Overview
Welcome to Easy Space! We're excited to help you create an amazing coworking experience for your members. This guide will walk you through the essential steps to get your space fully operational.
Follow these steps in order to ensure a smooth setup process. Each step builds on the previous one, so completing them sequentially will give you the best results.
Step 1: Configure Your Desk Space
Start by setting up your primary workspace - your desks. This is the foundation of most coworking spaces.
What Are Desks?
Desks represent your main work area where members can sit and work. Think of them as your "hot desks" or "open workspace" seats. You define how many total desk spots you have, and members can book them.
Setting Up Your Desks
Go to Space Settings → Desks in your dashboard
Set your Total Quantity (e.g., if you have 24 desks, enter 24)
Configure your Operating Hours (when members can use the desks)
Choose your booking style:
Day entries: Members book a full day of access
Time slots: Members book specific hours
Best Practices
Count all usable workspace seats, including ones at shared tables
Set realistic operating hours that match when you're available to support members
Consider leaving a few spots unbookable for walk-ins or unexpected needs
Step 2: Set Up Your Meeting Rooms
Add private spaces where members can have meetings, make calls, or work quietly.
What Are Rooms?
Rooms are enclosed spaces that members book by the hour. These could be meeting rooms, phone booths, interview rooms, or any private area in your space.
Setting Up Rooms
Go to Space Settings → Rooms in your dashboard
Click Add Room for each private space you have
For each room, configure:
Name: Clear, simple names ("Phone Booth 1", "Conference Room A")
Operating Hours: When the room is available
Minimum Booking Duration: Shortest time someone can book (usually 30 minutes)
Price: Cost per hour (can be free)
Add photos and descriptions to help members choose the right room
Room Ideas
Phone Booths: Small spaces for private calls
Meeting Rooms: Larger spaces with tables and chairs for team meetings
Event Spaces: Bigger areas for workshops or presentations
Focus Rooms: Quiet spaces for individual deep work
Step 3: Add Products and Services
Create additional revenue streams with products and services your members can purchase.
What Are Products?
Products are items or services members can buy, like coffee, printing credits, parking spots, or event tickets. Unlike rooms and desks, these are one-time purchases.
Setting Up Products
Go to Space Settings → Products in your dashboard
Click Add Product for each item or service you offer
Configure each product:
Name: What you're selling ("Premium Coffee Package")
Price: How much it costs
Quantity Tracking: Whether you want to track how many they've used
Product Ideas
Coffee Packages: "10 Premium Coffee Vouchers"
Printing Credits: "100 Black & White Prints"
Parking: "Daily Parking Pass"
Event Tickets: "Networking Event Ticket"
Lockers: "Monthly Locker Rental"
Step 4: Connect Your Payment System
Set up how you'll get paid for memberships, bookings, and products.
Payment Configuration
Go to Space Settings → Payments in your dashboard
Connect your preferred payment method:
PayPal: Quick setup, widely accepted globally
Stripe: Professional payment processing (if available in your region)
Configure payment options for your members:
Card Payments: Credit and debit cards
PayPal: PayPal account payments
Internal Payments: Cash or bank transfer (you handle manually)
Payment Best Practices
Enable multiple payment options to accommodate different member preferences
Test your payment flow with a small purchase before launching
Keep your payment provider account information up to date
Step 5: Design Your Membership Plans
Create membership packages that define what members get access to and how much they pay.
Types of Memberships
Entry-Based Plans: Members get a certain number of days they can use (e.g., "10 days per month")
Time-Based Plans: Members get access for a specific duration (e.g., "Unlimited for 30 days")
Creating Membership Plans
Go to Space Settings → Membership Plans in your dashboard
Click Add Membership Plan
Configure your plan:
Name: Clear, attractive name ("Flexible Worker", "Full-Time Member")
Price: What members pay
Duration/Entries: How long the plan lasts or how many days they get
Benefits: What's included (desk access, room credits, products)
Common Membership Examples
"Casual User": 5 days/month, 2 hours of meeting room time
"Regular Member": 15 days/month, 5 hours of meeting room time, 10 coffee vouchers
"Full-Time": Unlimited access, 10 hours of meeting room time, all products included
Step 6: Brand Your Member Portal
Make your space's online presence reflect your brand and provide essential information to members.
Portal Customization
Go to Members Portal → Homepage in your dashboard
Upload your logo to build brand recognition
Write a compelling welcome message:
Hero Title: Your main headline ("Welcome to [Your Space Name]")
Hero Subtitle: Supporting message about your space
Add your contact information and social media links
Create helpful FAQs to answer common questions
Essential Portal Content
Clear explanation of what your space offers
Your operating hours and location
How to contact you for questions or support
Any special rules or guidelines for your space
Step 7: Start Building Your Community
With everything set up, it's time to welcome your first members and foster a thriving community.
Getting Your First Members
Share your Member Portal URL (found in Members Portal → Homepage)
Promote your space through:
Social media posts
Local business networks
Community events
Word of mouth referrals
Consider offering launch promotions to attract early members
Building Community
Set up Group Chats (Members Portal → Group Chats):
General chat for announcements and casual conversation
Professional networking channels
Interest-based groups (tech, design, entrepreneurs)
Configure Member Fields (Members Portal → Member Fields) to collect information that helps you:
Understand your member demographics
Connect members with similar interests
Customize your offerings
What's Next?
Congratulations! You've completed the essential setup for your coworking space. Here's what to focus on as you grow:
Ongoing Management
Monitor Usage: Use the Reports section to track desk and room utilization
Gather Feedback: Regularly ask members what they need and how you can improve
Adjust Pricing: Optimize your membership plans based on demand and member behavior
Add Features: As you grow, consider adding more rooms, products, or membership tiers
Need Help?
Our support team is here to help you succeed:
Browse our help center for detailed guides on each feature
Email us at [email protected] with specific questions
Join our community forum to connect with other space operators
We're excited to see your coworking space thrive! 🚀