A coworking administrator spends up to 3 hours daily coordinating bookings, keys, and tariffs. N+1 phone calls, double bookings, forgotten NFC tags — typical pain points. A coworking portal solves these problems: automates booking, integrates with access control systems (ACS), and manages memberships. According to industry research, double bookings occur in 15% of cases without a system. Without automation, these issues grow with scale.
We develop coworking portals on a stable stack: Laravel, React 18, TypeScript, PostgreSQL, Redis. Hot Desk, Fixed Desk, meeting rooms and offices are supported. Each type has its own booking rules, minimum period, and price. For a 200-seat coworking space, we implemented visual floor plans — residents choose a desk on the map, the system checks availability and blocks double bookings. This reduces administrator time by 70% and eliminates human error.
What Problems We Solve
Double Bookings
Without real-time synchronization, two residents can occupy the same spot. The portal uses database-level locks and conflict notifications. For example, when trying to book an already occupied desk, the system shows alternatives from the same cluster. Loss from a single double booking per month can reach 15,000 rubles per workspace.
Complex Tariffs
Hot Desk, Fixed Desk, meeting rooms — each type requires its own rules. We implement a flexible tariff grid with automatic cost calculation and package support. For instance, a "10 visits" tariff is active for 30 days, while "Unlimited" auto-renews via Stripe Billing.
Access Control
ACS integration via API (Perco, SKAN, Parsec) or server-side QR code generation. The resident receives a code upon booking, valid only during active membership. When the tariff expires, the code is deactivated instantly.
How We Do It
Stack: Laravel 11 (PHP 8.3), React 18, TypeScript, PostgreSQL, Redis. For interactive floor plans — SVG with interaction library. Payments — Stripe Billing with webhooks for status synchronization. Example: for a 200-seat coworking space, we implemented Hot Desk with visual desk selection, meeting rooms with calendar (Google Calendar sync) and Parsec integration via REST API. Time from start to first resident — 3 months.
Work Process
- Analytics — study business processes, load, ACS requirements.
- Design — prototype booking, tariffs, personal account.
- Development — back-end and front-end, integrations.
- Testing — load testing (1000 simultaneous bookings), scenario verification.
- Deployment and training — deploy on VPS or cloud, train administrators on panel usage.
Additional: ACS Integration Steps
Integration includes signing an API contract with the manufacturer, configuring access rights for each membership type, generating QR codes or access codes, and testing entry/exit scenarios. After integration, all events are logged in the admin panel.Optimizing Coworking Costs
Automation of routine operations reduces time spent on booking and access management by 70%. Residents book spots, renew tariffs, and gain access on their own — without staff involvement. The administrator only monitors and handles non-standard situations. Investment in the portal pays off within 6–12 months due to reduced workload and fewer errors. Saving administrator time can save up to 1.5 million rubles per year.
ACS Integration: Benefits
ACS eliminates physical key handover. Upon booking, a unique QR code or access code is generated and passed to the control system. At entry, the resident scans the code or taps an NFC card — if membership is active, the turnstile opens; if expired, access is blocked. All in real time. ACS implementation cost ranges from 300,000 to 500,000 rubles depending on the number of turnstiles.
Custom Development: Flexibility for Your Business
Note: when a standard solution doesn't cover specifics — non-standard tariffs, unique access rules, integration with existing equipment. We design the portal for your business, not fit it to a template.
Dynamic Pricing and Tariff Grids
The tariff grid must account for peak loads and seasonality. We offer dynamic pricing based on occupancy, increasing revenue by 15-20%. Residents appreciate transparent rules and automatic renewal.
Timeline and Scope
| Feature | Time |
|---|---|
| Desk + meeting room booking | 4-6 weeks |
| Tariffs and subscriptions | 2-3 weeks |
| Personal account + QR access | 3-4 weeks |
| ACS integration | 2-3 weeks |
| Floor plans | 1-2 weeks |
| Base version | 2-3 months |
| Full version with ACS and maps | 3-5 months |
Cost is calculated individually — depends on tariff complexity, number of integrations, and required performance. If the timeline works for you, leave a request for a preliminary assessment.
What's Included
- Portal source code (GitHub repository)
- Admin panel for managing bookings, tariffs, and members
- API and deployment documentation
- 3-month warranty + post-production support
- Access to servers and payment provider
Comparison: Custom Development vs Off-the-Shelf CRM
| Parameter | Custom Portal | Off-the-Shelf CRM |
|---|---|---|
| Process adaptation | Full | Limited |
| ACS integration | Any via API | Only supported ones |
| Launch speed | 2-5 months | 1-3 months |
| Cost | Individual | Fixed |
Custom portal offers flexibility but requires investment. Off-the-shelf solutions are faster but rarely cover all scenarios.
Contact us to discuss your project. Get a consultation from an engineer and a preliminary development plan. We will help automate your coworking space.