If you are moving your coworking space from Coworks to OfficeRnD Flex, this article will guide you through the migration process smoothly. Whether you're consolidating multiple franchises or upgrading to a more scalable platform, OfficeRnD Flex supports flexible data import, setup tools, and member onboarding features designed to simplify the transition process.
By the end of this article, you will have fully migrated your data, configured your OfficeRnD portal, and prepared your members for a smooth go-live experience.
Summary: Key steps to complete your migration
Check your contract terms, assign a migration contact, and plan your go-live date.
Export all key reports from Coworks to retain all your data.
Format your data using the OfficeRnD templates and adjust any formatting issues.
Import your data manually or through a bulk upload.
Cancel all active Coworks memberships before your next billing cycle to avoid double-charging your members.
Set up your OfficeRnD Flex account, configure your branding, locations, and integrations.
Review your setup, fix common migration issues, and prepare to onboard your members.
1. Before you begin
Before starting the migration, several important steps must be taken. This helps ensure that your data transition is smooth and without delays.
Make sure you complete the following tasks:
Check your contract and cancellation terms with Coworks. Plan your migration to avoid overlapping billing cycles and double-charging members.
Assign a migration lead at your organization. This person should coordinate between Coworks, your internal team, and the OfficeRnD team.
Schedule a go-live date. We recommend choosing a quiet period in your business cycle for testing and onboarding.
Contact OfficeRnD Support. If you need any help, please contact our support team at [email protected].
2. Export your data from Coworks
To begin the migration, you must first export your key data from Coworks. This includes resources, plans, memberships, companies, members, bookings, and any other necessary items.
Go to the Reports tab in Coworks and download all your reports. Learn how to download reports in Coworks →
Members report – Includes name, email address, company, and assigned plan.
Teams report – Lists all teams in your community.
Leads and contacts reports – Optional, if you want to bring historical CRM data.
Active Memberships report – Contains plan start dates, types, and statuses.
Plans report – Shows pricing, descriptions, and plan structure.
Rooms and resources reports – Includes data on meeting rooms, desks, offices, and suites.
Bookings report – Export historical booking data to re-enter it in OfficeRnD.
Payouts and billing reports – Includes revenue, invoices, discounts, refunds, payment information, and more. Export for your records.
Important considerations when exporting from Coworks
Download data in CSV format for best compatibility.
Some reports may have inconsistent date formatting. Standardize dates to YYYY-MM-DD.
Names of plans and rooms must match exactly when importing into OfficeRnD.
3. Prepare your data for import into OfficeRnD
After you have exported your data, you must adjust the format to match OfficeRnD's import templates. Download OfficeRnD's import templates for each data type →
Use the official OfficeRnD import templates, which are available in the Data Import section of the Help Center or upon request from our support team.
Tips for formatting and cleanup
Use the import templates in OfficeRnD to define room types, pricing, deposits, and locations.
Match required fields exactly: Properties like Resource Name, Resource Type, and Location must match existing entries in OfficeRnD.
Normalize team and member names to avoid duplicates.
Check date and currency formats across all spreadsheets.
Remove empty rows and notes from the template. They will be ignored or cause errors during the import process.
4. Import data into OfficeRnD
When your data is ready, you can import it into OfficeRnD Flex. Learn how to import data to OfficeRnD Flex →
You have the following import options:
Bulk import using templates – Ideal for importing members, memberships, and resources simultaneously.
Manual entry – Suitable for smaller spaces or if you want to enter data gradually.
If any errors occur during import, you will receive an error message indicating missing or mismatched values. Fix the errors and re-upload the corrected file.
After importing, review all entries in the following hubs:
Operations
Billing
Space
5. Cancel memberships with Coworks
Before activating billing in OfficeRnD Flex, ensure that you end all active memberships in Coworks to avoid duplicate charges. This step is important for a smooth transition.
Make sure all Coworks memberships are marked to end before your official go-live date in OfficeRnD Flex.
To cancel Coworks memberships:
Schedule end dates for all memberships.
Go to your Coworks account and set an end date for each active membership. Do this 1–2 weeks before the next invoice cycle to avoid double charging.Notify your members.
Send a message to your members letting them know that the next invoice will be sent from OfficeRnD Flex, not Coworks. This helps prepare them for the transition and avoids confusion.
This ensures a clean break and prevents your members from being billed in both systems during the same period.
6. Set up OfficeRnD Flex
After importing your data, you can set up your OfficeRnD Flex account and configure your organization, settings, and integrations.
You can follow our detailed onboarding step-by-step guide to make sure you don't miss anything:
7. Troubleshoot and fix issues
After you complete the initial setup, please review everything carefully. It's common to miss a detail or make a mistake during onboarding, especially when migrating from another system.
We strongly suggest that you don't skip this step. Even small mistakes can affect how your platform works for both admins and members.
Go through the [Onboarding] Troubleshoot and Fix Issues section to ensure everything is configured correctly.
Welcome aboard!
Congratulations on completing your migration to OfficeRnD Flex! We're excited to have you with us and look forward to supporting your growth every step of the way.
Welcome aboard, and let's build the future of flexible work together!