Dec 5, 2022
4 mins read
Switching coworking software is a major decision. Migrating member data, retraining staff, and managing the transition can create real disruption, so choosing a new platform takes more than a convincing sales demo.
If your current software is limiting revenue opportunities, lacks features like dynamic pricing, or simply no longer fits the way your space operates, there are a few things worth checking before you make a move. These are the details that can have the biggest impact after implementation, but often get little attention during the sales process and coworking management software for operators.
Most of the decisions to switch software can be traced back to one of the following reasons:
The current platform has no dynamic pricing or automated marketing, support has gotten slow or unresponsive, the platform cannot support a second or third location, or pricing has increased without a matching increase in features.
But rarely is it just one thing, but rather an accumulation of small frictions that eventually cost more than the switch itself.
• Data migration support: will the new vendor help move member records, booking history, and billing data, or is that entirely on your team?
• Contract terms: what is the length of commitment, and what does it cost to exit if the new platform does not work out either?
• Integration compatibility: does it connect to your existing access control, accounting software, and payment processor, or will you need to replace those too?
• Revenue features: does it include AI-powered dynamic pricing and automated marketing, or only booking and billing?
• Support responsiveness: what is the actual support model, a dedicated contact, a ticket queue, or a chatbot?
• Training and onboarding time: how long until your staff can run the platform without hand-holding?
• Reporting depth: can you pull the reports you actually use today, or will you lose visibility during the transition?
Software migrations carry real risk, so it’s worth going in with realistic expectations, rather than assuming it will be completely seamless. Data migration projects across SaaS categories are widely reported in industry analyses of enterprise data migration outcomes to run over budget or past their original timeline more often than not. Flexspace AI vs OfficeRnD comparison, that does not mean migrations fail; it means they need a plan, a clear data export process, and a vendor willing to help validate the data after it moves, not just prior to the switch.
The operators who switch software with the least disruption tend to do the same things, which often include:
The full step-by-step process for moving member data safely is worth its own read if you are already leaning toward a switch.