Before they move in
- Confirm the offer in writing. Space, seats, monthly rent, deposit, start date, lock-in and notice period, in one short message or proposal. Most disputes later come from something agreed only on the phone.
- Collect KYC. For a company: the certificate of incorporation or GST certificate, and the signatory's ID. For an individual: an ID and address proof. Store them privately, never in a WhatsApp group.
- Sign the agreement. A leave and licence agreement for cabins; a simpler membership agreement for desks and virtual office. E-signing saves a visit and gives both sides a copy instantly. See our leave and licence checklist.
- Take the deposit and first month's rent and send a receipt for each, separately. Deposits are refundable and should never look like rent on paper.
- Capture billing details. The exact legal name, address and GSTIN (if any) for invoices, and who should receive them. Getting this right before the first invoice saves a correction every month after.
Day one
- Cabin ready and checked: clean, furniture complete, lights, AC and sockets tested, nameplate up.
- Access: keys or access cards handed over and recorded against the member.
- Wi-Fi: network name and password given, and a device tested in their cabin, not at reception.
- A ten-minute walk-through: pantry, washrooms, meeting rooms, printer, fire exits, and who to call after hours.
- House rules in writing: working hours, visitors, meeting room booking, noise, parking, couriers.
- The member app or portal: show them how to book a room, raise a complaint and see their invoices. Members who use it on day one keep using it.
- Introduce them to two or three members they might work with. In a coworking space, the community is part of what they pay for.
The first week
- Day 3 check-in. One message: "Is everything working as it should?" Fix whatever comes back the same day.
- Visitor and booking habits. Make sure their guests are being logged and their room bookings are showing correctly.
- First invoice preview. If the first full month is close, send the invoice early with a note so the format surprises nobody.
Write it down once
Keep this list as a template and tick it off for every new member, with the date and who did each step. When a member leaves months later, you will know exactly what was handed over, what the deposit was and what was agreed.
In Coworking OS, the proposal, e-signed agreement, deposit and receipts sit on the member's record, the member app handles room bookings and complaints from day one, and the front desk log covers visitors and parcels. The walk-through and the day-3 message are still yours.
The checklist
- Offer in writing · KYC · agreement signed · deposit and first rent with separate receipts · billing details and GSTIN.
- Cabin checked · keys or cards recorded · Wi-Fi tested in the cabin · walk-through · house rules · member app shown · introductions.
- Day-3 check-in · visitors and bookings working · first invoice previewed.