The verdict in three sentences
For a network of 4 coworking spaces with 650 members and 38 meeting rooms, off-the-shelf management software at EUR 3 to 6 per member per month quickly reaches EUR 23,400 to 46,800 a year, without always supporting the locks you already have. A custom app is justified when you want one experience to book, enter and pay, with your own credit, pricing and access rules per space. The project takes 3 to 4 months, provided you choose the access control hardware early, because it drives the integration work.
What the app must do, journey by journey
Coworking members now expect the same smoothness as a banking app. Three journeys concentrate most of the value and the friction: booking a room, getting into the building and receiving a correct invoice.
| Journey | Typical current situation | Target with the app | Measurable gain |
|---|---|---|---|
| Booking a meeting room | Shared calendar and email to reception | Mobile booking in 3 taps, credits deducted | 10 to 15% higher occupancy |
| Cancellations and no-shows | Rooms blocked with nobody inside | Automatic release after 15 min without check-in | 1 to 2 slots recovered per room per week |
| Entering the space | RFID badge handed out manually | Mobile badge or QR code, rights per plan | 20 to 30 min of front desk time saved per new member |
| Access to locked rooms | Key at reception | Lock opens during the booked slot | Front desk freed in evenings and weekends |
| Monthly billing | Excel export and manual invoices | Direct debit and automatic invoices on the 1st | 3 to 4 accounting days saved per month |
| Multi-site members | Case-by-case handling | Network plan valid in all 4 spaces | New product to sell |
The automatic release rule is often the most profitable feature. Across 38 rooms, recovering one 2-hour slot per room per week at EUR 25 an hour represents nearly EUR 99,000 of sellable capacity a year, even if only part of it is actually rented.
Market software or custom app: the 2026 comparison
Specialised coworking platforms are solid and quick to deploy. Their limits show when the network has locks from an unsupported brand, unusual credit rules or a strong brand ambition for the app.
| Criterion | Off-the-shelf coworking software | Kolonell custom app |
|---|---|---|
| Upfront cost | EUR 0 to 3,000 setup | 2,500,000 to 15,000,000+ FCFA (EUR 3,810 to 22,870+) depending on complexity |
| Recurring cost for 650 members | EUR 3 to 6 per member per month, so EUR 23,400 to 46,800 a year | Maintenance 35,000 / 75,000 / 120,000 FCFA a month (EUR 53 / 114 / 183), hosting on quotation |
| Locks and badges | List of supported brands | API integration with your hardware |
| Credit and pricing rules | Predefined models | Your rules: off-peak hours, credits shared per company |
| Payments | Stripe or GoCardless depending on vendor | Stripe or direct debit, your choice |
| Branded app | Often a paid option | Included by design |
| Timeline | 2 to 6 weeks | 3 to 4 months |
Access hardware remains a separate line in both cases. As a 2026 ballpark, a connected lock for an interior door costs EUR 250 to 600 installed, and a badge reader for a main entrance EUR 800 to 1,500. Check that your manufacturer exposes a documented API before signing.
Architecture and watch points
The app rests on four building blocks: a web and mobile member area, a back office for each site's team, a booking engine with credit management, and a connector to the access control platform. Billing can rely on Stripe Billing to avoid rebuilding subscriptions, credit notes and dunning.
Three factors move the quote: the number of lock models to integrate, company accounts with several users and a shared credit cap, and migration of current contracts. On privacy, entry logs are personal data under GDPR: set a short retention period, for example 3 months, and inform members. Interface languages are set in the quote.
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Julien founded a network of 4 coworking spaces in Nantes with 650 members. Market software at EUR 5 per member per month would cost him EUR 39,000 a year, or EUR 117,000 over three years, with uncertain support for his existing locks.
A high-complexity custom app (booking, credits, access, billing) falls between 7,000,000 and 15,000,000 FCFA (EUR 10,670 to 22,870). Adding Standard maintenance at 75,000 FCFA a month (EUR 114), about EUR 4,100 over three years, the total is in the range of EUR 14,800 to 27,000 excluding hosting. If automatic room release lifts occupancy from 45% to 50% on 38 rooms open 50 hours a week, with average cash actually collected of EUR 15 an hour after included credits, the potential additional revenue is about EUR 74,100 a year (38 x 50 x 5% x 15 x 52). Even at the high end, the tool would pay for itself within five months of that gain.
FAQ
Can we keep our current RFID badges?
Often yes, if the access controller offers an API or SDK. We check compatibility on a test kit before development, in 1 to 2 weeks.
Do we need a native mobile app?
Not necessarily: an installable web app (PWA) is enough to book and pay. A Bluetooth or NFC mobile badge may require a native app depending on the hardware, which is priced on quotation.
How do we handle companies with 10 employee members?
A company account holds the contract, an admin invites employees and a shared credit cap is set. One monthly invoice is issued per company.
What is a realistic timeline?
3 to 4 months for booking, access and billing, including 2 to 3 weeks of testing in a single space. Roll-out to all 4 sites then takes 2 weeks.
What happens if the network goes down?
Access controllers keep the list of authorised badges locally and keep working. Bookings remain viewable offline on the member's phone.
Let's scope your project. Tell us about your spaces, membership plans and access hardware, and we will propose a scope, a 3 to 4 month plan and a reasoned comparison with market software. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
