Case Study
Singular Cowork
Administrative tasks were bogging down Singular Cowork, until they started using Cobot. Now they integrate with the leading payment, accounting, and automation tools.
From community manager to owner
Arnau was a member of Singular Cowork in Barcelona, Spain. As a former manager, he decided to leave the business and was then offered an excellent opportunity to take over and run the space.
Eight years later, after many challenges such as renovation, rebranding, and the pandemic, their community became much more international. That’s when the space adopted Cobot to streamline its operations to leave more time for community development.
Challenge
Arnau faced several challenges. One key issue was that he wanted to drastically reduce time spent on administrative tasks. Arnau needed to dedicate less time to invoicing and charging members, get paid faster, increase booking revenue, and centralize their operations to increase their organization and efficiency.
"We switched to Cobot for several reasons but two of them stood out. Cobot looks simple but that eases in the complexity and power of the system, and lets you interact with the parts that you actually need. I highly encourage managers to explore the add-ons section."
"The second reason we chose Cobot is for financial peace of mind. Cobot charges us by active member. This means that we can know in a very easy way how much are we going to be charged without surprises since we are not charged by day passes or anyone who does not have a recurring membership."
Solution
The first step to solve these challenges was connecting Cobot to Stripe. This reduced the admin time drastically to almost zero, freeing up time to spend elsewhere.
Now, money hits their account about 5 days earlier on average. Additionally, delayed payments have been reduced by 50%.
The process of invoicing, charging, and checking the bank accounts took approximately two full days of work using the old system. Investing in Cobot and Stripe allowed the manager to recover 10% of their time every month.
Their meeting room setup had unlimited use by members, with the expectation that members were using it fairly. With the Cobot implementation "fair use" has been defined in order to protect most members (the ones doing actual fair use) and to prevent misuse. It has the added benefit of laying the groundwork to offer meeting rooms to rent to visitors.
Cobot has become the heart of the admin system of the space. All the important documents are uploaded or linked to Cobot, making administrative stress a thing of the past.
Advice
"Implementing software like Cobot is a journey itself. The technical part of it is just 30% of the effort. The remaining 70% has more to do with how you redefine your processes to streamline your processes, and taking advantage of the automatization Cobot has to offer, and also the communication to the space members about what's going on."
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