Hey there,
First impressions matter.
The way you welcome new members sets the tone for their entire coworking experience, yet we don’t see many spaces doing it. A simple, thoughtful welcome pack can do more than make them smile; it can help them feel at home, connect faster with your community, and stick around for the long term.
In this guide, we’ll show you how to create a hybrid welcome pack that blends practical tools, personal touches, and memorable surprises. It’s easy to put together, works for spaces of all sizes, and makes a lasting impression.
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1. Pair Physical and Digital Onboarding 🎁
The most effective welcome packs combine tangible items members can use right away with digital resources they can access anytime.
Physical ideas:
- Printed quick-start guide with Wi‑Fi details, space map, booking instructions, and local tips
- Branded items members will actually use – a notebook, mug, or desk essentials
- A small local treat or voucher for a coffee or a nearby shop
Digital ideas:
- A welcome email with links to your member handbook, booking system, and community app
- Access to your member portal (also offered by Cobot), and online community (Slack, WhatsApp, or forum)
- QR codes in the physical pack linking to guides, events, and policies
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Example: Cobot brochures ready to introduce coworking spaces to smarter management solutions.
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💡 COBOT Tip
You can automate and personalize welcome emails, give instant access to your member portal, and provide booking permissions as soon as a new membership starts, making onboarding faster and more consistent.
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2. Build Connection from the Start 🫂
Use your welcome pack to connect new members with people, not just perks.
- Include a personal note from the founder or community manager
- Introduce them in your online channels or newsletter so others can say hello
- Pair them with a “coworking buddy” who can answer questions and join them for coffee
- Invite them to an upcoming event like a welcome lunch or happy hour
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3. Add Memorable Extras ✨
Small surprises make your welcome pack stand out and encourage sharing.
- Workday survival kit – a snack, tea/coffee sachet, and mints
- Wellness gift – stress ball, lotion, or blue-light glasses
- Creative touch – puzzle, fidget toy, or mini journal
- Local flavor – locally curated chocolate, drink, or handmade item
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4. Turn It Into Organic Marketing 🌱
A great welcome pack can also spread the word about your space.
- Make packaging Instagrammable – a branded box or tote bag
- Include referral cards or guest passes
- Add branded swag that members will use in public, like a tote bag or water bottle
- Share a welcome shout-out on your social media (with their permission)
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Example: Our Cobot‑branded mug and fluffy keychain. Swap in your own branded items to give members a warm, on‑brand welcome.
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5. Help Them Settle In Quickly
Provide resources that make their first few weeks smoother.
- Quick-start guide covering essentials and contacts
- List of amenities and partner perks
- Instructions for your booking tools or apps (including Cobot if you use it 😉)
- Clear channel for feedback and questions
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Why It Works
A well-designed welcome pack:
- Shows you care
- Reduces first-day stress
- Helps members meet people sooner
- Creates shareable moments that spread your brand
You don’t need to go overboard; even a simple folder with key info, a useful branded item, a personal note, and a warm introduction can have a big impact!
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★ EXTRA Tip
Review your welcome pack every few months. Small updates like changing the local gift or adding a new perk keep it fresh and exciting for each new member.
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The topic for next week is:
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If you missed last week's newsletter, check it out here:
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Reply to this email if you have any questions, disagree with something I said, or have a suggestion for a collaboration/future topic. I'm always happy to stay in touch.
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See you next Wednesday and happy coworking! 🥳
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Harzer Str. 39
Berlin, 12059, Germany
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