Coworking automation
Automate Your Coworking Space. Save Time Every Day.
Aikorax automatically handles repetitive workspace tasks — from membership reminders and overdue invoices to booking notifications, visitor alerts, and event reminders.
Part of Aikorax coworking management software, available on the Pro plan.
Membership expires in 7 days
Trigger: membership expiring
Membership is active
Condition: status equals active
Membership expires in 7 days
Trigger: membership expiring
Membership is active
Condition: status equals active
The problem
Stop Managing Every Task Manually
Workspace operators spend hours each week on follow-ups that follow the same pattern every time. Sound familiar? Your team is likely manually:
- Sending membership reminders before plans expire
- Following up on unpaid invoices
- Confirming desk and meeting room bookings
- Reminding members about upcoming events
- Notifying hosts when visitors arrive
- Sending payment confirmations and payment failure alerts
- Following up with members who cancel
Aikorax automation handles these repetitive tasks for you — so your team can focus on members, not reminders.
How it works
Simple Automation. Powerful Results.
Every automation follows the same logic: when something happens, check a condition, then take an action. Change any part at any time — no code required.
Choose a Trigger
Pick the event that starts the automation — a membership expiring, an invoice overdue, a booking created.
Add Conditions
Optionally narrow it down, like only sending when a membership is still active.
Choose an Action
Decide what happens: send an email, send an in-app notification, or both.
Let Aikorax Handle the Rest
The workflow runs automatically in the background, every time the trigger fires.
Invoice becomes overdue
Invoice is more than 3 days overdue
When → If → Then
That is the whole model. Aikorax listens for the trigger, evaluates your conditions, and runs the actions you dictate. The example on the left sends a payment reminder and notifies the member whenever an invoice has been overdue for more than three days.
What you can automate
Automate Every Repetitive Part of Your Workspace
Memberships
Remind members before their plan ends, welcome them when they start, and stay in touch across the membership lifecycle.
Billing
Track invoices from creation to payment and follow up automatically when a payment does not go through.
Bookings
Send confirmations the moment a desk or meeting room is booked, and remind members before their slot starts.
Visitors
Let your team know when a visitor arrives and who they are meeting, without anyone watching the front door.
Events
Confirm RSVPs instantly and remind members before community events start, so turnout is not left to chance.
Notifications
Keep the right people informed with in-app notifications that appear inside the member experience.
Send branded email automatically for every trigger you configure, from first welcome to final reminder.
Members
Keep Members Engaged Without Manual Follow-Ups
Communicate with members automatically throughout their membership lifecycle — from the first welcome to renewal and beyond.
- New member welcome
- Membership starting
- Membership expiring
- Membership expired
- Membership renewed
- Membership cancelled
See the full picture in our membership management software.
Membership expires in 7 days
Payment fails
Billing
Make Billing Follow-Ups Automatic
Let Aikorax chase the outstanding invoice and confirm the successful payment, so cash flow does not depend on remembering to follow up.
- Invoice created
- Invoice due soon
- Invoice overdue
- Payment successful
- Payment failed
Pair it with coworking invoicing and online payments.
Bookings
Keep Members Updated About Their Bookings
Confirmations, cancellations, and reminders for desks and meeting rooms — sent automatically, so nobody misses a booking.
- Desk booking confirmation
- Meeting room confirmation
- Booking reminder
- Booking cancellation
Built on desk booking and meeting room booking.
Meeting room booked
Visitor arrives
Visitors
Make Visitor Management Effortless
The right person is automatically ready when a guest walks in — no one watching the front desk all day.
- Visitor invitation
- Visitor arrival
- Host notification
Part of visitor management software.
Events
Automatically Keep Members Informed About Events
Confirm RSVPs instantly and make sure members hear about the event again — right before it starts.
- Event registration
- Event reminder
- Event cancellation
Member RSVPs
Event starts in 24 hours
Email + notifications
Reach Members at the Right Time
Aikorax sends email and in-app notifications through the platform — no separate email tool, no manual copy-paste. Messages arrive exactly when the trigger says they should.
“Your membership expires in 7 days.”
Sent automatically days before a membership ends, with a personal touch: {{member_name}}, {{membership_end_date}}.
“Your invoice #INV-1024 is overdue.”
Sent when an invoice passes its due date, with account, amount, and a gentle nudge to pay.
“Your meeting room booking starts in 1 hour.”
Sent before a booking begins so members can plan their day around the room.
No code required
Build Automations Without Code
Choose the trigger, set optional conditions, pick the action — and switch the automation on. Workspace owners can configure everything themselves, without developers or technical knowledge.
- Reusable templates for common workflows
- Send emails, notifications, or both
- Enable or disable an automation in one click
Automation Name
ActiveName
Membership expires
7 days before expiration
Membership status = Active
Automation Runs · Membership Expiry Reminder
- JSJohn SmithEmail Notification
- SASarah AhmedEmail Notification
- MWMike WilsonEmail Notification
Email failed for Mike Wilson · retry available from the run history
Visibility
Know Exactly What Aikorax Automated
Every automation run is recorded — the member it ran for, when it ran, and whether each email and notification succeeded. If an action fails, you can retry it directly from the run history.
Why automate
Spend Less Time on Repetitive Work
Save Time
Cut out repetitive administrative work and let the platform handle the follow-ups.
Improve Member Experience
Members and visitors get timely reminders and updates without being chased.
Reduce Missed Payments
Invoices and payment issues are followed up automatically, so fewer amounts slip.
Improve Communication
Members, visitors and hosts stay informed about what actually matters to them.
Reduce Human Error
Consistent workflows run on schedule, every time, in the exact same way.
Scale Your Workspace
Handle more members without adding administrative workload to your team.
Real-world examples
Real-World Coworking Automations
Membership Renewal
- 1Membership expires in 7 days
- 2Send email
- 3Send notification
Overdue Invoice
- 1Invoice becomes overdue
- 2Send payment reminder
- 3Notify member
Meeting Room Reminder
- 1Booking starts in 1 hour
- 2Send notification to member
Visitor Arrival
- 1Visitor arrives
- 2Notify the host
Event Reminder
- 1Event starts in 24 hours
- 2Send reminder to attendees
One platform
One Platform. Less Manual Work.
Automation only works when the rest of the workspace runs on the same system. Aikorax brings everything together, so automations reach the exact member, invoice, booking, or visitor they were built for.
See everything in one place on our features overview, or compare our plans and pricing.
Questions, answered
Coworking Automation FAQs
Straight answers about automating your workspace with Aikorax.
Still have a question? Talk to usCoworking space automation is a way to run repetitive workspace tasks automatically. Instead of manually sending membership reminders, following up on invoices, or notifying hosts, Aikorax triggers these actions from events like a membership expiring, an invoice becoming overdue, or a visitor arriving.
Your time, back
Run Your Workspace. Let Aikorax Handle the Repetitive Work.
Automate everyday coworking operations and give your team more time to focus on members, growth, and your workspace.