together, so a handover never starts from a blank chat.
Enquiry arrives
A form, ad, Justdial listing or WhatsApp message creates a lead with the source and the space they want.
Tour and quote
Schedule the tour, then send a quotation or proforma for the cabin, seat or meeting room.
Agreement and booking
Convert the lead, generate the agreement from the lead details and book the space so it is blocked for everyone else.
Bill and renew
Monthly invoices go out automatically, and reminders help you speak to members before their term ends.
WHO IT'S FOR
Who this coworking CRM is for
Use TracktCRM as your coworking space CRM when you rent seats, cabins and meeting rooms, and as a business centre CRM when you manage offices across floors. Every enquiry keeps an owner, a stage and a next follow-up, even in a busy month.
Coworking spaces
Operators who rent seats, cabins and meeting rooms to freelancers and teams.
Business centres
Centres that manage offices, cabins and shared inventory across floors.
Serviced offices
Teams that move companies from enquiry to signed agreement.
Studios and event spaces
Spaces such as podcast studios that need clear bookings and quick replies.
Browse more industries on the CRM for every industry hub, or see lead management software.
AVAILABILITY AND BILLING
One system for spaces, agreements and invoices
A coworking CRM should know what is free before it promises it. TracktCRM tracks cabins, seats, meeting rooms and studios across floors and locations, blocks a space once it is booked and carries the client's details from lead to agreement. Members are then billed every month from the same record, including extras they bought, so your team spends the last day of the month on members, not on spreadsheets.
WHY TRACKTCRM
Why coworking operators choose this coworking CRM
Coworking software often splits sales from operations, so leads live in one tool and bookings and billing in another. TracktCRM keeps enquiries, tours, quotations, agreements, space bookings and invoices on one record. Start free, connect the channels you already use and invite your team as the space grows.
FAQ
Coworking CRM FAQs
What is a coworking space CRM?
A coworking space CRM is software that captures enquiries for seats, cabins and meeting rooms, tracks tours and quotations, and manages the move from lead to signed agreement and monthly billing. TracktCRM puts these steps in one place instead of spreading them across sheets and chats.
Can TracktCRM stop two members booking the same cabin?
Yes. When a cabin, seat or room is booked it is no longer available to book again, so your team always sees real-time availability across floors and locations.
Can I create quotations and proforma invoices?
Yes. You can create a quotation or proforma from the lead, confirm the pricing and send it to the prospect, then carry the same details into the agreement.
How does the lead to agreement flow work?
When a lead converts, the client's details are filled in automatically from the lead record, with company, GST and PAN as optional fields. You then add pricing, finalise the quotation and get the agreement ready to send by email or download.
Does TracktCRM create monthly invoices for members?
Yes. Members are linked to their space and monthly invoices are generated automatically, including inventory items a member has bought.
Can I try a coworking CRM before buying?
Yes. Start free with 1 user and no credit card, run real enquiries, then upgrade when your team needs more users or features. See pricing for what each plan includes.
Run your coworking space on one CRM
Start free – no credit card needed. Or book a demo and we will set up your cabins, seats and pipeline inside TracktCRM.