This co-working space booking management system runs six buildings, 24 floors, 1,824 sellable seats and 360 bookable units from one browser tab. Setup writes 14,472 rows across 29 tables, so the estate is already populated the first time you sign in: 90 companies, 380 members, 24 membership plans, 520 contracts, 414 access cards, 60 community events and 420 maintenance tickets, plus thousands of bookings, invoices, receipts and check-ins. Every headline figure is derived from those transaction tables, never typed into a summary cell. It is a Google Apps Script web app: your data lives in a Google Sheet you own, there is no server to rent, no per-seat subscription and no lock-in. Seven roles, 31 permission-guarded modules and 18 operating reports are already built. Try the live demo below before you buy – full source included, yours to change.Co-working Space Booking Management System Web App
Try the Live Demo – No Purchase Needed
Open the deployed app, sign in with any role below and click through the real thing. Sign in as Facilities to watch every rate, contract value and invoice total disappear from the screen – that is the server stripping money out of the payload, not CSS hiding it.
Demo sign-in details
| Role | User name | Password | What it reaches |
|---|---|---|---|
| Admin | admin | Admin@2026 | Everything, plus users, lists, settings, audit log and the archive |
| Community Manager | community | Community@2026 | Every operational and money module, approvals, all 18 reports |
| Location Manager | locmgr | Location@2026 | One location inventory, members, bookings, tickets and reports |
| Front Desk | frontdesk | Reception@2026 | Members, visitors, day passes, check-in, cards, mail and tickets |
| Sales | sales | Sales@2026 | Companies, members, plans and contracts; invoices read-only |
| Accounts | accounts | Accounts@2026 | Invoices, payments, credit notes, expenses and the billing run |
| Facilities | facilities | Facility@2026 | Inventory, amenities, tickets, check-ins – money switched off |
These credentials are public by design. They are the seeded logins of a shared demo that resets, not of a customer deployment. Your own copy ships with the same seeds and the sign-in card tells you to change all seven before anyone else signs in.
Key Features of the Co-working Space Booking Management System
- Server-side clash detection. Every reservation is checked against every other confirmed booking for that unit. An overlapping start or end time is refused and the clashing booking reference is named back to you.Co-working Space Booking Management System Web App
- Price is never typed. A booking is priced from the workspace rate card for its duration; a contract is priced from the membership plan less the negotiated discount, plus tax. The pro-rata line is shown before you save.Co-working Space Booking Management System Web App
- Meeting room credits are real money. An 82-wallet ledger where the balance always equals granted minus consumed plus adjustments – 15,160 hours granted, 8,538 consumed, 6,647 closing, reconciled on screen.Co-working Space Booking Management System Web App
- Occupancy is derived, never entered. Desk occupancy comes from live contracts against capacity; the headcount for today comes from open check-in records. The 81.3% and the 152 people in the building are computed, not maintained.
- Seven roles, 31 guarded modules. One permission map builds the sidebar and is re-checked by the server on every endpoint, so nothing leaks through the browser. One role is money-blind at the payload level.
- Eighteen operating reports across Space, Money, Community, Operations and Facilities, each with a date window, a location filter, print, and CSV or Excel export.Co-working Space Booking Management System Web App
- Copy-first database archive. A full copy of the live spreadsheet is written to Drive before a single closed row is trimmed. Master tables and every open contract, booking, ticket and unpaid invoice stay put.Co-working Space Booking Management System Web App
- Print-ready at three sizes – 3 inch for day pass slips, visitor badges and mail slips, 4 inch for counter slips, A4 for contracts, tax invoices, credit notes and every report.
What Is Inside the Co-working Space Booking Management System Web App
Thirty-one modules, grouped exactly as the sidebar groups them:
- Space – Locations and Floors (6 buildings, 24 floors, 1,824 seats, 30 meeting rooms), Workspace Inventory (360 units on a colour-coded floor plan board: available, occupied, reserved, under maintenance), Amenities (42 on offer, 28 chargeable, 14 free, priced per month, per page, per booking or per head).Co-working Space Booking Management System Web App
- Community – Companies (90 accounts with credit terms and discount %), Members (380 on the books, 326 active), Membership Plans (24 in the price book, from a Rs 3,750 Five Day Pass Bundle to a Rs 1,62,000 Dedicated Desk Plus Annual), Contracts (520 records – activate, renew, give notice, terminate or change plan).Co-working Space Booking Management System Web App
- Operations – Room Bookings (thousands of seeded reservations), Booking Calendar (day grid coloured confirmed, requested, checked in, completed and cancelled), Day Passes (single, half day, weekly and bundles, with entries left), Check-In and Occupancy, Meeting Room Credits.Co-working Space Booking Management System Web App
- Front Desk – Visitors with badges and an arrivals board, Access Cards (414 on record, with deposits, expiry, lost or blocked), Mail and Parcels with shelf locations and unclaimed ageing, Community Events (60 events with attendance, feedback and cost recovered from sponsors).Co-working Space Booking Management System Web App
- Finance – Invoices with a monthly billing run and an ageing bucket chart, Payments across six modes with on-account advances, Credit Notes for billing errors, cancellations, deposit refunds and goodwill, Expenses across 16 categories.
- Facilities – Maintenance tickets with SLA tracking and satisfaction scoring, Documents registering every file in the Drive folder tree against its record.Co-working Space Booking Management System Web App
- Administration – User Management with a Roles and Permissions grid, List Management (45 lists, 271 values, all editable), Settings, Audit Log, Database Archive.
Co-working Space Booking Management System vs. Spreadsheets vs. Paid Coworking SaaS – Where This Fits
| This web app | Shared spreadsheet | Paid coworking SaaS | |
|---|---|---|---|
| Cost | One payment, 39.99 | Free | Typically 100-400 a month per location |
| Platform | Google Apps Script and Google Sheets | Google Sheets or Excel | Vendor cloud |
| Setup time | 15-30 minutes, seeded database included | Immediate, then months of patching | Days, plus onboarding calls |
| Real-time team collaboration | Yes, seven roles at once | Yes, but no role separation | Yes |
| Mobile access | Yes, browser based | Yes | Yes, native apps |
| Customizable fields | Full source, schema driven, setup repairs itself | Unlimited but unguarded | Vendor roadmap only |
| Share with link | Yes, you control who signs in | Yes, all-or-nothing | Per-seat licences |
| Year-1 cost at 5 users | 39.99 once | 0 | 1,200-4,800 |
| Double-booking prevention | Server-side, refuses the clash | None | Yes |
| Who owns the data | You, in your own Drive | You | The vendor |
Who This Template Is For – and Who It Is Not For
Built for: independent co-working operators running one to ten buildings; managed-office and business-centre teams juggling hot desks, dedicated bays, private cabins and virtual office plans; incubators and accelerators billing resident startups monthly; a facilities team that needs an occupancy number nobody has to hand-maintain.
Not for you if: you need a payment gateway – this records receipts against invoices, it does not take card payments; you need door hardware to open on a badge scan – access cards are tracked as records, not wired to a controller; you need a public self-service booking portal open to the internet – every user signs in with an account your administrator issues; you need statutory accounting – it produces GST-formatted tax invoices, but it is not your books of account and does not file returns.
How to Use the Co-working Space Booking Management System
- Try the live demo first. Sign in as Admin, then as Facilities, and see how far the role map goes before you spend anything.
- Deploy your own copy. Create a project at script.new, paste Code.cs.txt into Code.gs, add an HTML file named exactly Index and paste Index.txt into it, then deploy as a web app with Execute as: Me and Who has access: Anyone.
- Build the database. Press “Build the database now” on the sign-in card, or run
setupfrom the editor. It seeds roughly fifteen thousand rows and resumes itself if Google stops the run at its execution limit. - Change all seven passwords. Sign in as admin, open User Management and reset every account. Passwords are stored as salted SHA-256 hashes and cannot be read back out of the sheet.
- Set your own reality in Settings. Operator name, registered address, GSTIN and PAN, currency, time zone, date format, tax rate and the INV, RCP and CN number prefixes.
- Load your estate. Locations and floors, then workspace units, then amenities and plans – the Import wizard and CSV templates are in Settings. Contracts and bookings price themselves from there.
- Run the month. Monthly billing run on the Invoices page, allocate receipts on Payments, then print or export any of the 18 reports.
Real-World Use Cases
Neha runs six FlexSpace buildings from Bengaluru. She opens the dashboard, sees Koramangala at 87.5% and Kalyani Nagar at 74.0%, and moves the next enterprise enquiry to Pune before a salesperson promises a cabin that does not exist. The contracts-expiring panel tells her 76 contracts worth Rs 34.39 L a month renew inside 45 days.
Rahul is on the front desk in Koramangala. A walk-in wants a hot desk for the day; he sells a day pass at the counter, the pass creates its own check-in record, and the visitor gets a badge with a shelf-numbered mail slot. He never opens a spreadsheet.
Sanjay in Accounts closes August. The billing run previews every contract for the period and refuses to bill the same one twice. He raises 327 invoices, collects 88.5% of what was billed, and works the ageing chart – Rs 33.21 L sitting in the 1-30 day bucket, 34 invoices past due.
Frequently Asked Questions
Can I try it before buying?
Yes. The live demo above is the real deployed app with all seven roles. Sign in, create a booking, watch the server refuse an overlapping slot, then sign in as Facilities and confirm the money really is gone from the payload.
Do I need a server or a monthly subscription?
No. It runs on Google Apps Script inside your own Google account. The database is a Google Sheet in a Drive folder you control, and the only ongoing cost is the Google account you already have.
Can it stop two people booking the same meeting room?
Yes, and that check runs on the server, not in the browser. An overlapping start or end time for the same unit is refused, and the booking that is in the way is named in the error.
Does it process card payments?
No. It records payments – amount, mode, reference, what invoice the receipt was allocated against and what is still on account. There is no payment gateway and no card data ever touches it.
Can I hide rates and revenue from some staff?
Yes. The Facilities role ships money-blind: rates, contract values, invoice totals, revenue and margins are stripped from the payload on the server before it reaches the browser, so they cannot be recovered by editing the page. You can set the same for any role in the Roles and Permissions grid.
Will the check-in log grow forever?
No. The Database Archive copies the whole spreadsheet to Drive first, then trims only closed rows past a cutoff you choose. Master tables and every open contract, booking, ticket and unpaid invoice are never touched, and lifetime billed value rolls into a brought-forward column so historic totals do not move.
Can I add my own fields?
Yes. The full source ships in the ZIP. The setup routine is schema driven – add a column to SCHEMA, run setup again, and it creates the column without duplicating any seeded data.
About the Author
Built by PK – Microsoft Certified Professional with 15+ years of Excel, Google Sheets, and Power BI experience. Founder of NextGenTemplates, reaching 300K+ subscribers across YouTube channels. Every template is hand-built and tested before release.
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Ready to run every building, every desk and every booking from one place? Add the co-working space booking management system to your cart, download the ZIP, and have your own copy deployed inside half an hour. Full source, no subscription, your data in your own Google account.
Last updated: 09 September 2026.
