# A Custom Booking System for Your Coworking Space

> We build booking systems for coworking spaces: desks, rooms, passes, payments and building access in one place. Scope, timeline, price and how to start with a free prototype.

Page: https://timerise.ai/blog/custom-booking-system-for-coworking-spaces

We build booking systems for coworking spaces. Built to order, around the way you sell, with the code and data owned by you.

Below are the specifics: what such a system can include, how long it takes to build, what it costs and how to get started.

## At a glance

| What                   | Details                                         |
| :--------------------- | :---------------------------------------------- |
| First step             | Online brief, about 15 minutes                  |
| Prototype and quote    | Within 48 hours, free of charge                 |
| Time to launch         | Usually 6 to 8 weeks from the first call        |
| Price                  | Fixed and agreed up front. Usually $15k to $50k |
| Commission on bookings | 0%                                              |
| Ownership              | The code and data belong to you                 |
| Support                | 3 years after launch                            |

## What the system can include

Below are screens from a prototype we built for a coworking operator with six locations. The brand, the cities, the prices and the names are made up for this post. The flows are as delivered.

![Member booking flow: choose one of six locations, then day, plan, access hours and a desk on the floor plan, with the price summary alongside](/images/blog/coworking/booking-flow.webp)

- **Desk and room booking.** Members see a floor plan with free spots. They book a desk by the hour, for the day or as a fixed seat.
- **Several locations in one system.** One availability and one occupancy view for all your spaces.
- **Passes, bundles and memberships.** Day passes, room hours, monthly memberships and company packages. You can set different prices for members and guests.
- **Payments and invoices.** Card payment at booking or every month. The invoice is issued automatically after a successful payment.
- **Building access.** Members get a QR code on their phone. If your access control has an API, the system can open the gates.
- **Operator dashboard.** Occupancy, entries and payments in one view, for today and the weeks ahead, the [data that shows where to optimize](/blog/data-analysis-in-booking-systems).
- **Integrations.** Google and Outlook calendars, Slack, CRM, Stripe. We connect to any tool that has an API.

![Access pass on the member's phone: a QR code that refreshes every minute, the booking details next to it and the recent turnstile entries below](/images/blog/coworking/access-pass.webp)

![Operator panel: free desks, arrivals and occupancy for today across all six buildings in one view](/images/blog/coworking/operator-panel.webp)

![Payments and invoices: the month's revenue, a list of card payments and the VAT invoice issued automatically for the selected one](/images/blog/coworking/payments-invoices.webp)

You do not have to order everything at once. You can start with booking and payments and add the rest later.

## How we work together

| Step                | Time                 | What you get                                                 |
| :------------------ | :------------------- | :----------------------------------------------------------- |
| 1. Brief            | about 15 minutes     | A description of your spaces, pricing and needs              |
| 2. Prototype        | up to 48 hours       | **A clickable prototype on your data and a quote**           |
| 3. Agreeing scope   | as long as you need  | Changes based on your feedback and a fixed price             |
| 4. Build and launch | usually 6 to 8 weeks | A working system, code, documentation and 3 years of support |

You fill in the brief yourself, in a conversation with AI, whenever it suits you. No sales call is needed first. You can read more about the prototype in [From Brief to Clickable Prototype in 48 Hours](/blog/from-brief-to-clickable-prototype-in-48-hours).

## When your own system makes sense

An off-the-shelf coworking platform is a good choice to start with (we compare both in [custom booking vs SaaS](/custom-booking-vs-saas)). Your own system makes sense when:

- you run several locations or plan to open more,
- you sell access in ways the platform does not support, such as company packages or different prices for members and guests,
- your front desk copies data between tools,
- platform fees grow with your number of members.

With a custom system you pay once, for a defined scope. There are no per-member fees and no commission on bookings. The code and data are yours, so you can develop the system further with us or with another team. Why we think that matters is the subject of [the Post-SaaS Manifesto](/blog/the-post-saas-manifesto).

If you run one small space and a ready-made tool does everything you need, stay with it.

## Frequently asked questions

### How much does it cost?

The price depends on the scope. Most projects fall between $15k and $50k. It is a one-time build cost, with no monthly subscription and no commission. You get the exact figure together with the prototype, before you sign anything.

### How long does the build take?

Usually 6 to 8 weeks from project kickoff to launch. You get the clickable prototype within 48 hours of sending the brief.

### We already use a platform. What happens to our data?

We move your members, bookings and history into the new system. This works even when your current provider has no export. The old system keeps running until the data matches, so there is no break in bookings. The full process is in [Painless Data Migration and Zero-Maintenance Hosting](/blog/painless-data-migration-and-zero-maintenance-hosting).

### Will the system connect to our access control?

Yes, if your entry system has an API. We check this at the brief stage.

### Where does the system run and who maintains it?

You choose. The system can run in your own cloud accounts or on our infrastructure. The price includes 3 years of support after launch. After that you can maintain the system yourself or keep working with us.

### Does the prototype cost anything?

No. The prototype and the quote are free and come with no commitment.

## Start with a brief

The brief takes about 15 minutes. Describe your spaces, your pricing and what you want to simplify. Within 48 hours you get a clickable prototype and a quote.

[Leave a brief](/brief) and see your system before you make a decision.