Office Rental Management for Coworking Spaces

Stop juggling Spreadsheets to track your Office Occupancy

Renting offices in your coworking space? Cobot's office management software replaces spreadsheets for managing long-term office rentals. Get a real-time office occupancy dashboard, automate your office rent, and bring your office contracts into one place, so you always know what's available and what's taken.

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Cobot's Office Management feature.

All your offices, one dashboard

See which offices are occupied, by whom, and until when, at a glance. As your workspace management platform, Cobot's Calendar gives you a table view and a timeline view of every rental allocation, plus a Dashboard widget so you can plan ahead, spot openings, and sell available offices with confidence.

Try office management for free
Cobot's Office Management feature.

Office Rental Management and Billing

  • Mark offices as allocatable so members cannot book them by the hour. Only you assign them, to a member or a team, with set start and end dates.
  • Override pricing per rental when a deal needs custom terms. Each allocation can carry its own price and conditions, separate from your defaults.
  • Automatic invoicing puts every active allocation on the member's or team's recurring invoice, with no manual line items to add each month.
  • Allocate several offices at once to the same member or team, so a growing company keeps all its rentals under one account.
  • Edit rentals without starting over. Adjust dates or terms on an existing allocation, and delete one to free the office for the next tenant right away.
  • Track occupancy and revenue in the Analyze section, with occupancy rates, total revenue, and performance for each office.

Office rental management FAQ

What types of resources can be made allocatable?
Any resource type in Cobot can be marked as allocatable, including rooms, desks, and custom space types.

Will an office rental show up on the member's invoice automatically?
Yes. Once you assign an allocation to a member or team, it appears on their recurring invoice without any manual entry.

Why does one member's invoice show two separate billing periods for their rental?
That happens when the allocation start date does not match the membership renewal date. Align the allocation start with the renewal date for unified billing; misaligned dates create separate periods on the same invoice.

What happens to an office when I delete its allocation?
The resource is freed immediately and shows as Free in the Allocations Dashboard, ready to assign to someone else.

Can I change a rental's dates or price after it starts?
Yes. Edit the allocation to adjust its dates or terms directly. You do not need to delete it and create a new one.

How do I see rentals next to regular hourly bookings?
The Timeline view shows allocations alongside regular bookings. You can filter by usage type, capacity, or tags to find what you need.
Friederike John, acht.berlin, Germany
We have always been looking to manage our offices exactly like that. We just couldn’t picture it until Cobot.
Friederike John, acht.berlin, Germany

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