Visitor and Member Management

Manage your visitors and members

Cobot simplifies coworking member management with easy check-in processes. Keep track of who is in your space, send automatic invoices to customers, and manage access permissions all in one place.

Streamline your member management
Illustration of a color palette with a member profile page with photo, name, and description in the background. The image demonstrates Cobot's white label functionality.

Trusted to manage over 250,000 members

Cobot helps coworking spaces manage over 250,000 members. Each member profile holds name, company, address, current plan, price, payment status, and birthday. The Contacts tool is Cobot's CRM for coworking spaces, tracking external bookings, drop-in passes, and event attendance for people who are not yet members.

Streamline your member management
Illustration of a color palette with a member profile page with photo, name, and description in the background. The image demonstrates Cobot's white label functionality.

Handle signups, profiles, and access from one list

  • Let members sign up from your space homepage, or add them manually from the admin dashboard.
  • Add custom text or drop-down fields to member profiles for details like license plate, industry, or allergies.
  • Filter your member list by Recently Active, Current, Canceled, or Unconfirmed status.
  • Run bulk actions on members: send a message, update plan base price, change resource access, or switch plans.
  • Track visitors in Contacts and convert any contact to a full member in a few clicks.
  • Get email notifications when members sign up, cancel, or miss a payment, and send automated reminders for bookings and events.

Visitor and member management questions

What member information does Cobot store?
Each profile stores email, name, company name, and address, with phone optional. Members can add a photo, role, pronouns, greeting, and social links to their community profile. Admins see name, photo, current plan, price, payment status, birthday, location, and organization in the member list.

Does Cobot include member self-signup for a coworking space?
Yes. Members can register themselves through your space homepage. You can add a one-time signup charge per plan and require admin approval, in which case new signups appear as Unconfirmed until you confirm them.

Are visitor contact records created automatically?
Yes. Cobot creates a contact record automatically when someone buys a drop-in pass, makes an external booking, or attends a public event. You can also add contacts manually. Each record holds name, email, company, address, phone, and a count of their bookings, passes, and events. You can tag contacts, email them directly from the contact list, and convert any contact to a full member.

Can I add custom fields to member profiles?
Yes. Admins can add custom text or drop-down fields to member profiles, such as license plate, industry, or allergies. These fields are for admin use and do not appear to members during signup. Every custom field response is included in the CSV export.

What bulk actions can I take on the member list?
You can select multiple members and send a message, update plan base price, update resource access, change plans, or connect members to user profiles.

How does Cobot handle coworking tenant management versus regular memberships?
Both run through the same member profiles and plans in Cobot. You assign a plan, set the price and any one-time signup charge, and control resource access per member. For people not on a plan, such as drop-in visitors and event guests, you track them as Contacts instead.

Can I import existing members into Cobot?

Yes. You can import members from a CSV or XLSX file. If you are moving from another platform, Cobot offers a migration service to help you get set up.

Can I export member data from Cobot?
Yes. You can export your member list as CSV. The export includes name, company, address, email, plan, price, payment method, status, and all custom field responses. To get all members, export each status category — Current, Canceled, and Unconfirmed — separately.