Post-visit follow-up
After a day pass or a visit, the guest receives a short, useful note with a next step and no pressure.
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A Member Retention App That Keeps Desks Full Month After Month
SIZ Group designs and builds a customer retention app for coworking spaces that keeps members and day-pass guests engaged between visits. It sends a useful follow-up after each visit, shares community content worth opening and makes repeat purchases such as meeting room credits quick to buy again.
01
Why members leave quietly, and how to slow it
Coworking members can leave quietly. A membership that renews automatically keeps billing even when the member has stopped coming in, and the first sign of trouble is a canceled plan or an empty desk. By then the member has been comparing other spaces for weeks, and the community manager has no way to see the drift.
Day-pass guests are a similar story. Someone who tries the space for a week may love the coffee and the quiet, but the follow-up is a single email with a generic offer, if it arrives at all. The useful moments, such as a second visit or a booked meeting room, pass without a note from the team.
02
What members compare when they renew
Members renew by weighing the value they get against the alternatives. They look at how often they use a desk, whether meeting rooms were free when they needed them and whether the community feels worth paying for. A quiet week or a missed event can tip that balance, even when the space itself is fine.
The retention app should respond to those factors. A member who books rooms often should hear about the credit packs that suit them. A member who has not visited in a while should see what happened in the community without being pressured to pay. The message should reflect what that member actually uses.
03
Working with the membership and booking tools
Most coworking operators run a membership and booking platform for desks, rooms, billing and guest passes, and many add a community app or a newsletter tool. Products such as Nexudus and Optix are widely used for flexible workspace management. The retention app should read membership status and booking history from that system and send messages through the channels the space already uses.
Where no integration exists, the team can work from a daily export of memberships and bookings, and we would confirm that gap during the scoping call. Billing stays in the membership platform. The retention app focuses on the messages, content and repeat purchases it prompts.
What you get
Key features
Community updates
Members see events, workshops and member news, filtered by the spaces they use most.
Meeting room credits
Members top up room credits in a tap, with their balance and most-booked rooms shown first.
Renewal reminders
Reminders arrive before a membership renews, with the plan details and a simple way to change the plan.
Guest pass repeats
Members can buy guest passes again quickly, with the last purchase already selected.
Clear opt-in choices
Each member chooses email, text or the app, and the consent record stays attached to the profile.
04
Renewal timing and the membership calendar
Coworking demand follows the calendar. January and September bring new members and tours, while the weeks around major holidays bring cancellations and quiet desks. Renewals cluster around each membership's start date, so reminders should follow that anniversary rather than one company-wide date.
The app should also adjust its content to the season. Winter might focus on productive routines and community events, while summer can lead with flexible day passes and outdoor areas if you have them. Quiet months call for different offers than busy ones, so the messages should match the calendar.
- Renewal reminders timed from each member's start date
- Day-pass offers in the quieter weeks around holidays
- Community event updates matched to the busiest months
- A limit on how many messages a member receives each week
05
What moves the cost of a member app
Cost depends on how many locations feed the app, how many membership systems you connect and how many message types you plan to run. Each content series needs writing and upkeep, so we would begin with a small set of templates. Pricing for this build starts at $4,500, and the scoping call fixes the final figure in writing.
Scope stays contained when the first release covers follow-ups, community updates and credit top-ups. Referral rewards and loyalty points can follow once the team has seen which messages get opened and used. Keep the content calendar realistic, so the marketing team can sustain it.
06
Getting members to use the app from day one
Members adopt an app when the front desk points to it. Put a QR code by the reception desk and on the meeting room booking screen, and mention the app when a member renews or books a room. Staff should be able to explain what the app does in one sentence, since they are the first people members ask.
Start with one location, and let the community manager test the messages on a small group of members before the wider list. Watch which messages get opened and which get ignored, then adjust. Share early results with the team so the front desk can help the next group of members.
- Add a QR code at reception and on the room booking screen
- Mention the app at renewal and at every room booking
- Pilot messages with a small group before the full list
- Share early open and reply rates with the front desk
Can we message day-pass guests after they leave?+
Yes, within the consent rules. A guest who has agreed to hear from you receives a single follow-up after the visit, along with a clear option to stop. We would confirm the wording and the opt-in source with your counsel before the first message goes out.
Will this help us convert day-pass guests into members?+
It can help with the follow-up, which is the step most often skipped. The app shares useful content and a relevant offer after the visit, and it records what happens next. Conversion results should be compared with the same location before launch.
How do members buy meeting room credits?+
Members open the app, choose a credit pack and pay through your billing provider, which keeps card details out of our systems. The credit is added to the member's balance when the payment clears, and the booking tool reflects it straight away.
Do we still need our newsletter?+
Probably yes, for broad updates. The app is better for targeted messages, such as a renewal reminder for one member or an event for the people who attend that type of event. Both can draw on the same content library, so the team writes once.
What should we track first?+
Track renewals completed on time, the share of day-pass guests who return within a set period and the number of credit top-ups made through the app. Compare those numbers with the same locations before launch to see what the app changed.
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Let's make it happen
Keep members renewing and guests coming back
Share your membership plans and booking tool on a free call, and we will put scope and price in writing before work begins.