Dr. Gleb Tsipursky – The Office Whisperer
Nirit Cohen – WorkFutures
Angela Howard – Culture Expert
Drew Jones – Design & Innovation
Jonathan Price – CRE & Flex Expert
- Start onboarding before move-in by sending welcome emails, access instructions, and community guidelines to set expectations early.
- Automate and personalize the experience with digital tools that streamline check-ins, key handoffs, and amenity access while maintaining a human touch.
- Foster long-term engagement by introducing members to staff and other members, promoting events, and regularly collecting feedback for continuous improvement.
First impressions matter, especially in coworking spaces, where the experience a new member has on day one can shape their perception of your entire community.Â
A well-designed onboarding process isn’t just about giving someone the Wi-Fi password and showing them where the coffee machine is. It’s about integrating new members into your culture, helping them feel welcomed and setting the stage for long-term engagement and satisfaction.Â
Here’s how to create a seamless onboarding process that turns first-time visitors into loyal members.Â
Start Before They ArriveÂ
Onboarding begins before the member walks through your door. As soon as they sign up, send a warm welcome email that includes:Â
- A personalized greetingÂ
- Information about what to expect on their first dayÂ
- Key contact detailsÂ
- Access instructions or codesÂ
- A digital member guide or FAQÂ
This sets the tone and eliminates uncertainty, ensuring they feel informed and valued from the start.
Create a Structured Welcome ExperienceÂ
When the member arrives, have a clear, consistent process in place. Whether you have a dedicated community manager or a front desk team, make sure the welcome includes:Â
- A brief tour of the space (highlighting work zones, meeting rooms, kitchen, bathrooms, etc.)Â
- An introduction to your community guidelines and expectationsÂ
- Distribution of access keys or cardsÂ
- Assistance with Wi-Fi and tech setupÂ
A checklist can help your staff deliver a uniform experience every time, ensuring no detail is overlooked.Â
Use Technology to Streamline OnboardingÂ
Leverage coworking management software to automate and simplify the process. Many platforms offer features like:Â
- Digital forms for member information and preferencesÂ
- Automated welcome emails and orientation checklistsÂ
- Access control integration for instant room or door entryÂ
- Online booking systems for desks or meeting roomsÂ
By reducing manual tasks, you not only save time but also improve the consistency and professionalism of your onboarding.
Introduce Them to the CommunityÂ
One of the biggest perks of coworking is community. Make it easy for new members to connect by:Â
- Introducing them to other members during their tourÂ
- Inviting them to upcoming events or meetupsÂ
- Featuring them in a weekly newsletter or welcome postÂ
- Encouraging use of internal communication tools like an app or a member portalÂ
Creating opportunities for interaction helps new members build relationships and feel like they belong.Â
Follow Up and Ask for FeedbackÂ
After the first week, follow up with a short survey or quick check-in to ask how things are going. Are they comfortable? Do they have everything they need? Is anything unclear?Â
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This feedback loop not only shows that you care but also helps you continuously improve your onboarding process.Â
ConclusionÂ
A seamless onboarding process is more than a nice gesture, it’s a strategic tool for retention, satisfaction and community building. By combining personal touches with smart automation, you can ensure every new member feels welcome, informed and excited to be part of your coworking space.Â
After all, great onboarding creates great experiences and great experiences create loyal members. To find out how Yardi Kube coworking software can help you manage your coworking space and deliver the best service to your users, click here to schedule a demo.
