Why a generic CRM does not fit

Most CRMs are built around a pipeline: a lead becomes an opportunity, an opportunity becomes a closed deal, and the record goes quiet. That shape is wrong for a workspace operator, because the interesting part of the relationship starts *after* the contract is signed and continues for years.

What you actually need to know about a tenant is operational. Which office are they in, and on which floor. When does their tenancy end. How many maintenance tickets have they raised this quarter. Are they booking meeting rooms. Do they owe you anything. How many keys are they holding.

A generic CRM stores none of that, so it gets stored somewhere else, and then the CRM is a list of names that nobody trusts.

One record, everything attached

In WorkHub a contact belongs to a company, and that company connects to:

  • the offices it occupies, and the floors they sit on
  • its tenancy — the term, the rent, the deposit, the end date
  • every ticket raised by its people
  • every booking it has made, at its tenant rate
  • every invoice raised against it, and what is outstanding
  • the keys issued to its staff, and who holds them

None of that is a separate lookup. Open the company and it is on the record.

The questions this makes answerable

The value shows up in the small questions that are currently a phone call or a spreadsheet:

  • Which tenant raises the most maintenance tickets, and what has that cost us?
  • Whose tenancy ends in the next quarter, and what are they paying now?
  • Who is still holding keys we have not had back?
  • Which tenants never book a meeting room — and is that an upsell or a warning?

Contacts, companies and contractors

Contractors live in the same place as tenants. That matters when you dispatch work: the contractor on a ticket is a real record with a history, not a name typed into a field, so you can see everything they have ever been sent and what it cost.

Getting your data in

Import companies and contacts from CSV. Map your columns once and WorkHub matches contacts to companies as it loads them, so you are not re-linking hundreds of records by hand afterwards.

Everything exports to CSV too. Your data stays yours, and there is no exit fee for taking it.

Communication history

Where a mailbox is piped into the service desk, tenant email threads onto the ticket and the contact rather than sitting in one person's inbox. When somebody is on holiday, the history is still where anybody can find it.

Who can see it

Access is per person. A cleaner does not see the CRM; a staff member can see contacts without seeing finance; a client admin sees everything. Tenants never see the dashboard at all — they get their own portal.

Where this sits

The CRM is one module of a connected platform rather than a product on its own. If you are looking at the wider picture, start with coworking management software, business centre management software or flexible workspace management software.