What We’ve Learned from Office Managers in Coworking Spaces—and How We’re Helping

At Nexkey, we spend a lot of time talking with coworking space managers. And over the years, we’ve heard the same stories again and again—stories of frustration, lost time, and daily fire drills… all tied to one thing: access control.

Whether they’re managing a space with physical keys or relying on key cards and fobs, we understand the challenges because we’ve helped solve them. We’ve seen firsthand how outdated access systems can slow down operations, create friction for members, and put unnecessary pressure on the people who keep everything running.

If you’re an office manager in a coworking space, chances are you’ve faced these same headaches. Let’s talk about the real-world challenges—and how Nexkey helps make them disappear.

If You’re Still Managing Physical Keys…

We’ve worked with plenty of coworking spaces where keys are still part of everyday life. And if that’s you, we know what your day looks like.

Every time a new member signs up, you need to meet them in person, hand over a key, and hope they don’t lose it. When someone leaves the space, you have to track them down to get that key back—if they even remember to return it. And if one goes missing? You’re looking at expensive rekeying and worrying about security gaps in the meantime.

One office manager told us they kept a spreadsheet just to track which keys had been handed out—and spent hours chasing people down when it was time to collect them. It wasn’t sustainable. It wasn’t secure. And it definitely wasn’t scalable.

With Nexkey, there are no physical keys to manage. Instead, access is tied to the one thing members never lose—their phone. You can grant or revoke access instantly, from anywhere. No key exchanges, no rekeying, no uncertainty about who still has access to what. Just a smarter way to manage your space.

If You’re Managing Key Cards or Fobs…

We’ve also seen coworking spaces try to modernize by switching from metal keys to key cards or fobs—and while it’s a step forward, it often creates a whole new set of problems.

Office managers end up maintaining drawers full of cards and fobs, constantly programming and reprogramming them for new members. If one gets lost (and they always do), you’re stuck deactivating it and issuing a replacement. It’s still manual, it’s still time-consuming, and it still takes you away from the work you actually care about.

One community manager told us they spent over 10 hours a week just managing card access—handling reissues, updates, and dealing with hardware glitches. It was supposed to be easier than keys. But it still created daily friction.

Nexkey eliminates cards and fobs entirely. Members unlock doors using their phones via Bluetooth. No swiping, no scanning, no carrying extra gear. And as the manager, you manage everything from one dashboard—no more juggling credentials, hardware, or spreadsheets.

More Control, Less Overhead

Regardless of what your current system looks like—metal keys, key cards, or a mix of both—the real issue is time and control. You’re constantly pulled into small operational tasks that take up hours of your week.

Nexkey gives that time back to you.

Need to give a new member access to shared desks, but restrict them from private offices? Done in seconds. Want to set time-based access for event guests, cleaners, or contractors? You can do that too. Everything is fast, intuitive, and remote—no more in-person handoffs or last-minute scrambles.

And if a member leaves unexpectedly? You can revoke their access instantly. No more chasing them down for a key—or wondering if they still have one.

Your Members Will Feel the Difference Too

What office managers tell us after switching to Nexkey is that their members notice the change right away. Doors just work. Onboarding is smoother. Access is seamless. And members appreciate not needing to carry around cards or check in with the front desk to get into a meeting room.

It's a better experience for them—and less stress for you.

Designed to Scale as You Grow

Whether you’re running a single coworking space or expanding to multiple locations, Nexkey scales effortlessly with you. You can manage everything from one place, replicate permissions across sites, and stay in full control—without adding more to your plate.

We’ve seen coworking operators go from overwhelmed to empowered in just a few days of switching to Nexkey.

We Know Your Role Isn’t Easy—But Your Access System Should Be

We built Nexkey with you in mind. We’ve worked with office managers across the country, and we understand the daily demands you face. You shouldn’t have to waste time tracking keys or troubleshooting card readers. You should be focused on creating a thriving, welcoming community—not being stuck managing doors.

If you’re ready for an access system that actually supports the way you work, we’re here to help.

👉 Talk to our team or request a demo today.

Let’s make access control the easiest part of your job.