Overview
As a coworking operator using Néxudus, you work with various types of data every day - from customer profiles to bookings to invoices. This guide explains how all the information in your Néxudus platform is organized and connected, helping you better understand how to manage and optimize your coworking space operations.Your Core Business Data
1. Locations
Your physical coworking spaces and how they’re configured in Néxudus:- Each location you operate (whether one space or multiple buildings)
- Essential details: address, contact information, operating hours
- Your branding: logos, colors, website information
- Location-specific settings: pricing, policies, features
- Payment processing and billing configurations
- Access control and security settings
- Locations can be nested to create networks, enabling better organization and management of interconnected spaces.
Why this matters: This is the foundation of your Néxudus setup. Each location can have different pricing, policies,
and features.
2. Staff Users
Your team members who help run the coworking space:- Platform administrators: Full access to manage all locations and settings
- Location managers: Day-to-day operations for specific spaces
- Front desk staff: Customer service and basic operations
- Support team: Help with customer issues and platform questions
Why this matters: Different staff roles have different permissions, ensuring the right people can access the tools
they need while maintaining security.
3. Customers
The heart of your business - the people who use your coworking space:- Member profiles: Contact details, emergency contacts, company information
- Professional profiles: Job title, company, social media, networking preferences
- Customers can be registered with multiple locations if they use more than one, avoiding duplication and ensuring seamless management.
4. Plans and Products
- Plans and products can be configured to be available across multiple locations, reducing duplication and ensuring consistency.
- Alternatively, they can be set per site to accommodate different pricing or currency requirements.
Your Physical Space and Assets
5. Resources
Everything customers can book or use in your space:- Meeting rooms: Conference rooms, phone booths, private offices for meetings
- Workspaces: Hot desks, dedicated desks, private offices
- Equipment: Printers, projectors, lockers, parking spaces
- Event spaces: Areas for workshops, networking events, presentations
- Booking rules: How far in advance, minimum/maximum booking times
- Pricing: Hourly rates, member vs non-member pricing
- Features: What’s included (projector, whiteboard, catering setup)
- Capacity: Maximum occupancy and layout details
- Availability: Operating hours and blackout periods
Why this matters: Properly configured resources maximize your revenue and ensure customers can easily find and book
what they need.
6. Teams
Groups of customers who work together and share billing:- Companies: Organizations with multiple employees as members
- Departments: Teams within larger companies
- Project groups: Temporary collaborations
- Shared billing: One contact handles payments for the entire team
Why this matters: Teams simplify billing and help you understand which organizations are your biggest customers.
Your Pricing and Membership Structure
7. Plans
Your membership packages and pricing tiers:- Hot desk plans: Flexible workspace access with different usage limits
- Dedicated desk plans: Reserved workspace with varying included benefits
- Private office plans: Exclusive space rentals
- Day pass rates: Casual use pricing for non-members
- Corporate plans: Custom packages for larger teams
- Monthly or weekly rates
- Included benefits (meeting room hours, printing credits, guest passes)
- Access schedules (24/7, business hours, weekends)
- Billing frequency and payment terms
Why this matters: Well-structured plans attract different customer segments and maximize revenue from your space.
8. Products
Add-on services and extras you sell. These can be one-off, recurrent or event added as part of a contract (see below).- Printing and copying services
- Guest day passes for member visitors
- Storage lockers and mail handling
- Event tickets and workshop fees
- Food and beverage packages
- Parking spaces and bike storage
Why this matters: Products create additional revenue streams beyond basic membership fees.
9. Contracts
The membership agreements that formalize your customer relationships:- Contract terms: Start/end dates, renewal conditions
- Assigned plan: Which pricing package applies
- Dedicated resources: Specific desks or offices assigned to the customer
- Billing schedule: When and how often to invoice
- Contract status: Active, paused, cancelled, pending
Why this matters: Contracts provide predictable recurring revenue and clear terms for both you and your customers.
Managing Bookings and Space Utilization
10. Bookings
Every reservation made by your customers:- Meeting room reservations with setup preferences and catering needs
- Hot desk bookings when customers want to guarantee a workspace
- Equipment reservations for printers, projectors, or special tools
- Event space bookings for member-hosted events or workshops
- Date, time, and duration
- Special requests and setup needs
- Pricing (member rates vs guest rates)
- Cancellation and no-show policies
- Integration with calendar systems (Google, Outlook)
Why this matters: Efficient booking management maximizes space utilization and customer satisfaction while minimizing
conflicts.
11. Calendar Events
Community activities and events you host:- Networking events to build member community
- Educational workshops and skill-sharing sessions
- Social activities like happy hours or fitness classes
- Member presentations and pitch sessions
- External events that generate additional revenue
Why this matters: A strong event calendar builds community, increases member retention, and can provide additional
revenue streams.
Your Financial Operations
12. Invoices
Bills sent to your customers for their usage:- Monthly membership fees for recurring plans
- Usage charges for meeting rooms, printing, and other services
- Product purchases like guest passes or event tickets
- Overage fees when customers exceed their plan limits
- Late fees and other administrative charges
Why this matters: Automated invoicing ensures consistent cash flow and reduces administrative overhead.
13. Charges
Individual items that make up each invoice:- Plan fees: The base membership cost
- Usage charges: Pay-per-use services consumed
- Product sales: Additional items purchased
- Credits applied: Discounts, refunds, or promotional adjustments
- Tax calculations: Automatically applied based on your location and customer type
Why this matters: Detailed charge tracking helps you understand revenue sources and customer usage patterns.
14. Payment Management
How money flows into your business:- Payment methods: Credit cards, bank transfers, cash payments
- Automated billing: Recurring charges processed automatically
- Payment tracking: Success/failure status and retry logic
- Financial reporting: Revenue analysis and forecasting tools
- Refunds and adjustments: Managing credits and payment corrections
Why this matters: Streamlined payment processing reduces admin work and improves cash flow.
Building Community and Member Engagement
15. Community Features
Tools to foster connections and engagement:- Member directory: Helping customers network and collaborate
- Discussion forums: Space-specific and interest-based conversations
- Announcement system: Important updates and space information
- Blog platform: Content marketing and thought leadership
- Event RSVP system: Managing attendance for community events
Why this matters: Strong community features increase member satisfaction, retention, and word-of-mouth referrals.
16. Integrations and Apps
Connecting Néxudus with your other business tools:- Calendar sync: Google Calendar, Outlook integration for seamless booking
- Payment processors: Stripe, PayPal, and local payment gateways
- Access control: Door locks, key cards, and security systems
- Accounting software: QuickBooks, Xero for financial management
- Marketing tools: Email campaigns and customer communication
Why this matters: Integrations eliminate double-entry and create a seamless experience for both you and your
customers.
Security and Access Management
17. Access Control
Managing who can enter your space and when:- Key cards and fobs: Physical access credentials for members
- PIN codes: Backup access for doors and lockers
- Access schedules: Different permissions based on plan type and time
- Visitor management: Temporary access for guests and clients
- Security logs: Tracking entry/exit for safety and billing verification
Why this matters: Proper access control keeps your space secure while providing convenient access for paying
customers.
Advanced Features and Credits System
18. Passes and Credits
Flexible payment options for casual users and additional services: Passes:- Day passes: Single-day access for non-members or visitors
- Week passes: Short-term access for temporary projects
- Trial passes: Free or discounted access for prospective members
- Event passes: Access specifically for workshops or networking events
- Prepaid credits: Customers purchase credit that’s applied to future usage
- Meeting room allowances: Credits included in membership plans
- Printing credits: Prepaid balance for copying and printing services
- Promotional credits: Bonus credits from referrals or special offers
- Meeting room hours: Time-based credits for booking conference rooms
- Equipment usage: Credits for printer, scanner, or projector use
- Locker rentals: Time-based access to storage facilities
- Parking credits: Daily or hourly parking allowances
Why this matters: Credits and passes provide flexibility for customers while creating additional revenue opportunities
and improving cash flow.
19. Promotions and Discounts
Tools to attract and retain customers:- Discount codes: Percentage or fixed-amount reductions
- Referral programs: Credits for bringing in new members
- Early bird pricing: Discounts for annual plans or advance payments
- Corporate discounts: Special rates for large teams or long-term commitments
- Seasonal promotions: Holiday specials and limited-time offers
Why this matters: Strategic promotions help fill capacity during slow periods and reward loyal customers.
How It All Works Together: Your Daily Operations
Understanding how these components connect helps you make the most of your Néxudus platform:Customer Journey:
- Prospect visits your website and browses available Plans
- Customer signs up and creates a Contract with their chosen plan
- Access credentials are provided (key card, PIN code)
- Customer makes Bookings for meeting rooms and services
- Usage generates Charges which are compiled into Invoices
- Payments are processed automatically or manually
- Community engagement through events and networking features
Your Management Workflow:
- Configure your Location settings, pricing, and policies
- Set up Resources with appropriate booking rules and pricing
- Create Plans that appeal to different customer segments
- Monitor Bookings and space utilization
- Process Invoices and manage payments
- Engage your community through events and communications
- Analyze data to optimize pricing and operations
Revenue Optimization:
- Recurring revenue from membership plans provides stability
- Usage-based charging maximizes revenue from heavy users
- Product sales create additional income streams
- Event tickets can generate extra revenue
- Corporate contracts provide larger, predictable revenue
- Credits and passes improve cash flow through prepayments
Key Benefits for Your Operation:
- Automated billing reduces administrative overhead
- Real-time availability prevents double bookings
- Member self-service reduces front desk workload
- Detailed reporting helps you understand your business
- Community tools increase member retention
- Integration capabilities streamline your workflow