Hey there,
We’ve all had that feeling. Someone visits your space, seems excited, maybe even takes a free trial... then disappears.
Why? Most of the time, it’s not about pricing or desks or amenities. It’s about the first week. The first 7 days are where people decide: “Is this for me?”
Not every potential member is the right fit. And that’s okay. A clear “no” is just as useful as a “yes.” So today, let’s walk through a day-by-day funnel that helps make that first week feel clear, welcoming, and personal.
This isn’t a pushy sales process. It’s a human experience, supported by small marketing touches that help people feel at home, with or without a membership.
Note: Depending on your team size or how often people visit, this might feel a bit tight to pull off in exactly one week, and that’s totally fine. Stretch it to 10 or 14 if needed. The goal isn’t speed. It’s clarity, consistency, and care.
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Day 0: From Click to Confirmed Visit 👀
This is where everything starts. Someone finds you through Google, social media, or a friend. They land on your website.
A few key things to get right here:
- Clear CTA: “Book a Tour” or “Try a Free Day.” No guessing.
- Instant confirmation email: Let them know you got their request and what happens next.
- Personal follow-up within 24 hours: A quick email or call to schedule their visit.
- Friendly reminder the day before: Include parking info, who to ask for, and what to expect.
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Day 1: The Visit (and Maybe a Sign-Up) 🚪
Now they’re in your space for the first time. This isn’t a time for a pitch. It’s a time to help them imagine what it would feel like to belong here.
Here’s what helps:
- Greet them warmly. Offer a coffee. Ask what they’re working on.
- Tour with context: “You mentioned you do lots of client calls. Here’s our quiet zone.” 59% of consumers say personalized engagement based on past interactions is very important to winning their business.
- Introduce them to a couple of members. Connection beats presentation.
- If they sign up, hand them a small welcome gift or a printed guide.
- If they don’t sign up, follow up later that same day with a friendly proposal that reflects your chat.
You’re not just offering a workspace. You’re helping them imagine a better workday.
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Days 2–3: Check-In and Nurture 📬
These are the days when people start forming impressions that stick. Your job is to show care, not urgency.
If they haven’t joined yet:
- Send a thank-you email with a personal touch
- Mention any limited-time offer
- If it feels right, offer a free return visit - once. Giving space is part of good follow-up.
If they did join:
- Welcome them via email (automated via Cobot 😉) with all essential info: Wi-Fi, access, how to book a meeting room, Slack/Discord link, and a couple of local lunch tips.
- Say hi again in person. Check if they found everything okay.
- Introduce them to your digital community (with permission). Ask them to set up their community profile. That helps others connect with them too.
🎯 The goal isn’t onboarding. It’s inclusion.
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Days 4–6: Belonging and Early Wins 🤝
This is when people start forming habits or disappearing quietly. Keep the rhythm going with light, helpful touches.
Things to do midweek:
- Quick check-in. This could be a message, email, or quick chat in the kitchen.
- Invite them to an upcoming event. In person is better than just an email.
- Drop a useful tip: “You still have 2 meeting room hours this month. Want help booking one?”
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Engagement Points: Finding the Right Balance
To guide your team, think in engagement points. Stay between 4–7 points total during the week. More than that, risks feeling pushy. Less than that, and they might feel forgotten:
- Friendly in-person question: 1 point
- Email: 2 point
- Call: 3 points
- Showing up at their house: 1,000 points 😬
Why this matters:
Even in traditional B2B outreach, overdoing follow-ups doesn’t improve results. While coworking is far more personal and relational, studies like Belkins’ 2025 Sales Follow-Up Study (based on 16M+ B2B emails) still show a helpful trend:
More messages don’t equal more replies; in fact, reply rates drop after the second follow-up.
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Coworking is more human, of course. That’s why your tone matters just as much as your timing.
For example, in a more relaxed space, one or two light follow-ups may be enough - and still lead to strong engagement. In more structured environments, members may appreciate a clearer onboarding rhythm with more regular check-ins.
Both approaches are valid. It’s all about matching your energy to the members you want to attract.
Be human. Be helpful. Let them lead.
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Day 7: Wrap-Up and Look Ahead ☕️
One week in. This is the moment to solidify their decision.
Ideas for Day 7:
- When you see them around settling in, ask what’s going well and what could be better. (We’d call this 2 points on the engagement scale.)
- Remind them what’s ahead next week: “We’ve got coworking breakfast on Tuesday. Come join us.”
- Mark them as “active” in your CRM and stop the onboarding sequence and move them into regular community updates.
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★ EXTRA: Following Up vs. Following Through 📉📈
You may remember we mentioned the Belkins study earlier- reply rates drop with too many messages. But here’s the flip side.
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In coworking, you don’t need to follow up five times. But this reminds us that some people do need time and touchpoints to decide.
So what’s the middle ground?
→ Use light, useful communication across the first 7–10 days
→ Match your follow-up tone to your space’s vibe
→ Be pleasantly persistent
→ Give people enough space to decide, and enough clarity to say yes
Because in the end, the best marketing doesn’t chase.
It helps the right people feel like they’ve found their spot.
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How Cobot Helps 📲
Cobot helps automate most of this funnel, from confirmation email to welcome flows. You can even trigger reminders to your staff, like “New member arriving today - give them a tour!” so no one slips through the cracks.
The balance is this: Let software do the admin. Let you handle the humans.
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Final Thought
The first week isn’t about overwhelming people with information. It’s about helping them feel like they’ve found their spot.
And if you get that right, they won’t just stay. They’ll invite their friends.
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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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