If you’ve been searching for the perfect app to manage your coworking or flex space, we might have just found it for you.
With features ranging from automated scheduling and booking to a designated in-app marketplace for selling products, Optix has thought of it all. It’s an all-in-one, mobile-first solution for any size coworking space.
And the best part? It’s built to scale as you grow.
Optix: The Good and the Bad
We’ll be honest—it was difficult to find anything not to like about Optix. Sure, it’s a bit spendy, but you get an incredible amount of features for what you pay for. You’ll be impressed with what it does to make running a coworking or flex space nearly all hands off.
Plus, it offers a variety of customization options, as well as the ability to personalize individual interactions and messaging with your customers. Our favorite part, though? It focuses on doing what all coworking spaces should want to get right: creating a feeling of community amongst its members.
What Optix Is Good At
All-In-One Coworking and Flex-Space Software: As an all-in-one solution, Optix brings together everything you need to operate a thriving coworking or flexible workspace. Its beauty lies in the comprehensive functionality united under one roof.
Central to Optix is seamless management of your space to align with how modern professionals want to work: with flexibility and autonomy.
Members can book spaces, report issues, access amenities, join events, message staff, and more through a single app tailored to users’ needs. And as the operator, Optix provides you with real-time visibility and management capabilities in one intuitive dashboard.
You’ll love that Optix users can not only book meeting rooms or desks with ease, but also flag any problems like equipment failures or WiFi outages directly to your team—all in the app.
The unified dashboard offers at-a-glance insight into member check-ins, space usage, sales, and more to inform smarter decisions. For multi-location businesses, Optix enables managing all workspaces from one platform—sharing news, events, and updates organization-wide in just clicks.
And the beauty of Optix goes beyond sheer functionality. Both operator tools and member apps showcase thoughtful design that makes using the platform enjoyable while also productive.
It brings harmony to the experience for members, staff, and ownership alike. For any operation seeking a truly all-inclusive management system, Optix offers an elevated approach.
Automation for Autopilot: One of Optix’s strongest advantages is that it provides an automated coworking space that practically runs itself. The software takes care of tedious tasks so you can focus on high-value priorities.
Optix shines at turning day-to-day operations into a hands-off endeavor. Automated notifications for upcoming payments, late invoices, and other member communications save massive time compared to manual outreach. You can customize triggers to match your business needs without the hassle.
For desk and office bookings, automated check-ins based on scheduled times eliminate the need to manually track arrivals. Optix confirms when members have entered the space based on their check-in in the mobile app.
Payment automation means you spend less time reconciling invoices or following up on collections. Optix can charge members automatically based on their membership plans. Late notices and reminders also happen automatically on your set schedule.
Beyond the time savings, built-in automations also minimize the potential for human error that comes with doing tasks manually. When processes are systematized appropriately, there’s less room for mistakes or oversights to happen.
Scheduling and Booking: One of the platform’s biggest advantages is that members can self-book workspaces directly in Optix’s mobile app. You define availability rules and pricing, while users handle reservations themselves.
Want to tailor booking experiences to your offerings? Set durations, cancellation policies, and pricing separately for desks, offices, meeting rooms, equipment rentals, and more. Optix keeps the complexity of scheduling organized behind the scenes.
You’ll appreciate that you can even schedule access to specialty resources beyond just spaces. If you offer podcasting studios, gaming setups, or other niche equipment, members can book time slots for those directly.
For meeting rooms, real-time availability visibility lets users easily find open slots that fit their needs and budget. Optix reduces double-bookings and confusion when rooms can be reserved instantly in the app.
Over time, the software’s smart room sorting learns member preferences to recommend their favorite spaces automatically. You can also assign certain desks or offices to VIP members to provide customized experiences.
Personalize the Customer Experience: Beyond efficient operations, Optix empowers workspace owners to provide tailored experiences that deepen customer relationships over time. Personalization tools help you engage users in more meaningful ways.
The Optix CRM features allow capturing detailed profiles during onboarding to understand member needs. You can then segment users into groups for targeted messaging that resonates.
Custom tags make personalization smooth by letting you annotate profiles with unique properties like birthday, occupation, interests and more. You can then craft campaigns catered to entrepreneurs, creatives, remote workers, and other professions based on their tags.
For real individualization, the notes feature enables jotting down specifics like favorite rooms or amenities for each member. Making notes visible across your team helps provide VIP treatment consistently.
A favorite feature is sure to be its in-app messaging, which fosters community engagement among users for a personalized feel. In-app messaging brings users together by enabling direct communication. You facilitate new connections and opportunities.
The Community Feed takes it a step further as an owned social platform where members share ideas, recommendations, and more. This shows you what users actually care about.
Grow Your Business: While Optix shines at streamlining day-to-day operations, it also provides growth-focused capabilities to help coworking spaces expand their customer base and revenue streams.
Easy-to-install web widgets allow capturing leads right from your website. Prospects can request tours, book spaces, sign up for memberships, and more without leaving your website—reducing friction drives conversions.
Optix even lets you customize booking, tour scheduling, and signup forms, and its templates are designed to convert visitors into leads with fewer steps. All submitted info feeds into your dashboard for follow up.
The Marketplace feature opens up cross-selling opportunities beyond your core offerings. You can create a “store” in the app to sell retail products like coffee, snacks, or swag. Bundling items into plans provides added value.
Making add-ons discoverable right in the app makes it easy for members to purchase items on the spot. You can build a diversified income stream without much added effort.
On the marketing side, the in-app event module raises visibility of happenings like workshops or socials—pushing events to users’ home screens makes attendance more likely while fostering community even further.
Customize Memberships: A standout aspect of Optix is the ability to fully customize membership packages and recurring plans tailored to your workspace’s offerings. The plans module lets you configure tiers that align with your business model, whether basic access or all-inclusive. You can define multiple packages to serve diverse needs.
Just use one of Optix’s membership templates to start and adjust specifics like pricing and inclusions for each plan as you go.
Plans can include typical components like desk time, meeting room passes, or full membership packages, but you can also get creative with “perks” like beverage credits, retail discounts, equipment access and more. The integrated Perks app lets you offer up discounts on amenities and services that display front and center in the mobile experience.
Offering free trial periods is another way to attract sign-ups. Optix lets you build trial offers right into any plan to get new members hooked from the start.
The ability to tailor plans and perks to your capabilities and audience is invaluable for converting and retaining members.
Billing and Payments: Optix provides the tools to simplify billing and payment processes for coworking space owners. Automation and integrations streamline everything from invoicing to collections.
With recurring autopay options, members can set and forget payments on plans or passes. This convenience helps with customer retention while ensuring on-time collections for your business.
You can configure automated invoices to go out on any schedule you choose, avoiding the hassle of manual generation. Custom payment reminders and late notices also reduce administrative tasks.
We love that the white-labeled mobile app enables secure in-app payments by members. Storing payment credentials makes future purchases a breeze.
For operators, in-app payments mean faster collection times and fewer excuses for late payments.
By removing the friction that is usually associated with payments, Optix eliminates payment-related headaches. Invoicing, reminders, visibility, and mobile payments enable smooth financial operations so you aren’t left chasing down another late payment.
Reporting and Analytics: Optix empowers data-driven management through robust analytics and reporting on key operational and financial metrics. The visibility enables optimizing everything from revenue to user preferences.
For finances, tools are included to track invoices, payments, and collections over any date range. You gain insight into which plans and offerings perform best to inform sales and marketing.
You’ll like that custom plan performance is measurable, revealing customer preferences. You can see which tiers attract users and adjust components or pricing accordingly over time.
Booking analytics provide a look into utilization rates, popular booking times, frequently requested spaces, and more. Heat maps visually display traffic patterns and hot spots in your workspace.
The ability to analyze cross-selling through your in-app marketplace reveals which add-ons resonate with users. You can double down on top sellers and reconsider slower movers.
An added perk is the ability to define custom filters and reporting parameters. This flexibility allows aligning data analysis to your unique KPIs for performance monitoring. Furthermore, these built-in filters let you quickly segment by paid/unpaid invoices or other criteria for follow-ups.
The platform delivers real-time visibility into transactions, making it easy to monitor status, and provides workspace owners with actionable data and insights to inform both operational and strategic decisions.
Optix’s Potential Drawbacks
A Mobile-First App: When evaluating Optix, it’s important to note the platform is built first and foremost as a mobile experience. While functional for operators, the desktop capabilities are currently more limited.
As a mobile-centric solution, Optix provides an outstanding app for members to handle bookings, payments, messaging, and other interactions on the go. The experience is intuitive and user-friendly.
However, operators relying heavily on web-based management may find the dashboard tools lack some sophistication compared to leading desktop platforms. The admin experience is streamlined but has room to expand.
For example, while handy widgets can be embedded on your website for bookings and signups, Optix currently lacks expansive integration or customization options for web properties.
Additionally, social media marketing and promotion capabilities are not deeply integrated as of now.
For many spaces, the mobile emphasis hits the sweet spot. But reliance on desktop management should be considered.
Some User Complaints: In reviewing Optix user feedback, a few common complaints stood out that are worth noting for those evaluating the platform.
A repeated criticism is that the admin mobile experience feels less optimized than the user experience side of the coin. Some administrators report frustration with dashboard tools and workflows that don’t function smoothly.
Another limitation cited is a lack of flexibility around booking and billing if you use external systems. Optix’s booking and plans features may not easily accommodate your custom billing workflows, which could potentially be an issue.
Some users also complain that invoice adjustment options are too rigid, making it difficult to edit invoices once generated. Additionally, several reviewers highlighted inflexible options for day pass use and limits on half-day or weekly pass configurations.
While Optix has core strengths, these issues illustrate potential areas of improvement for the platform.
Growing Pains: All young businesses experience growing pains. Optix is no exception.
Like many early-stage platforms, some users report integration and onboarding challenges as Optix refines processes and training. Complex custom setups can initially be a bit tricky.
Additionally, user feedback highlights opportunities to enhance features and capabilities. The team appears receptive to suggestions, actively improving based on reviews. This collaborative approach is a positive sign.
To date, Optix earns largely positive mobile app reviews, averaging 4.9 stars on iOS and 4.4 on Android.
Optix exemplifies the hallmarks of an ambitious startup gaining momentum but still maturing. Temporary growing pains are understandable for a young company with a visionary product. Their trajectory remains promising.
Optix Plans and Pricing
It would be remiss if we didn’t tell you that the very foundation of the Optix software is built around one thing: the white-labeled mobile app.
Without it, you still get the Optix usability and functionality, but it isn’t quite your “own.” And to get that feature, you’ll at least need to be on its Pro plan, and, of course, you’ll have to pay for it.
With that said, Optix offers three payment tiers mainly focused on the number of active users you have: the more members, the more you’re going to pay. But with all of the Optix plans, you get a 14-day trial to see if it fits what you are looking for. Even better, with each plan you get 1:1 white-glove onboarding. That’s not a bad promise.
Essentials Plan
Optix’s entry-level Essentials plan is an affordable option aimed at smaller coworking spaces and early-stage operators. At $159 per month billed annually, it delivers core features to manage a single location.
The Essentials tier supports up to 50 active members. This provides ample room to serve a thriving community in compact workspaces focused on individuals or small teams.
For member counts exceeding 50, overage fees apply at an additional $1.60 per member.
You’ll appreciate that Essentials still includes access to Optix’s full feature set—just scaled down for smaller spaces. Tools like analytics, Stripe payments, apps/integrations, CRM, booking, and more are available.
The plan also covers unlimited contacts and leads, allowing active marketing and pipeline management even at the starter tier. No need to worry about caps bogging down growth.
From a support standpoint, Essentials provides email and chat access to Optix’s team. You can get assistance with setup questions or issues. Phone is reserved for upper tiers.
Optix Essentials grants an affordable pathway for early-stage and compact coworking spaces to leverage its trusted platform. With robust features and fair overage rates, it’s an attractive option worth considering for many operators.
Pro Plan
Optix’s Pro plan is designed for established coworking spaces ready to scale operations. At $239 per month billed annually, it supports up to 100 active members at one location.
For businesses with greater capacity needs, the 100-member threshold provides plenty of room for large or fast-growing communities. The same overage rates still apply beyond the limit.
You’ll love that Pro unlocks multi-location management by letting you add extra locations for $79 monthly each. This enables seamlessly expanding your workspace portfolio from the Optix platform.
The Pro tier includes all Essentials features plus advanced options like API access for custom integrations and a staging environment to test changes. With the Pro plan, you also have the option to add on priority support access and a dedicated success manager.
An add-on worth highlighting at the Pro-plan level, is the ability to white-label Optix’s mobile app for $79 monthly. This puts your own branding on the member experience for a tailored look and feel.
Optix Pro gives growing coworking businesses more power plus the flexibility to scale up locations and customize the platform’s capabilities. For profitable spaces ready to elevate, it’s an attractive option.
Scale Plan
Optix’s Scale plan provides an elite tier for major coworking networks and franchise operators managing a vast footprint—pricing is customized based on your needs.
The key advantage of Scale is deeply integrated support and total customization across your locations. The platform conforms to how your business operates.
You’ll appreciate that reporting and integrations can be tailored to your workflows, priorities, and systems. Optix configures tools around you rather than the opposite.
For large networks, Scale allows selecting payment gateways based on regional provider preferences. You maintain flexibility across diverse geographies.
Extensive developer resources are included for API integration and shaping Optix’s capabilities to your tech environment. The platform becomes an extension of your infrastructure.
Scale also provides VIP-level support such as call-back assistance, a dedicated success manager, and priority response times. For complex deployments, high-touch service is invaluable.
An added perk is integrating the white-labeled mobile app by default across your properties for a consistent branded experience.
Optix’s Scale plan aims to provide enterprise chains and franchises with an optimized globally-capable platform customized to their needs. The high degree of flexibility and service is ideal for vast, complex organizations.
Final Thoughts
Optix is good at what it does—there’s no denying that. Depending on what you need, it can get a bit expensive, especially as you scale, but if you’re looking for a truly all-in-one app to manage your coworking or flex space, you won’t regret giving Optix a shot.
The combination of member-facing features, unified operator tools, and automation features reduce day-to-day administration tremendously while also enabling self-service experiences. It’s hard not to appreciate the hand-off potential that Optix provides.
Optix stands out through usability and harmonizing workflows for members, staff, and owners. For the right customer, it hits the sweet spot between ease of use and depth of features.
