Software Development
Coworking Management Platform Scaling to 100+ Partner Locations
With the coworking network growing rapidly, the client needed more than a booking tool to keep locations, facilities, permissions, and operational data under control. Newwave Solutions built an integrated coworking management platform that brought together mobile reservations, facility administration, real time IoT occupancy updates, calendar synchronization, and performance analytics. Its layered management model enabled users, site managers, operating companies, and property owners to work with the information and controls suited to their responsibilities. The client expanded its partner network to more than 100 coworking locations, alongside a significant increase in app adoption.
- Industry
- Real Estate
- Service
- Software Development
- Team size
- 8 members
- Platform
- Web App
Client Context
The client operates coworking spaces in Japan and needed one platform to support both customer booking and daily facility management.
Users required an easier way to search locations, reserve spaces, manage bookings, and check facility availability. Meanwhile, site managers had to control shared facilities and reservation requests. Operating companies and property owners also needed broader visibility across multiple locations. Together, these needs called for a coworking management platform capable of supporting multiple stakeholder levels within one system.
Business Stakes
Coworking operations involved several workflows that had to stay coordinated within the same system. Facility availability needed to reflect real time sensor data, bookings had to remain synchronized across calendars, and four stakeholder groups required different levels of access and visibility. For the client, this meant the platform had to connect customer reservations with facility management and multi-level operational control without blurring responsibilities between roles.
Role complexity at scale
The platform served individual users, site managers, operating companies, and property owners across different management layers. Permissions had to keep each role within the right data scope, while the hierarchy needed to remain flexible with no fixed limit on management levels. This was essential for adding new locations and organizational structures without weakening access control or future scalability.
Stale facility availability
Seats, meeting rooms, and shared facilities could only be booked reliably when digital availability reflected actual on site usage. Large volumes of IoT sensor data therefore had to move through the system continuously. Delayed processing could create a gap between what users saw and what was truly available.
Cross calendar booking conflicts
Reservations had to remain consistent across the platform, Google Calendar, and Microsoft 365 Calendar, while working within each service’s API limits. Synchronization gaps could create conflicting data between systems.
Blind spots across locations
Site level information alone was not enough for a growing coworking network. Operating companies and property owners needed broader visibility into revenue, expenses, occupancy, and booking frequency to understand how locations were being used and manage the network with greater control.
Our Approach
The solution centered on two key design priorities: flexible multi level access and stable processing of high volume background data. Role based permissions were structured to support individual users, site managers, operating companies, and property owners across different management levels. At the same time, IoT sensor updates and calendar synchronization were separated from core business processing to reduce pressure on booking and management transactions. Together, these decisions helped the platform support multiple operational roles while keeping facility data, reservations, and external calendar information coordinated within the same system.
Technical Decisions
Risk Handling
As the platform connected more facilities and external calendars, data processing became a key delivery risk. IoT sensors continuously sent availability updates, while Google Calendar and Microsoft 365 Calendar required recurring synchronization. To protect booking performance, the team separated these background workloads from core transactions. Azure Service Bus queued sensor data, while Quartz Scheduler managed scheduled calendar synchronization. This architecture reduced processing pressure on booking and management operations, helping the platform remain responsive and handle growing IoT and calendar data volumes more reliably.
Collaboration Model
A 8 member team worked across analysis, management, backend, web, Android, and iOS under a fixed price model for over 12 months. With booking, facility data, permissions, IoT updates, and calendar synchronization closely connected, delivery required more than parallel feature development. The team coordinated these workflows as parts of one operating system, helping changes in one area remain aligned with the wider coworking experience. This structure supported a product serving both daily user interactions and increasingly complex management needs across multiple locations.
Product Outcomes
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Simplified Coworking Booking
Users could search locations, reserve facilities, manage upcoming bookings, review reservation history, and check current availability through the mobile application.
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Real Time Facility Availability
Integrated IoT sensors reported live usage of seats, meeting rooms, and equipment, so availability shown in the app reflected actual on site conditions before users booked.
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Centralized Facility Operations
Site managers could manage seats, meeting rooms, printers, and other shared facilities while reviewing, approving, or cancelling booking requests from the web CMS.
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Flexible Multi Level Management
Operating companies could organize locations across an expandable hierarchy with no fixed number of management levels. Role based permissions kept access aligned with each stakeholder’s data scope as the network grew.
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Broader Property Visibility
Owners could monitor revenue, expenses, occupancy, and booking frequency through centralized analytics, giving them a wider view of how locations and facilities were being used.
Business Impact
The platform gave the client a stronger digital foundation for expanding a coworking business without separating booking, facility management, and organizational control into disconnected systems. As more locations joined the network, the same platform could support additional users, facilities, and management layers while preserving operational visibility.
- 100+ partner locations: The client expanded its network of partner rental locations to more than 100.
- Growing app adoption: The number of application users increased significantly following the platform rollout.
- Scalable organizational control: Flexible hierarchy and permission management allowed new locations and management layers to be added without being constrained by a fixed structure.
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