XXL Spaceshare x CodeSpace — Workspace Hospitality Management System (WHMS)
CodeSpace built a Workspace Hospitality Management System for XXL Spaceshare, streamlining space bookings, member management, visitor check-in, billing, and facility operations into a single platform for their coworking and event spaces.
Executive Summary
Running a modern coworking and event space demands more than just physical infrastructure — it requires a digital backbone that handles bookings, member management, visitor access, billing, and facility coordination with precision.
XXL Spaceshare partnered with CodeSpace to develop a purpose-built Workspace Hospitality Management System (WHMS) that unifies all operational touchpoints into a single, connected platform — enabling the team to deliver a seamless experience for members, visitors, and event organisers alike.
The Challenge
As XXL Spaceshare scaled its offerings, managing operations manually across disconnected tools created friction for both staff and members. Key challenges included:
1. Fragmented booking management
Room and desk reservations were handled through separate tools, leading to double-bookings and scheduling conflicts.
2. Manual member onboarding
Signing up new members, issuing access, and managing plan upgrades or renewals relied heavily on manual coordination.
3. Inconsistent visitor check-in
Walk-in visitors and event attendees had no structured check-in process, creating security and capacity tracking gaps.
4. Billing and invoicing inefficiencies
Generating accurate invoices for different membership tiers, add-ons, and ad-hoc bookings was time-consuming and prone to errors.
5. Limited operational visibility
Management had no consolidated view of space utilisation, revenue, or member activity across the facility.
The Solution: Workspace Hospitality Management System (WHMS)
CodeSpace designed and developed a fully integrated WHMS tailored to XXL Spaceshare's operational model and hospitality standards.
1. Space and room booking engine
A real-time booking system for desks, private offices, meeting rooms, and event spaces — with live availability, conflict prevention, and booking confirmations.
2. Member lifecycle management
End-to-end digital onboarding for new members including plan selection, contract signing, access provisioning, and renewal management — all within the platform.
3. Visitor and check-in management
Structured visitor registration and QR-based check-in workflows for walk-in guests and event attendees, with real-time occupancy tracking.
4. Automated billing and invoicing
The system auto-generates invoices based on membership plans, booking usage, and add-on services — with integrated payment tracking and overdue notifications.
5. Facilities and amenity management
Track facility availability, maintenance schedules, and amenity requests to ensure consistent service quality across the space.
6. Operations dashboard and reporting
A centralised management dashboard providing real-time visibility into space utilisation, member activity, revenue performance, and booking trends.
Business Impact
Eliminated booking conflicts
Real-time availability and conflict detection removed double-bookings across all space types.
Faster member onboarding
Digital workflows reduced the time required to onboard new members from days to minutes.
Improved member experience
Self-service booking and account management reduced friction for members and inbound queries for staff.
Stronger revenue visibility
Integrated billing and reporting gave management a clear, real-time picture of revenue and outstanding balances.
Scalable for multi-location growth
The platform is built to support additional locations and space configurations as XXL Spaceshare expands its footprint.
Conclusion
Through its partnership with CodeSpace, XXL Spaceshare transformed its operational model with a fully integrated Workspace Hospitality Management System that delivers a premium, frictionless experience for members and visitors — while giving the team the tools and visibility to run the space with confidence.
The WHMS positions XXL Spaceshare to scale its hospitality-first approach across new locations without increasing administrative complexity.
