{ "schema_version": "1.0.0", "generated_at": "2026-10-23T18:16:28.694Z", "tool_count": 125, "stack_count": 14, "workflow_count": 75, "task_count": 105, "role_count": 14, "tools": [ { "id": "activepieces", "name": "Activepieces", "tagline": "MIT-licensed automation alternative for integrating the stack", "categories": [ "automation-integration" ], "roles": [ "technical-operator", "operations-manager" ], "workflows": [ "member-onboarding", "marketing-campaigns", "reporting-kpis" ], "problems": [ "integrate-stack", "reduce-manual-admin", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "MIT", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 77, "homepage": "https://www.activepieces.com/", "repository": "https://github.com/activepieces/activepieces", "description": "Activepieces is an open-source automation platform with a growing piece ecosystem. Technical operators evaluate it when they want automation with a more permissive license than fair-code alternatives.", "tags": [], "coworking_use_cases": [ "Cross-tool automation", "Webhook-based lead routing", "Internal ops notifications" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "actual-budget", "name": "Actual Budget", "tagline": "Local-first budgeting for small operator finances", "categories": [ "accounting" ], "roles": [ "owner-operator", "finance" ], "workflows": [ "reporting-kpis" ], "problems": [ "replace-spreadsheets", "self-host-for-data-control" ], "deployment": [ "self-hosted", "desktop" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 64, "homepage": "https://actualbudget.org/", "repository": "https://github.com/actualbudget/actual", "description": "Actual is a privacy-focused budgeting app with self-host sync server options. Solo operators may use it for personal/business envelope budgeting—not full multi-entity accounting.", "tags": [], "coworking_use_cases": [ "Expense discipline", "Simple budget planning" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "airtable", "name": "Airtable", "tagline": "Freemium spreadsheet-database hybrid for ops trackers", "categories": [ "project-work-management", "membership-crm" ], "roles": [ "operations-manager", "community-manager", "event-coordinator", "sales-manager" ], "workflows": [ "event-lifecycle", "tour-to-close", "facility-maintenance" ], "problems": [ "replace-spreadsheets", "reduce-manual-admin" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 74, "homepage": "https://www.airtable.com/", "description": "Airtable is a commercial spreadsheet-database. Many spaces run early CRM, event trackers, and inventories here before migrating to self-hosted tools.", "tags": [], "coworking_use_cases": [ "Lightweight bases for ops", "Kanban for tasks" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "appwrite", "name": "Appwrite", "tagline": "Self-hostable backend-as-a-service for custom tools", "categories": [ "developer-platform" ], "roles": [ "technical-operator", "consultant-implementer" ], "workflows": [ "member-onboarding", "access-provisioning" ], "problems": [ "integrate-stack", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "BSD-3-Clause", "cost_model": "freemium", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 67, "homepage": "https://appwrite.io/", "repository": "https://github.com/appwrite/appwrite", "description": "Appwrite offers auth, databases, storage, and functions. Useful for technical operators assembling custom coworking micro-apps.", "tags": [], "coworking_use_cases": [ "Custom app backends", "Auth scaffolding" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "authelia", "name": "Authelia", "tagline": "Authentication and authorization companion for reverse proxies", "categories": [ "identity-sso", "security-compliance" ], "roles": [ "technical-operator" ], "workflows": [ "access-provisioning", "compliance-review" ], "problems": [ "secure-door-access", "self-host-for-data-control", "privacy-compliance" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 79, "homepage": "https://www.authelia.com/", "repository": "https://github.com/authelia/authelia", "description": "Authelia provides SSO and 2FA in front of reverse-proxied apps. Popular in homelab and small business self-hosted stacks protecting admin UIs.", "tags": [], "coworking_use_cases": [ "SSO portal for internal apps", "2FA enforcement" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "authentik", "name": "Authentik", "tagline": "Flexible identity provider with flows suited to smaller self-hosted stacks", "categories": [ "identity-sso", "security-compliance" ], "roles": [ "technical-operator", "operations-manager" ], "workflows": [ "access-provisioning", "member-offboarding", "compliance-review" ], "problems": [ "integrate-stack", "secure-door-access", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "open-core", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 86, "homepage": "https://goauthentik.io/", "repository": "https://github.com/goauthentik/authentik", "description": "Authentik is an open-source identity provider popular in self-hosted environments. Coworking tech operators use it as a lighter-weight alternative to full enterprise IAM when exposing internal tools to staff.", "tags": [], "coworking_use_cases": [ "Fronting internal apps with SSO", "Reducing shared passwords for ops tools", "Automating deprovisioning for departing staff" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "provision-member-access", "relationship": "partial automation", "automation_level": "assisted", "role_assisted": "it-security-administrator", "manual_process": "Creating separate digital application accounts and assigning access in each application by hand.", "human_work": "Verify identity and approved entitlement, authorize each application role, review exceptions, and confirm effective access in the protected application.", "failure_consequence": "An incorrect identity or policy mapping can grant excess application access or lock out an authorized worker, requiring immediate human containment and reconciliation.", "pilot_metric": "For two approved pilot users, all expected application grants and denials match the signed access matrix with no unexplained result." }, { "task_id": "revoke-departing-access", "relationship": "partial automation", "automation_level": "assisted", "role_assisted": "it-security-administrator", "manual_process": "Finding and disabling a departing worker's separate digital application accounts one by one.", "human_work": "Confirm authorized scope and timing, assess active sessions and accounts outside Authentik, preserve required records, and verify each application no longer permits access.", "failure_consequence": "Premature disablement can interrupt operations, while incomplete revocation can leave a departed worker able to reach sensitive applications.", "pilot_metric": "A test leaver is denied new login at the approved time and every protected application and residual session is reconciled by a named reviewer." } ] }, { "id": "baserow", "name": "Baserow", "tagline": "Open-source no-code database as a spreadsheet replacement", "categories": [ "project-work-management", "membership-crm" ], "roles": [ "operations-manager", "community-manager", "event-coordinator", "technical-operator" ], "workflows": [ "event-lifecycle", "facility-maintenance", "tour-to-close" ], "problems": [ "replace-spreadsheets", "reduce-software-cost", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "MIT", "cost_model": "open-core-paid-features", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 74, "homepage": "https://baserow.io/", "repository": "https://github.com/bram2w/baserow", "description": "Baserow provides Airtable-like databases. Operators track inventory, lockers, leads, or event attendees when a full CRM is overkill.", "tags": [], "coworking_use_cases": [ "Structured tracking without Airtable fees", "Simple internal tools" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "bigbluebutton", "name": "BigBlueButton", "tagline": "Open-source virtual classroom style conferencing for events and training", "categories": [ "video-conferencing", "event-management" ], "roles": [ "event-coordinator", "community-manager", "technical-operator" ], "workflows": [ "event-lifecycle", "community-programming" ], "problems": [ "run-events", "improve-member-experience", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "LGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "expert", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 66, "homepage": "https://bigbluebutton.org/", "repository": "https://github.com/bigbluebutton/bigbluebutton", "description": "BigBlueButton targets online learning with breakouts, whiteboards, and recordings. Event and community teams use it for workshops and training sessions.", "tags": [], "coworking_use_cases": [ "Hosting workshops", "Recording training sessions" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "bookstack", "name": "BookStack", "tagline": "Simple wiki for SOPs, member FAQs, and multi-site runbooks", "categories": [ "knowledge-base" ], "roles": [ "community-manager", "operations-manager", "multi-location-operator", "technical-operator" ], "workflows": [ "member-onboarding", "incident-response", "facility-maintenance", "multi-site-rollout" ], "problems": [ "centralize-knowledge", "multi-location-consistency", "reduce-manual-admin" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "low", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 87, "homepage": "https://www.bookstackapp.com/", "repository": "https://github.com/BookStackApp/BookStack", "description": "BookStack is an opinionated wiki that organizes content into shelves, books, chapters, and pages. Coworking teams use it for opening/closing checklists, emergency procedures, and member-facing knowledge bases.", "tags": [], "coworking_use_cases": [ "Replacing scattered docs with searchable SOPs", "Onboarding new community managers faster", "Publishing member FAQ content" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "maintain-operating-procedures", "relationship": "system of record", "automation_level": "assisted", "role_assisted": "general-manager", "manual_process": "Maintaining several current-looking procedure copies across shared documents, printed binders, and chat history.", "human_work": "Reconcile frontline reality with policy, obtain specialist approval for controlled topics, assign owners and review dates, and retire superseded guidance.", "failure_consequence": "Stale, conflicting, or wrongly exposed guidance can cause unsafe work, privacy disclosure, or inconsistent member service until a human owner withdraws and corrects it.", "pilot_metric": "Five pilot procedures have an accountable owner and review date, are found by intended staff, and are denied to unauthorized users without defects." }, { "task_id": "conduct-member-orientation", "relationship": "assistant", "automation_level": "manual support", "role_assisted": "community-manager", "manual_process": "Emailing an unversioned member handbook and searching scattered documents during orientation.", "human_work": "Deliver the orientation, adapt it to accessibility and support needs, check understanding, answer questions, and escalate alternate safety arrangements.", "failure_consequence": "Treating a page view as completed orientation can leave a member unaware of help or emergency routes, while bad permissions can expose internal information.", "pilot_metric": "Each pilot member can identify the approved help and emergency routes after a staff-led orientation, with all follow-up needs assigned." } ] }, { "id": "borgbackup", "name": "BorgBackup", "tagline": "Deduplicating encrypted backups with strong ops pedigree", "categories": [ "backup-recovery" ], "roles": [ "technical-operator" ], "workflows": [ "backup-restore-drill" ], "problems": [ "disaster-recovery", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "BSD-3-Clause", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": false, "rank_score": 82, "homepage": "https://www.borgbackup.org/", "repository": "https://github.com/borgbackup/borg", "description": "BorgBackup is a mature deduplicating backup tool. Operators with Linux skills use it for efficient on-site and off-site backups.", "tags": [], "coworking_use_cases": [ "Efficient encrypted backups", "Space-saving dedupe" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "perform-backup-restore-tests", "relationship": "infrastructure", "automation_level": "partially automated", "role_assisted": "it-security-administrator", "manual_process": "Re-copying unchanged service data for every backup and manually locating files in dated backup folders during a restore test.", "human_work": "Prepare an application-consistent source, control keys and restored personal data, select the recovery point, and have the business owner verify restored usability and integrity.", "failure_consequence": "A successful archive job can still produce unusable or incomplete recovery data; failed key custody or unsafe restoration can cause permanent loss or expose personal data.", "pilot_metric": "One representative service restores on a clean isolated host within the measured objective and passes every owner-approved integrity check." } ] }, { "id": "brevo", "name": "Brevo", "tagline": "Freemium email/SMS platform often used as SMTP for self-hosted apps", "categories": [ "email-marketing" ], "roles": [ "marketing", "technical-operator", "community-manager" ], "workflows": [ "marketing-campaigns", "member-onboarding" ], "problems": [ "grow-pipeline", "integrate-stack", "reduce-software-cost" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 79, "homepage": "https://www.brevo.com/", "description": "Brevo (formerly Sendinblue) provides email marketing and transactional SMTP. Frequently pairs with listmonk, Ghost, or CRMs as the delivery layer.", "tags": [], "coworking_use_cases": [ "SMTP delivery", "Email campaigns", "Optional SMS" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "caddy", "name": "Caddy", "tagline": "Automatic HTTPS reverse proxy for self-hosted apps", "categories": [ "developer-platform", "security-compliance" ], "roles": [ "technical-operator" ], "workflows": [ "multi-site-rollout", "incident-response" ], "problems": [ "self-host-for-data-control", "privacy-compliance" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 84, "homepage": "https://caddyserver.com/", "repository": "https://github.com/caddyserver/caddy", "description": "Caddy simplifies TLS termination and reverse proxying. Almost every self-hosted coworking stack benefits from a hardened reverse proxy in front of apps.", "tags": [], "coworking_use_cases": [ "TLS termination", "Routing multiple apps on one host" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "triage-network-connectivity", "relationship": "infrastructure", "automation_level": "assisted", "role_assisted": "it-security-administrator", "manual_process": "Manual process reduced is checking separate proxy and TLS endpoints for each approved web application during initial connectivity triage.", "human_work": "A human must identify the affected scope, interpret device, upstream, and security signals, and approve configuration changes. Prohibited isolation, security-response, and service-restoration decisions can never be fully automated.", "failure_consequence": "Failure can misroute traffic, hide an upstream fault, or interrupt every application behind the proxy; the operator must use the tested rollback and escalation path.", "pilot_metric": "Metric is the share of synthetic proxy or TLS faults correctly scoped before a configuration change, plus median time to a human-approved next step." } ] }, { "id": "cal-com", "name": "Cal.com", "tagline": "Hosted scheduling for prospect tours and sales consultations", "categories": [ "booking-scheduling" ], "roles": [ "sales-manager", "community-manager", "event-coordinator", "technical-operator" ], "workflows": [ "tour-to-close", "room-booking", "event-lifecycle", "day-pass-checkin" ], "problems": [ "fill-meeting-rooms", "grow-pipeline", "reduce-manual-admin", "improve-member-experience" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "low", "skills_required": [ "calendar-administration", "privacy-review" ], "guide_status": "full", "featured": true, "rank_score": 91, "homepage": "https://cal.com/", "description": "Cal.com lets prospects choose a tour or consultation time from configured host availability. This record covers the hosted service; its free individual plan and paid team features differ. It is not a membership, room-inventory, recurring-billing or access-control system.", "tags": [], "coworking_use_cases": [ "Reducing back-and-forth email for tour scheduling", "Collecting standard tour preparation questions", "Capturing lead form data before tours" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "schedule-prospect-tours", "relationship": "partial automation", "automation_level": "partially automated", "role_assisted": "sales-leasing-manager", "manual_process": "Negotiating ordinary tour times by email and separately copying confirmed appointments into a host calendar.", "human_work": "Approve offered sites and hours, choose the right host, review accessibility or unusual access needs, and handle conflicts, cancellations, and exceptions.", "failure_consequence": "Incorrect availability or missed access needs can create a double booking, failed arrival, privacy exposure, or an unsuitable tour that staff must recover manually.", "pilot_metric": "Five real pilot tours occur as confirmed with no unexplained calendar conflict and every accommodation or arrival requirement reaches the named host." } ] }, { "id": "cal-diy", "name": "Cal.diy", "tagline": "Research-only community scheduling edition with a non-production warning", "categories": [ "booking-scheduling" ], "roles": [ "technical-operator", "consultant-implementer" ], "workflows": [ "tour-to-close" ], "problems": [ "self-host-for-data-control", "reduce-manual-admin" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "expert", "maintenance_burden": "high", "skills_required": [ "server-administration", "database-management", "oauth-configuration", "application-security-review" ], "guide_status": "planned", "featured": false, "rank_score": 40, "homepage": "https://www.cal.diy/", "repository": "https://github.com/calcom/cal.diy", "description": "Cal.diy is the MIT-licensed self-hosted community edition associated with Cal.com. Its documentation describes individual appointment scheduling, but explicitly recommends personal, non-production use and advanced administration. Coworking tour scheduling is a possible research use only; it is not recommended here for a live operator booking system.", "tags": [ "tour scheduling", "appointments", "calcom community edition", "research only", "non-production" ], "coworking_use_cases": [ "Explore how an individual appointment link presents tour availability", "Study scheduling configuration without adopting it as an operational system" ], "verification_status": "partially-verified", "last_reviewed": "2026-10-23", "verification_completeness": "partial", "verification_confidence": "medium", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "canva", "name": "Canva", "tagline": "Freemium design for non-designers producing space marketing", "categories": [ "digital-signage", "community-engagement" ], "roles": [ "community-manager", "marketing", "event-coordinator" ], "workflows": [ "marketing-campaigns", "event-lifecycle", "community-programming" ], "problems": [ "run-events", "grow-pipeline", "reduce-manual-admin" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "trivial", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 80, "homepage": "https://www.canva.com/", "description": "Canva enables quick social graphics and posters. Community managers use it daily; brand kit governance matters as teams grow.", "tags": [], "coworking_use_cases": [ "Social graphics", "Event posters", "Simple video" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "chatwoot", "name": "Chatwoot", "tagline": "Open-source customer engagement for website chat and shared inboxes", "categories": [ "helpdesk-support", "communication-chat", "community-engagement" ], "roles": [ "community-manager", "sales-manager", "operations-manager" ], "workflows": [ "tour-to-close", "member-onboarding", "incident-response" ], "problems": [ "improve-member-experience", "grow-pipeline", "reduce-manual-admin" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "MIT", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 86, "homepage": "https://www.chatwoot.com/", "repository": "https://github.com/chatwoot/chatwoot", "description": "Chatwoot provides shared inboxes across chat, email, and social channels. Community and sales teams use it to coordinate inbound enquiries without a single person owning a personal inbox.", "tags": [], "coworking_use_cases": [ "Shared handling of website chat", "Reducing lost emails in personal inboxes", "Labeling sales vs support conversations" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "triage-member-requests", "relationship": "partial automation", "automation_level": "assisted", "role_assisted": "community-coordinator-front-desk", "manual_process": "Copying website enquiries from personal inboxes into a shared list and asking who owns each reply.", "human_work": "Read the request, clarify the desired outcome, recognize urgency, safety, accessibility, or sensitive context, choose the owner, and accept high-severity escalation.", "failure_consequence": "A wrong label, missed notification, or unattended queue can delay urgent help or expose sensitive context, requiring immediate human escalation and member communication.", "pilot_metric": "During a one-week pilot, every enquiry has a named owner or explicit unassigned status and every urgent test case reaches the duty manager within the approved target." }, { "task_id": "qualify-inbound-leads", "relationship": "assistant", "automation_level": "manual support", "role_assisted": "sales-leasing-manager", "manual_process": "Gathering a prospect's enquiry history from personal inboxes before a sales qualification conversation.", "human_work": "Ask for missing requirements, apply fair approved criteria, discuss accommodations or alternatives, honor communication preferences, and approve any ambiguous disqualification.", "failure_consequence": "Treating an inbox label as a fit decision can unfairly exclude a prospect, lose consent context, or create an unsupported commercial promise that a sales manager must correct.", "pilot_metric": "Every pilot enquiry handed to sales includes the prospect's stated need and a named next step, with no qualification outcome created solely from an automated label." } ] }, { "id": "cobot", "name": "Cobot", "tagline": "Coworking management SaaS popular with independent spaces", "categories": [ "membership-crm", "billing-payments", "booking-scheduling" ], "roles": [ "owner-operator", "community-manager", "operations-manager", "finance" ], "workflows": [ "member-onboarding", "day-pass-checkin", "invoice-collections", "room-booking" ], "problems": [ "automate-billing", "reduce-manual-admin", "improve-member-experience" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "subscription", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 72, "homepage": "https://www.cobot.me/", "description": "Cobot is a commercial coworking management tool focused on memberships, check-ins, and billing. Useful baseline for what vertical SaaS covers versus an assembled OSS stack.", "tags": [], "coworking_use_cases": [ "Membership admin", "Check-ins", "Invoicing" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "coolify", "name": "Coolify", "tagline": "Self-hostable PaaS to deploy apps without a full K8s team", "categories": [ "developer-platform" ], "roles": [ "technical-operator", "consultant-implementer" ], "workflows": [ "multi-site-rollout", "backup-restore-drill" ], "problems": [ "self-host-for-data-control", "reduce-software-cost", "integrate-stack" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 76, "homepage": "https://coolify.io/", "repository": "https://github.com/coollabsio/coolify", "description": "Coolify aims to be a self-hosted Heroku/Vercel-like experience. Technical operators use it to deploy internal tools and websites on their own VPS.", "tags": [], "coworking_use_cases": [ "App deployment automation", "Preview environments for internal tools" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "crater", "name": "Crater", "tagline": "Simple open-source invoicing for small operators", "categories": [ "billing-payments" ], "roles": [ "finance", "owner-operator" ], "workflows": [ "invoice-collections" ], "problems": [ "automate-billing", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AAL", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 55, "homepage": "https://craterapp.com/", "repository": "https://github.com/crater-invoice/crater", "description": "Crater is a free invoicing app for freelancers and small businesses. Some micro-sites use it for straightforward membership billing.", "tags": [], "coworking_use_cases": [ "Basic invoicing", "Expense tracking light" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "crowdsec", "name": "CrowdSec", "tagline": "Collaborative security engine for blocking abusive traffic", "categories": [ "security-compliance", "monitoring-observability" ], "roles": [ "technical-operator" ], "workflows": [ "incident-response", "compliance-review" ], "problems": [ "privacy-compliance", "secure-door-access" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 71, "homepage": "https://www.crowdsec.net/", "repository": "https://github.com/crowdsecurity/crowdsec", "description": "CrowdSec detects and blocks abusive behavior with shared signals. Operators harden public login pages and reverse proxies against credential stuffing.", "tags": [], "coworking_use_cases": [ "Brute-force mitigation", "Log-based detection" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "directus", "name": "Directus", "tagline": "Headless CMS/data platform (BSL source-available)", "categories": [ "developer-platform", "website-cms" ], "roles": [ "technical-operator", "consultant-implementer" ], "workflows": [ "member-onboarding", "marketing-campaigns" ], "problems": [ "integrate-stack", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "source-available", "spdx": null, "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 66, "homepage": "https://directus.io/", "repository": "https://github.com/directus/directus", "description": "Directus wraps SQL databases with APIs and an admin app. Useful for custom member portals or content APIs—review BSL terms carefully.", "tags": [], "coworking_use_cases": [ "Headless content management", "Internal data admin UI" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "discord", "name": "Discord", "tagline": "Free community chat platform used by some spaces for members", "categories": [ "community-engagement", "communication-chat" ], "roles": [ "community-manager", "event-coordinator", "marketing" ], "workflows": [ "community-programming", "event-lifecycle" ], "problems": [ "improve-member-experience", "run-events", "reduce-software-cost" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 70, "homepage": "https://discord.com/", "description": "Discord is a freemium community platform. Some coworking brands host member communities here; moderation and brand control differ from self-hosted chat.", "tags": [], "coworking_use_cases": [ "Member community chat", "Event voice stages" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "documenso", "name": "Documenso", "tagline": "Community-focused open signing platform", "categories": [ "legal-contracts" ], "roles": [ "owner-operator", "sales-manager", "technical-operator" ], "workflows": [ "member-onboarding", "tour-to-close" ], "problems": [ "reduce-software-cost", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "AGPL-3.0-only", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 70, "homepage": "https://documenso.com/", "repository": "https://github.com/documenso/documenso", "description": "Documenso is an open-source DocuSign alternative community. Evaluate alongside DocuSeal for membership paperwork workflows with legal counsel input.", "tags": [], "coworking_use_cases": [ "E-signature collection", "Agreement audit trails" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "docuseal", "name": "DocuSeal", "tagline": "Open-source document signing for membership agreements", "categories": [ "legal-contracts", "membership-crm" ], "roles": [ "owner-operator", "sales-manager", "operations-manager", "technical-operator" ], "workflows": [ "member-onboarding", "tour-to-close", "compliance-review" ], "problems": [ "reduce-software-cost", "self-host-for-data-control", "reduce-manual-admin" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 79, "homepage": "https://www.docuseal.com/", "repository": "https://github.com/docusealco/docuseal", "description": "DocuSeal provides self-hosted e-signature workflows. Operators use it for membership agreements and vendor contracts when SaaS e-sign pricing is painful—after legal review of e-sign validity in their jurisdiction.", "tags": [], "coworking_use_cases": [ "Collecting signed membership agreements", "Reducing printing and scanning" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "dolibarr", "name": "Dolibarr", "tagline": "Modular ERP/CRM for SMEs including memberships module ecosystem", "categories": [ "membership-crm", "billing-payments", "accounting" ], "roles": [ "owner-operator", "finance", "operations-manager" ], "workflows": [ "member-onboarding", "invoice-collections", "reporting-kpis" ], "problems": [ "reduce-software-cost", "replace-spreadsheets", "automate-billing" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-or-later", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 72, "homepage": "https://www.dolibarr.org/", "repository": "https://github.com/Dolibarr/dolibarr", "description": "Dolibarr is a modular open-source ERP/CRM. Associations and small spaces sometimes use membership and donation modules as a low-cost admin backbone.", "tags": [], "coworking_use_cases": [ "SME admin suite", "Invoicing and basic CRM" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "drawio", "name": "draw.io / diagrams.net", "tagline": "Diagramming for floor plans, networks, and process maps", "categories": [ "knowledge-base", "facility-operations" ], "roles": [ "operations-manager", "technical-operator", "facilities" ], "workflows": [ "facility-maintenance", "multi-site-rollout", "incident-response" ], "problems": [ "centralize-knowledge", "multi-location-consistency" ], "deployment": [ "self-hosted", "managed-saas", "desktop" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "trivial", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 78, "homepage": "https://www.diagrams.net/", "repository": "https://github.com/jgraph/drawio", "description": "diagrams.net (draw.io) is a widely used diagram editor. Operators document networks, processes, and approximate floor layouts for staff.", "tags": [], "coworking_use_cases": [ "Architecture diagrams", "Process mapping" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "easyappointments", "name": "Easy!Appointments", "tagline": "Open-source appointment scheduler for tours and services", "categories": [ "booking-scheduling" ], "roles": [ "sales-manager", "community-manager", "technical-operator" ], "workflows": [ "tour-to-close", "day-pass-checkin" ], "problems": [ "grow-pipeline", "reduce-manual-admin", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 71, "homepage": "https://easyappointments.org/", "repository": "https://github.com/alextselegidis/easyappointments", "description": "Easy!Appointments is a lightweight booking app for service appointments. Sales and community teams use it for tour slots and consultation bookings.", "tags": [], "coworking_use_cases": [ "Tour appointment booking", "Service slot management" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "element-synapse", "name": "Element / Synapse", "tagline": "Matrix-based secure messaging for staff and communities", "categories": [ "communication-chat", "security-compliance" ], "roles": [ "technical-operator", "community-manager", "operations-manager" ], "workflows": [ "incident-response", "community-programming" ], "problems": [ "self-host-for-data-control", "privacy-compliance" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 70, "homepage": "https://element.io/", "repository": "https://github.com/element-hq/synapse", "description": "Synapse is a Matrix homeserver; Element is a common client. Privacy-conscious operators experiment with Matrix for staff rooms or member communities.", "tags": [], "coworking_use_cases": [ "Encrypted staff rooms", "Federated community experiments" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "erpnext", "name": "ERPNext", "tagline": "Full open-source ERP adaptable to memberships, invoicing, and inventory", "categories": [ "membership-crm", "billing-payments", "accounting", "facility-operations" ], "roles": [ "owner-operator", "finance", "operations-manager", "consultant-implementer", "technical-operator" ], "workflows": [ "member-onboarding", "invoice-collections", "facility-maintenance", "reporting-kpis" ], "problems": [ "automate-billing", "replace-spreadsheets", "reduce-software-cost", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "expert", "maintenance_burden": "high", "skills_required": [ "erp", "accounting", "linux", "frappe" ], "guide_status": "full", "featured": true, "rank_score": 85, "homepage": "https://erpnext.com/", "repository": "https://github.com/frappe/erpnext", "description": "ERPNext is a comprehensive ERP. Coworking operators with technical partners sometimes model memberships, invoices, assets, and procurement instead of paying for multiple SaaS vertical tools—at the cost of implementation complexity.", "tags": [], "coworking_use_cases": [ "Consolidating invoicing and customer records", "Tracking assets and maintenance tickets", "Producing financial reports from one system" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "generate-recurring-invoices", "relationship": "system of record", "automation_level": "partially automated", "role_assisted": "finance-billing-administrator", "manual_process": "Manual process reduced is copying prior invoices and re-entering approved recurring customer, item, and billing records for each cycle.", "human_work": "A qualified human must configure accounting and tax treatment, verify source agreements, review exceptions, and approve posting. Prohibited tax, credit, exception, and material posting decisions can never be fully automated.", "failure_consequence": "Failure can create duplicate, mistimed, or incorrect invoices and corrupt receivable reporting; pause posting and reconcile the batch to approved terms.", "pilot_metric": "Metric is the percentage of pilot invoices agreeing to approved terms before posting, with exception count and human review time reported separately." }, { "task_id": "reconcile-payments", "relationship": "system of record", "automation_level": "assisted", "role_assisted": "finance-billing-administrator", "manual_process": "Manual process reduced is assembling invoice and payment status from separate customer, receivable, and ledger files before reconciliation.", "human_work": "A qualified human must validate settlement evidence, investigate ambiguous or duplicate matches, and approve postings and close. Prohibited write-off, refund, dispute, and unsupported-match decisions can never be fully automated.", "failure_consequence": "Failure can misapply funds or conceal fees, duplicates, chargebacks, and unpaid balances; affected entries must remain unapplied until a human resolves them.", "pilot_metric": "Metric is settlement value reconciled to control totals, unmatched-item age, and number of manual matches independently rejected or corrected." } ] }, { "id": "espocrm", "name": "EspoCRM", "tagline": "Self-hosted CRM for tour pipelines and B2B workspace sales", "categories": [ "membership-crm" ], "roles": [ "sales-manager", "owner-operator", "community-manager" ], "workflows": [ "tour-to-close", "member-onboarding", "reporting-kpis" ], "problems": [ "grow-pipeline", "replace-spreadsheets", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "open-core", "spdx": "AGPL-3.0-or-later", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 81, "homepage": "https://www.espocrm.com/", "repository": "https://github.com/espocrm/espocrm", "description": "EspoCRM is an open-source CRM suitable for sales pipelines, accounts, and activities. Coworking sales teams use it to track tours, proposals, and enterprise desk deals without a heavy ERP.", "tags": [], "coworking_use_cases": [ "Pipeline visibility for tours and proposals", "Follow-up task reminders", "Basic reporting on conversion" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "excalidraw", "name": "Excalidraw", "tagline": "Virtual whiteboard for workshops and architecture sketches", "categories": [ "community-engagement", "project-work-management" ], "roles": [ "community-manager", "event-coordinator", "technical-operator", "consultant-implementer" ], "workflows": [ "community-programming", "event-lifecycle", "tour-to-close" ], "problems": [ "run-events", "improve-member-experience", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas", "browser-extension" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "freemium", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 74, "homepage": "https://excalidraw.com/", "repository": "https://github.com/excalidraw/excalidraw", "description": "Excalidraw is a virtual whiteboard. Facilitators use it for community workshops, sales workshops, and stack diagrams; self-host for privacy.", "tags": [], "coworking_use_cases": [ "Workshop facilitation", "Lightweight diagramming" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "fail2ban", "name": "Fail2ban", "tagline": "Classic log-parsing ban tool for SSH and app abuse", "categories": [ "security-compliance" ], "roles": [ "technical-operator" ], "workflows": [ "incident-response" ], "problems": [ "privacy-compliance", "disaster-recovery" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-2.0-or-later", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 70, "homepage": "https://www.fail2ban.org/", "repository": "https://github.com/fail2ban/fail2ban", "description": "Fail2ban scans logs and updates firewall rules. Still useful on single VPS operator stacks for SSH and basic service protection.", "tags": [], "coworking_use_cases": [ "Auto-banning abusive IPs", "Reducing SSH noise" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "figma", "name": "Figma", "tagline": "Freemium design tool for marketing and signage (proprietary)", "categories": [ "digital-signage", "website-cms" ], "roles": [ "marketing", "event-coordinator" ], "workflows": [ "marketing-campaigns", "event-lifecycle" ], "problems": [ "grow-pipeline", "run-events" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 75, "homepage": "https://www.figma.com/", "description": "Figma is a commercial collaborative design tool. Marketing teams often start here; Penpot is an OSS alternative when budgets or data control require it.", "tags": [], "coworking_use_cases": [ "Marketing design", "Simple prototypes" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "firefly-iii", "name": "Firefly III", "tagline": "Personal/small-org finance manager for cashflow visibility", "categories": [ "accounting" ], "roles": [ "owner-operator", "finance" ], "workflows": [ "reporting-kpis", "invoice-collections" ], "problems": [ "replace-spreadsheets", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 68, "homepage": "https://www.firefly-iii.org/", "repository": "https://github.com/firefly-iii/firefly-iii", "description": "Firefly III is a double-entry finance manager. Solo operators sometimes track space cashflow here while accountants own official books.", "tags": [], "coworking_use_cases": [ "Cashflow categorization", "Budget envelopes for ops" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "forgejo", "name": "Forgejo", "tagline": "Community soft-fork of Gitea focused on free software governance", "categories": [ "developer-platform" ], "roles": [ "technical-operator" ], "workflows": [ "multi-site-rollout", "backup-restore-drill" ], "problems": [ "self-host-for-data-control", "centralize-knowledge" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-or-later", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 72, "homepage": "https://forgejo.org/", "repository": "https://codeberg.org/forgejo/forgejo", "description": "Forgejo is a Git forge soft-fork. Teams preferring its governance model use it similarly to Gitea for private code and docs.", "tags": [], "coworking_use_cases": [ "Self-hosted git forge", "Lightweight CI integrations" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "formbricks", "name": "Formbricks", "tagline": "Open-source surveys and experience management", "categories": [ "forms-surveys", "community-engagement" ], "roles": [ "community-manager", "marketing", "owner-operator" ], "workflows": [ "community-programming", "reporting-kpis", "event-lifecycle" ], "problems": [ "improve-member-experience", "measure-utilization", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "AGPL-3.0-only", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 72, "homepage": "https://formbricks.com/", "repository": "https://github.com/formbricks/formbricks", "description": "Formbricks helps collect product/experience surveys. Community managers gather NPS-like feedback from members and event attendees.", "tags": [], "coworking_use_cases": [ "Member feedback collection", "Event feedback forms" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "frappe-hr", "name": "Frappe HR", "tagline": "Staff records, leave and attendance for growing operators", "categories": [ "hr-people" ], "roles": [ "owner-operator", "operations-manager", "multi-location-operator", "finance", "technical-operator" ], "workflows": [ "multi-site-rollout", "compliance-review" ], "problems": [ "replace-spreadsheets", "multi-location-consistency", "reduce-manual-admin" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "high", "skills_required": [ "frappe-administration", "database-backups", "hr-data-governance", "payroll-domain-review" ], "guide_status": "planned", "featured": false, "rank_score": 40, "homepage": "https://frappe.io/hr", "repository": "https://github.com/frappe/hrms", "description": "Frappe HR manages employee records, onboarding, leave, shifts and attendance. A growing coworking operator could use it to organize community and operations staff across locations. Payroll exists but country-specific rules, extensions and reporting must be reviewed by a qualified local payroll owner before use.", "tags": [ "staff hr", "employee onboarding", "leave", "attendance", "shift roster", "payroll" ], "coworking_use_cases": [ "Record staff onboarding and leave requests", "Maintain staff shift assignments and attendance records" ], "verification_status": "partially-verified", "last_reviewed": "2026-10-23", "verification_completeness": "partial", "verification_confidence": "medium", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "freescout", "name": "FreeScout", "tagline": "Lightweight self-hosted help desk and shared mailbox", "categories": [ "helpdesk-support" ], "roles": [ "community-manager", "operations-manager" ], "workflows": [ "member-onboarding", "incident-response", "facility-maintenance" ], "problems": [ "improve-member-experience", "reduce-manual-admin", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "open-core-paid-features", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 83, "homepage": "https://freescout.net/", "repository": "https://github.com/freescout-help-desk/freescout", "description": "FreeScout is a free self-hosted help desk. Smaller coworking sites use it as a shared support@ inbox with assignments, tags, and canned responses.", "tags": [], "coworking_use_cases": [ "Shared mailbox assignment", "Canned replies for common member questions", "Simple reporting on volume" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "triage-member-requests", "relationship": "partial automation", "automation_level": "assisted", "role_assisted": "community-coordinator-front-desk", "manual_process": "Manual process reduced is forwarding support email between personal inboxes and tracking ownership in chat or verbal promises.", "human_work": "A human must understand the requested outcome, recognize safety, accessibility, vulnerability, and relationship context, and accept escalation. Prohibited urgency, emergency, entitlement, and service-recovery decisions can never be fully automated.", "failure_consequence": "Failure can leave a member request unowned, expose sensitive email, or delay an urgent case; staff must monitor the source mailbox and use the fallback contact path.", "pilot_metric": "Metric is correct first-owner assignment, time to human acknowledgment, unassigned request age, and urgent cases missed during a synthetic pilot." }, { "task_id": "triage-maintenance-requests", "relationship": "partial automation", "automation_level": "assisted", "role_assisted": "operations-facilities-manager", "manual_process": "Manual process reduced is receiving facilities reports through scattered email, chat, and verbal channels without a shared owner or thread.", "human_work": "A competent human must assess credible safety exposure, set priority, choose immediate controls, assign qualified work, and approve closure. Prohibited safety, isolation, competence, and technical-risk decisions can never be fully automated.", "failure_consequence": "Failure can fragment duplicate reports or delay control of a safety-critical defect; the duty owner must retain a separately tested emergency reporting path.", "pilot_metric": "Metric is correct human priority and owner on synthetic requests, duplicate rate, and time until safety-critical reports reach the duty owner." } ] }, { "id": "frigate-nvr", "name": "Frigate", "tagline": "Local AI NVR for camera analytics with privacy-minded self-hosting", "categories": [ "security-compliance", "iot-sensors", "facility-operations" ], "roles": [ "facilities", "technical-operator", "operations-manager" ], "workflows": [ "incident-response", "facility-maintenance", "compliance-review" ], "problems": [ "privacy-compliance", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 68, "homepage": "https://frigate.video/", "repository": "https://github.com/blakeblackshear/frigate", "description": "Frigate is an open-source NVR with object detection. Operators may use it for perimeter awareness—subject to privacy law, signage, and workplace monitoring rules.", "tags": [], "coworking_use_cases": [ "Local video detection events", "Reducing cloud camera subscriptions" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "ghost", "name": "Ghost", "tagline": "Publishing platform for operator blogs, newsletters, and membership content", "categories": [ "website-cms", "email-marketing" ], "roles": [ "marketing", "owner-operator", "technical-operator" ], "workflows": [ "marketing-campaigns", "community-programming" ], "problems": [ "grow-pipeline", "improve-member-experience", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 80, "homepage": "https://ghost.org/", "repository": "https://github.com/TryGhost/Ghost", "description": "Ghost is a modern publishing platform. Marketing teams use it for content marketing, newsletters, and paid digital memberships adjacent to physical space brands.", "tags": [], "coworking_use_cases": [ "Content marketing site", "Newsletter sending via integrations" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "gitea", "name": "Gitea", "tagline": "Lightweight self-hosted Git service for runbooks-as-code", "categories": [ "developer-platform", "knowledge-base" ], "roles": [ "technical-operator", "consultant-implementer" ], "workflows": [ "multi-site-rollout", "backup-restore-drill", "compliance-review" ], "problems": [ "self-host-for-data-control", "centralize-knowledge" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 77, "homepage": "https://about.gitea.com/", "repository": "https://github.com/go-gitea/gitea", "description": "Gitea hosts Git repositories. Operators keep infrastructure-as-code, SOP markdown, and automation scripts under version control privately.", "tags": [], "coworking_use_cases": [ "Private git hosting", "Issue tracking for IT work" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "google-analytics", "name": "Google Analytics", "tagline": "Free web analytics with significant privacy considerations", "categories": [ "analytics-bi" ], "roles": [ "marketing", "owner-operator" ], "workflows": [ "marketing-campaigns", "reporting-kpis", "compliance-review" ], "problems": [ "grow-pipeline", "measure-utilization", "privacy-compliance" ], "deployment": [ "managed-saas" ], "license_class": "free-saas", "spdx": null, "cost_model": "free-tier", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 70, "homepage": "https://analytics.google.com/", "description": "Google Analytics 4 is free proprietary analytics. Still common on marketing sites; privacy-sensitive operators may prefer Umami/Plausible/Matomo.", "tags": [], "coworking_use_cases": [ "Traffic analysis", "Conversion tracking" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "google-workspace", "name": "Google Workspace", "tagline": "Freemium/paid productivity suite many spaces already use", "categories": [ "file-storage", "communication-chat", "email-marketing" ], "roles": [ "owner-operator", "community-manager", "operations-manager", "marketing", "sales-manager" ], "workflows": [ "member-onboarding", "marketing-campaigns", "tour-to-close", "community-programming" ], "problems": [ "reduce-manual-admin", "improve-member-experience", "grow-pipeline" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "subscription", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": false, "rank_score": 86, "homepage": "https://workspace.google.com/", "description": "Google Workspace provides email, docs, and drive. Often the default staff collaboration layer even when other systems are open source. Not open source; free tiers are limited.", "tags": [], "coworking_use_cases": [ "Staff email", "Shared documents", "Simple forms" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "commercial-benchmark", "task_fits": [ { "task_id": "maintain-operating-procedures", "relationship": "system of record", "automation_level": "manual support", "role_assisted": "general-manager", "manual_process": "Manual process reduced is distributing procedure copies by email and maintaining conflicting local files or printed binders.", "human_work": "A human owner must reconcile policy with actual practice, review access and revision evidence, retire obsolete copies, and approve content. Prohibited safety, legal, financial, security, and policy decisions can never be fully automated.", "failure_consequence": "Failure can expose sensitive procedures or leave staff following an obsolete copy; remove unsafe sharing and use the approved fallback while a human reconciles versions.", "pilot_metric": "Metric is the percentage of critical procedures with one named owner, current review evidence, approved access, and a successful staff retrieval test." }, { "task_id": "coordinate-member-onboarding", "relationship": "assistant", "automation_level": "assisted", "role_assisted": "community-manager", "manual_process": "Manual process reduced is coordinating an approved onboarding checklist through separate email threads, local files, and unowned calendar reminders.", "human_work": "Humans must verify agreement authorization and identity, interpret nonstandard needs, approve each service, and decide readiness. Prohibited billing, physical-access, entitlement, identity, and exception decisions can never be fully automated.", "failure_consequence": "Failure can expose member data, duplicate an onboarding request, or omit a service before arrival; stop the workflow and reconcile every item with its human owner.", "pilot_metric": "Metric is approved services ready by the agreed start date, unresolved exceptions with named owners, duplicate submissions, and human coordination time per pilot member." } ] }, { "id": "grafana", "name": "Grafana", "tagline": "Observability dashboards for Wi-Fi, servers, and room sensors", "categories": [ "monitoring-observability", "analytics-bi" ], "roles": [ "technical-operator", "facilities", "operations-manager" ], "workflows": [ "incident-response", "facility-maintenance", "reporting-kpis" ], "problems": [ "improve-wifi-reliability", "disaster-recovery", "measure-utilization" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "AGPL-3.0-only", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 80, "homepage": "https://grafana.com/oss/grafana/", "repository": "https://github.com/grafana/grafana", "description": "Grafana visualizes metrics from Prometheus and other sources. Technical operators monitor uptime, gateway health, and environmental sensors that affect member experience.", "tags": [], "coworking_use_cases": [ "Infrastructure monitoring", "Alerting on disk/CPU before outages" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "headscale", "name": "Headscale", "tagline": "Self-hosted control server compatible with Tailscale clients", "categories": [ "network-wifi", "security-compliance" ], "roles": [ "technical-operator", "multi-location-operator" ], "workflows": [ "multi-site-rollout", "access-provisioning" ], "problems": [ "self-host-for-data-control", "multi-location-consistency" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "BSD-3-Clause", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 74, "homepage": "https://github.com/juanfont/headscale", "repository": "https://github.com/juanfont/headscale", "description": "Headscale implements an open-source control server for the Tailscale client ecosystem. Teams wanting WireGuard mesh convenience with self-hosted coordination evaluate Headscale carefully against Tailscale SaaS terms.", "tags": [], "coworking_use_cases": [ "Mesh VPN coordination", "Reducing public exposure of admin UIs" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "hi-events", "name": "Hi.Events", "tagline": "Tickets, registration and check-in for coworking events", "categories": [ "event-management" ], "roles": [ "event-coordinator", "community-manager", "finance" ], "workflows": [ "event-lifecycle" ], "problems": [ "run-events", "reduce-manual-admin" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": null, "cost_model": "open-core-paid-features", "difficulty": "hard", "maintenance_burden": "high", "skills_required": [ "container-administration", "database-backups", "payment-provider-configuration", "email-delivery" ], "guide_status": "planned", "featured": false, "rank_score": 40, "homepage": "https://hi.events/", "repository": "https://github.com/HiEventsDev/hi.events", "description": "Hi.Events lets organizers sell tickets, collect registrations and check attendees in. A coworking team could use it for a paid workshop or networking event while staff control capacity, refunds and arrival exceptions. Reserved seating, box office and company single sign-on require paid enterprise features.", "tags": [ "event tickets", "workshops", "networking", "attendee registration", "qr check-in" ], "coworking_use_cases": [ "Collect event registrations and send ticket confirmations", "Maintain attendee lists and record event check-in" ], "verification_status": "partially-verified", "last_reviewed": "2026-10-23", "verification_completeness": "partial", "verification_confidence": "medium", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "home-assistant", "name": "Home Assistant", "tagline": "Open automation platform for sensors, lights, and DIY access experiments", "categories": [ "iot-sensors", "facility-operations", "automation-integration" ], "roles": [ "facilities", "technical-operator", "operations-manager" ], "workflows": [ "facility-maintenance", "access-provisioning", "incident-response" ], "problems": [ "measure-utilization", "secure-door-access", "self-host-for-data-control" ], "deployment": [ "self-hosted", "hardware-appliance" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 76, "homepage": "https://www.home-assistant.io/", "repository": "https://github.com/home-assistant/core", "description": "Home Assistant integrates IoT devices. Facilities teams use it for environmental sensors, meeting-room presence lights, and careful DIY automation—not as a certified access-control substitute without proper hardware design.", "tags": [], "coworking_use_cases": [ "Room environment monitoring", "Lighting schedules", "Alerting on offline sensors" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "invoice-ninja", "name": "Invoice Ninja", "tagline": "Invoicing and client portal with self-host option", "categories": [ "billing-payments", "accounting" ], "roles": [ "finance", "owner-operator", "operations-manager" ], "workflows": [ "invoice-collections", "member-onboarding" ], "problems": [ "automate-billing", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "source-available", "spdx": "Elastic-2.0", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 74, "homepage": "https://invoiceninja.com/", "repository": "https://github.com/invoiceninja/invoiceninja", "description": "Invoice Ninja covers invoices, quotes, and payments integrations. Small operators may use it before adopting a full ERP.", "tags": [], "coworking_use_cases": [ "Recurring membership invoices", "Client portal for PDFs" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "jitsi-meet", "name": "Jitsi Meet", "tagline": "Open-source video meetings for tours, community events, and staff standups", "categories": [ "video-conferencing", "community-engagement" ], "roles": [ "community-manager", "event-coordinator", "sales-manager", "technical-operator" ], "workflows": [ "tour-to-close", "event-lifecycle", "community-programming" ], "problems": [ "improve-member-experience", "reduce-software-cost", "run-events" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 81, "homepage": "https://jitsi.org/jitsi-meet/", "repository": "https://github.com/jitsi/jitsi-meet", "description": "Jitsi Meet provides browser-based video conferencing. Operators self-host or use public instances for virtual tours, community webinars, and internal meetings.", "tags": [], "coworking_use_cases": [ "Hosting video events without per-host SaaS fees", "Virtual tours" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "kanidm", "name": "Kanidm", "tagline": "Modern identity management platform written in Rust", "categories": [ "identity-sso", "security-compliance" ], "roles": [ "technical-operator" ], "workflows": [ "access-provisioning", "member-offboarding" ], "problems": [ "self-host-for-data-control", "privacy-compliance" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MPL-2.0", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 63, "homepage": "https://kanidm.com/", "repository": "https://github.com/kanidm/kanidm", "description": "Kanidm is a modern identity platform aiming at simplicity and security. Advanced operators evaluate it as an alternative identity store for staff systems.", "tags": [], "coworking_use_cases": [ "Modern IDM experiments", "Staff identity store" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "keycloak", "name": "Keycloak", "tagline": "Open-source identity and access management for staff and member apps", "categories": [ "identity-sso", "security-compliance" ], "roles": [ "technical-operator", "operations-manager", "multi-location-operator" ], "workflows": [ "member-onboarding", "member-offboarding", "access-provisioning", "compliance-review" ], "problems": [ "secure-door-access", "integrate-stack", "privacy-compliance", "multi-location-consistency" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "high", "skills_required": [ "identity", "oauth-oidc", "linux", "postgres" ], "guide_status": "full", "featured": true, "rank_score": 90, "homepage": "https://www.keycloak.org/", "repository": "https://github.com/keycloak/keycloak", "description": "Keycloak provides SSO, identity brokering, and user federation. Technical operators use it to centralize login for internal tools (helpdesk, wiki, booking) and reduce password sprawl across the coworking stack.", "tags": [ "sso", "oidc", "iam" ], "coworking_use_cases": [ "Reducing duplicate user accounts across internal tools", "Standardizing joiners/leavers access changes", "Enabling SSO for staff applications" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "provision-member-access", "relationship": "integration layer", "automation_level": "partially automated", "role_assisted": "it-security-administrator", "manual_process": "Manual process reduced is creating a separate identity and copying the same approved application roles in each connected account store.", "human_work": "Humans must verify identity and authorization, approve least privilege, review nonstandard roles, and confirm downstream results. Prohibited entitlement, privileged-access, identity-evidence, and exception decisions can never be fully automated.", "failure_consequence": "Failure can grant excessive access or leave a member unable to sign in; disable the affected flow, use the tested fallback, and reconcile downstream access manually.", "pilot_metric": "Metric is approved test identities receiving exactly the intended roles and dates, with failed, excessive, or missing downstream access counted separately." }, { "task_id": "revoke-departing-access", "relationship": "integration layer", "automation_level": "partially automated", "role_assisted": "it-security-administrator", "manual_process": "Manual process reduced is searching Keycloak-managed identities, roles, and sessions separately before applying an approved revocation.", "human_work": "Humans must authorize scope and timing, protect continuity and evidence, investigate unmatched identities, and confirm every downstream result. Prohibited emergency, disputed-departure, shared-access, and residual-risk decisions can never be fully automated.", "failure_consequence": "Failure can preserve unauthorized access or revoke the wrong person early; invoke the approved incident path and manually inspect residual and shared access.", "pilot_metric": "Metric is known test access removed at the authorized time, residual sessions and roles found by human review, failed targets, and time to complete reconciliation." }, { "task_id": "review-privileged-access", "relationship": "reporting layer", "automation_level": "assisted", "role_assisted": "it-security-administrator", "manual_process": "Manual process reduced is assembling realm administrators, client roles, groups, and privileged assignments from separate screenshots for review.", "human_work": "An independent human must attest business need, examine hidden credentials and access outside Keycloak, approve retained privilege, and verify remediation. Prohibited need, risk-acceptance, compensating-control, and removal decisions can never be fully automated.", "failure_consequence": "Failure can omit external or inherited privilege and create false assurance; keep findings open until an independent reviewer reconciles all authoritative systems.", "pilot_metric": "Metric is in-scope privileged assignments with current owner and approved need, orphaned or excessive access found, remediation age, and sampled inventory omissions." } ] }, { "id": "librebooking", "name": "LibreBooking", "tagline": "Resource scheduling fork for rooms, equipment, and shared assets", "categories": [ "booking-scheduling", "event-management" ], "roles": [ "operations-manager", "community-manager", "event-coordinator" ], "workflows": [ "room-booking", "event-lifecycle", "facility-maintenance" ], "problems": [ "fill-meeting-rooms", "replace-spreadsheets", "improve-member-experience" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 80, "homepage": "https://librebooking.org/", "repository": "https://github.com/LibreBooking/librebooking", "description": "LibreBooking is an open-source resource reservation system (community continuation of Booked Scheduler concepts). Operators schedule meeting rooms, phone booths, AV kits, and event spaces with quotas and blackout dates.", "tags": [], "coworking_use_cases": [ "Room reservation without commercial workplace suites", "Equipment checkout tracking", "Blackout windows for cleaning and events" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "listmonk", "name": "listmonk", "tagline": "Self-hosted newsletter and mailing-list manager", "categories": [ "email-marketing", "community-engagement" ], "roles": [ "marketing", "community-manager", "event-coordinator", "technical-operator" ], "workflows": [ "marketing-campaigns", "community-programming", "event-lifecycle" ], "problems": [ "reduce-software-cost", "self-host-for-data-control", "grow-pipeline" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 89, "homepage": "https://listmonk.app/", "repository": "https://github.com/knadh/listmonk", "description": "listmonk is a high-performance self-hosted newsletter app. Marketing and community teams use it for member updates, event announcements, and segmented campaigns without per-contact SaaS fees at small scale.", "tags": [], "coworking_use_cases": [ "Sending member newsletters", "Segmenting event invites", "Reducing reliance on expensive ESP tiers for small lists" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "maintain-audience-segments", "relationship": "partial automation", "automation_level": "assisted", "role_assisted": "marketing-manager", "manual_process": "Rebuilding campaign recipient lists from broad spreadsheets for each send.", "human_work": "Marketing and privacy owners approve the purpose, permitted data, audience membership, exclusions, and activation.", "failure_consequence": "Stale or misclassified subscriber data can select the wrong audience and create an inappropriate or noncompliant send.", "pilot_metric": "Percentage of active segments with a current purpose, owner, and reviewed sample; consent and suppression changes applied before send." }, { "task_id": "maintain-consent-and-suppression", "relationship": "partial automation", "automation_level": "assisted", "role_assisted": "marketing-manager", "manual_process": "Maintaining a separate unsubscribe spreadsheet for email campaigns administered in listmonk.", "human_work": "Privacy or marketing owners resolve identity and purpose ambiguity, reconcile other channels, and approve exceptional reactivation.", "failure_consequence": "An import, identity mismatch, or missed reconciliation can reintroduce a suppressed person or leave another channel unchanged.", "pilot_metric": "Preference changes applied within the approved target time and zero sampled suppressed subscribers reintroduced by imports." }, { "task_id": "publish-campaign-assets", "relationship": "direct functional substitute", "automation_level": "mostly automated with review", "role_assisted": "marketing-manager", "manual_process": "Manually assembling and sending each approved member email from an individual mailbox.", "human_work": "The named publisher confirms the final content, audience, consent, links, timing, and correction path before send; an incident owner approves sensitive corrections.", "failure_consequence": "Selecting the wrong draft or audience can expose member data, breach consent, or publish an expired or inaccurate offer.", "pilot_metric": "Percentage of pilot sends matching the approved version and audience, with delivery failures and corrections recorded and resolved." } ] }, { "id": "listserv-alternative-postfix", "name": "Postfix", "tagline": "Industry-standard MTA component (not a full mailbox product)", "categories": [ "developer-platform", "communication-chat" ], "roles": [ "technical-operator" ], "workflows": [ "incident-response" ], "problems": [ "self-host-for-data-control", "integrate-stack" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "IPL-1.0", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 50, "homepage": "http://www.postfix.org/", "repository": "https://github.com/vdukhovni/postfix", "description": "Postfix is a mail transfer agent used inside many stacks. Listed so operators understand the building block behind mailcow and outbound relays—not as a turnkey member email product.", "tags": [], "coworking_use_cases": [ "SMTP transport building block" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "mailchimp", "name": "Mailchimp", "tagline": "Freemium email marketing platform", "categories": [ "email-marketing" ], "roles": [ "marketing", "community-manager", "event-coordinator" ], "workflows": [ "marketing-campaigns", "event-lifecycle", "community-programming" ], "problems": [ "grow-pipeline", "run-events" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 77, "homepage": "https://mailchimp.com/", "description": "Mailchimp is a commercial ESP with a free tier historically used by small spaces. Compare deliverability and cost against listmonk + SMTP as lists grow.", "tags": [], "coworking_use_cases": [ "Newsletters", "Audience segments", "Basic automations" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "mailcow", "name": "mailcow: dockerized", "tagline": "Full-featured mail server stack if you must self-host email", "categories": [ "communication-chat", "security-compliance" ], "roles": [ "technical-operator" ], "workflows": [ "incident-response", "member-onboarding" ], "problems": [ "self-host-for-data-control", "privacy-compliance" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "expert", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 58, "homepage": "https://mailcow.email/", "repository": "https://github.com/mailcow/mailcow-dockerized", "description": "mailcow packages a complete mail stack. Most coworking operators should prefer managed email; self-host only with strong deliverability skills and monitoring.", "tags": [], "coworking_use_cases": [ "Self-hosted mailboxes", "Full control of mail data" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "matomo", "name": "Matomo", "tagline": "Full-featured web analytics you can self-host", "categories": [ "analytics-bi" ], "roles": [ "marketing", "technical-operator", "multi-location-operator" ], "workflows": [ "marketing-campaigns", "reporting-kpis", "compliance-review" ], "problems": [ "privacy-compliance", "self-host-for-data-control", "measure-utilization" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "GPL-3.0-or-later", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 76, "homepage": "https://matomo.org/", "repository": "https://github.com/matomo-org/matomo", "description": "Matomo is a mature analytics platform with on-prem options. Teams needing deeper reporting and data ownership evaluate Matomo against lighter tools.", "tags": [], "coworking_use_cases": [ "Detailed web analytics", "Goal tracking for tour requests" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "mattermost", "name": "Mattermost", "tagline": "Self-hosted team messaging for staff coordination", "categories": [ "communication-chat" ], "roles": [ "operations-manager", "community-manager", "multi-location-operator", "technical-operator" ], "workflows": [ "incident-response", "multi-site-rollout", "facility-maintenance" ], "problems": [ "multi-location-consistency", "self-host-for-data-control", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "Apache-2.0", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 78, "homepage": "https://mattermost.com/", "repository": "https://github.com/mattermost/mattermost", "description": "Mattermost is an open-core team chat platform. Operations teams use it for shift coordination, incident channels, and multi-site staff communication.", "tags": [], "coworking_use_cases": [ "Staff chat with data control", "Incident channel history" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "mautic", "name": "Mautic", "tagline": "Open-source marketing automation", "categories": [ "email-marketing", "membership-crm" ], "roles": [ "marketing", "sales-manager", "technical-operator" ], "workflows": [ "marketing-campaigns", "tour-to-close" ], "problems": [ "grow-pipeline", "reduce-software-cost", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 71, "homepage": "https://www.mautic.org/", "repository": "https://github.com/mautic/mautic", "description": "Mautic provides campaigns, landing pages, and lead scoring. Marketing teams with technical support use it instead of expensive marketing clouds.", "tags": [], "coworking_use_cases": [ "Lead nurturing", "Campaign analytics" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "medusa", "name": "Medusa", "tagline": "Modern open-source commerce engine for custom storefronts", "categories": [ "pos-retail", "developer-platform", "billing-payments" ], "roles": [ "technical-operator", "consultant-implementer", "marketing" ], "workflows": [ "day-pass-checkin", "event-lifecycle" ], "problems": [ "automate-billing", "integrate-stack", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "MIT", "cost_model": "freemium", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 65, "homepage": "https://medusajs.com/", "repository": "https://github.com/medusajs/medusa", "description": "Medusa is a headless commerce platform. Technical teams building custom pass marketplaces or multi-brand storefronts evaluate it over heavier monoliths.", "tags": [], "coworking_use_cases": [ "Custom commerce backends", "API-first product catalogs" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "metabase", "name": "Metabase", "tagline": "Business intelligence on top of your operational databases", "categories": [ "analytics-bi" ], "roles": [ "owner-operator", "finance", "operations-manager", "technical-operator" ], "workflows": [ "reporting-kpis", "compliance-review" ], "problems": [ "measure-utilization", "replace-spreadsheets", "multi-location-consistency" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "AGPL-3.0-only", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 82, "homepage": "https://www.metabase.com/", "repository": "https://github.com/metabase/metabase", "description": "Metabase lets non-engineers ask questions of SQL databases. Operators connect booking, CRM, or billing replicas to build utilization and revenue dashboards.", "tags": [], "coworking_use_cases": [ "Self-serve KPI dashboards", "Reducing ad-hoc SQL requests to technical staff" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "analyze-campaign-performance", "relationship": "reporting layer", "automation_level": "assisted", "role_assisted": "marketing-manager", "manual_process": "Rebuilding recurring campaign performance spreadsheets and circulating screenshots of disconnected top-line metrics.", "human_work": "Marketing and commercial owners interpret attribution and data limitations, connect activity to qualified outcomes, and approve material spend, audience, or proposition changes.", "failure_consequence": "Incorrect joins, duplicate identities, stale data, or misleading definitions can make clicks appear valuable and drive unsupported campaign decisions.", "pilot_metric": "Percentage of reviewed figures reconciled to source controls; decisions record qualified outcomes, assumptions, and attribution limits." }, { "task_id": "forecast-sales-and-renewals", "relationship": "reporting layer", "automation_level": "assisted", "role_assisted": "sales-leasing-manager", "manual_process": "Copying pipeline and renewal totals into a recurring weighted forecast spreadsheet.", "human_work": "Sales staff assess evidence quality and uncertainty; the sales owner signs the forecast and finance and operations approve the assumptions they own.", "failure_consequence": "Stale stages, omitted capacity, or an incorrect probability calculation can create false revenue confidence and distort staffing or cash decisions.", "pilot_metric": "Forecast error tracked by horizon and cause, with material assumptions, stale data, and changes visible at each review." }, { "task_id": "review-member-service-trends", "relationship": "reporting layer", "automation_level": "assisted", "role_assisted": "general-manager", "manual_process": "Manually combining service counts and feedback summaries into a monthly trend spreadsheet.", "human_work": "The general manager interprets trends in context, checks for profiling or misleading counts, and approves priorities and policy changes.", "failure_consequence": "Duplicate contacts, exposed detail, or a speed-only metric can misstate member needs, profile people, and direct effort toward the wrong issue.", "pilot_metric": "Priority themes have reconciled evidence, stated caveats, and owners; selected actions are tracked for reduction in repeat contacts or impact." } ] }, { "id": "microsoft-365", "name": "Microsoft 365", "tagline": "Commercial productivity suite alternative for staff collaboration", "categories": [ "file-storage", "communication-chat", "security-compliance" ], "roles": [ "owner-operator", "operations-manager", "multi-location-operator", "technical-operator" ], "workflows": [ "member-onboarding", "compliance-review", "multi-site-rollout" ], "problems": [ "multi-location-consistency", "privacy-compliance", "reduce-manual-admin" ], "deployment": [ "managed-saas" ], "license_class": "proprietary", "spdx": null, "cost_model": "subscription", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 80, "homepage": "https://www.microsoft.com/microsoft-365", "description": "Microsoft 365 is a proprietary productivity cloud. Multi-location operators and enterprise-heavy portfolios often standardize here for email and compliance features.", "tags": [], "coworking_use_cases": [ "Email and files", "Teams chat", "Identity basics with Entra ID" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "mixpost-lite", "name": "Mixpost Lite", "tagline": "Self-hosted scheduling for a limited set of social networks", "categories": [ "community-engagement" ], "roles": [ "marketing", "community-manager", "technical-operator" ], "workflows": [ "marketing-campaigns", "community-programming" ], "problems": [ "reduce-manual-admin", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "high", "skills_required": [ "php-or-container-administration", "queue-monitoring", "oauth-configuration", "database-backups" ], "guide_status": "planned", "featured": false, "rank_score": 40, "homepage": "https://mixpost.app/", "repository": "https://github.com/inovector/mixpost", "description": "Mixpost Lite provides a calendar and publishing tools for Facebook Pages, Mastodon profiles and X profiles. Coworking staff could schedule approved event and office-availability posts on those channels. Other networks, approval flows, the posting queue and advanced analytics belong to paid editions and must not be assumed available in Lite.", "tags": [ "social media", "facebook pages", "mastodon", "x", "content calendar", "marketing" ], "coworking_use_cases": [ "Prepare and schedule approved posts on Lite-supported networks", "Organize marketing media, post labels and calendar entries" ], "verification_status": "partially-verified", "last_reviewed": "2026-10-23", "verification_completeness": "partial", "verification_confidence": "medium", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "monica-crm", "name": "Monica", "tagline": "Personal CRM for relationship notes (use carefully for members)", "categories": [ "community-engagement", "membership-crm" ], "roles": [ "community-manager", "owner-operator" ], "workflows": [ "community-programming", "member-onboarding" ], "problems": [ "improve-member-experience", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-or-later", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 60, "homepage": "https://www.monicahq.com/", "repository": "https://github.com/monicahq/monica", "description": "Monica is an open-source personal CRM. Community managers sometimes track relationship context—but must avoid creepy surveillance culture and respect privacy expectations.", "tags": [], "coworking_use_cases": [ "Remembering partner/vendor interactions", "Personal networking notes" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "mosquitto", "name": "Eclipse Mosquitto", "tagline": "MQTT broker for IoT messaging inside the building network", "categories": [ "iot-sensors", "network-wifi" ], "roles": [ "technical-operator", "facilities" ], "workflows": [ "facility-maintenance", "access-provisioning" ], "problems": [ "integrate-stack", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "EPL-2.0", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 65, "homepage": "https://mosquitto.org/", "repository": "https://github.com/eclipse/mosquitto", "description": "Mosquitto is a lightweight MQTT broker. It underpins many sensor and access prototypes in flexible workspaces when segmented properly on the network.", "tags": [], "coworking_use_cases": [ "IoT message transport", "Decoupling sensors from apps" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "n8n", "name": "n8n", "tagline": "Workflow automation connecting CRM, billing, chat, and sheets", "categories": [ "automation-integration" ], "roles": [ "technical-operator", "operations-manager", "consultant-implementer" ], "workflows": [ "member-onboarding", "invoice-collections", "tour-to-close" ], "problems": [ "integrate-stack", "reduce-manual-admin", "automate-billing" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "fair-code", "spdx": null, "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 90, "homepage": "https://n8n.io/", "repository": "https://github.com/n8n-io/n8n", "description": "n8n is a fair-code workflow automation tool. Operators connect forms → CRM → Slack/email, or sync room bookings to door access notes. Self-hosting is common; license terms require careful commercial review.", "tags": [], "coworking_use_cases": [ "Moving data between tools without manual copy-paste", "Notifying staff of new tour requests", "Scheduled reports to operators" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "low", "verification_tier": "evaluated", "task_fits": [ { "task_id": "coordinate-member-onboarding", "relationship": "integration layer", "automation_level": "partially automated", "role_assisted": "community-manager", "manual_process": "Re-keying approved onboarding details into repeated internal handoff messages and separately reminding each owner of standard steps.", "human_work": "Functional owners approve each provisioned service, staff interpret nonstandard terms, and the general manager accepts material readiness exceptions.", "failure_consequence": "A stale trigger, mapping error, or silent failed step can omit a service, use unapproved sales notes, or leave the team unaware of a changed start date.", "pilot_metric": "Percentage of pilot onboardings with usable approved services by the agreed start; all workflow failures and readiness exceptions visible and owned before arrival." }, { "task_id": "manage-pipeline-follow-up", "relationship": "integration layer", "automation_level": "assisted", "role_assisted": "sales-leasing-manager", "manual_process": "Copying opportunity status into reminder lists and sending internal prompts for due next actions.", "human_work": "Sales staff read recent responses, choose the useful message and channel, honor objections, and decide when to pause or close; a sales manager approves exceptional outreach.", "failure_consequence": "Stale status, duplicate execution, or a missed opt-out can prompt irrelevant or unwelcome outreach and corrupt the opportunity history.", "pilot_metric": "Percentage of active opportunities with a meaningful dated next action, with opt-outs honored and every failed or duplicate workflow reconciled." } ] }, { "id": "netdata", "name": "Netdata", "tagline": "Real-time performance monitoring with low setup friction", "categories": [ "monitoring-observability" ], "roles": [ "technical-operator" ], "workflows": [ "incident-response" ], "problems": [ "disaster-recovery", "improve-wifi-reliability" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-or-later", "cost_model": "freemium", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 69, "homepage": "https://www.netdata.cloud/", "repository": "https://github.com/netdata/netdata", "description": "Netdata provides real-time metrics and dashboards per host. Helpful for small VPS fleets powering self-hosted coworking tools.", "tags": [], "coworking_use_cases": [ "Per-host real-time metrics", "Quick anomaly spotting" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "nextcloud", "name": "Nextcloud", "tagline": "Self-hosted files, calendars, Talk, and Forms for operator teams", "categories": [ "file-storage", "communication-chat", "forms-surveys" ], "roles": [ "operations-manager", "technical-operator", "community-manager", "owner-operator" ], "workflows": [ "member-onboarding", "community-programming", "backup-restore-drill" ], "problems": [ "self-host-for-data-control", "centralize-knowledge", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "AGPL-3.0-only", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "linux", "docker", "storage", "backup" ], "guide_status": "full", "featured": true, "rank_score": 92, "homepage": "https://nextcloud.com/", "repository": "https://github.com/nextcloud/server", "description": "Nextcloud is a widely deployed self-hosted collaboration suite. Coworking operators use it for internal file sharing, staff calendars, member document handoff, and lightweight forms without sending every file to a consumer cloud drive.", "tags": [ "files", "collaboration", "self-hosted" ], "coworking_use_cases": [ "Centralizing staff SOPs and shared member templates", "Reducing email attachments for internal handoffs", "Coordinating staff calendars for tours and events" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "maintain-operating-procedures", "relationship": "system of record", "automation_level": "assisted", "role_assisted": "general-manager", "manual_process": "Keeping current-looking SOP copies across email attachments, personal drives, and printed working folders.", "human_work": "The accountable process owner approves content and resolves conflicting copies; safety, legal, financial, and security specialists approve controls in their domains.", "failure_consequence": "Incorrect permissions or an apparently current obsolete file can expose sensitive procedures or cause staff to follow unsafe or inconsistent guidance.", "pilot_metric": "Percentage of critical procedures with a current owner and review evidence; sampled staff can find and execute the normal, exception, and fallback paths." }, { "task_id": "manage-training-records", "relationship": "system of record", "automation_level": "assisted", "role_assisted": "general-manager", "manual_process": "Storing certificates in separate folders while tracking review and expiry dates in personal calendars or spreadsheets.", "human_work": "A qualified assessor or manager evaluates practical competence, decides refresher or restricted duties, and approves competence and return to duty.", "failure_consequence": "An expired record can go unnoticed, attendance can be mistaken for competence, or personnel evidence can be disclosed to an unauthorized user.", "pilot_metric": "Percentage of assigned duties mapped to current competence evidence; expiry and restriction actions completed before unsafe assignment." } ] }, { "id": "nexudus", "name": "Nexudus", "tagline": "Commercial coworking management suite (proprietary)", "categories": [ "membership-crm", "booking-scheduling", "billing-payments", "access-control" ], "roles": [ "owner-operator", "operations-manager", "community-manager", "multi-location-operator" ], "workflows": [ "member-onboarding", "room-booking", "invoice-collections", "access-provisioning" ], "problems": [ "automate-billing", "multi-location-consistency", "improve-member-experience" ], "deployment": [ "managed-saas" ], "license_class": "proprietary", "spdx": null, "cost_model": "subscription", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 68, "homepage": "https://www.nexudus.com/", "description": "Nexudus is a proprietary coworking operations platform. Listed for comparison against open/DIY stacks; evaluate contracts, APIs, and exit plans carefully.", "tags": [], "coworking_use_cases": [ "End-to-end coworking ops", "Member portal features" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "nginx", "name": "NGINX", "tagline": "Battle-tested web server and reverse proxy", "categories": [ "developer-platform", "website-cms" ], "roles": [ "technical-operator" ], "workflows": [ "multi-site-rollout", "incident-response" ], "problems": [ "self-host-for-data-control", "improve-wifi-reliability" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "BSD-2-Clause", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 80, "homepage": "https://nginx.org/", "repository": "https://github.com/nginx/nginx", "description": "NGINX remains a default reverse proxy and static file server. Operators use it to serve marketing sites and proxy app traffic.", "tags": [], "coworking_use_cases": [ "HTTP reverse proxy", "Static site hosting" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "nocodb", "name": "NocoDB", "tagline": "Turn SQL databases into smart spreadsheets", "categories": [ "developer-platform", "project-work-management" ], "roles": [ "technical-operator", "operations-manager", "consultant-implementer" ], "workflows": [ "reporting-kpis", "facility-maintenance" ], "problems": [ "replace-spreadsheets", "integrate-stack", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 68, "homepage": "https://nocodb.com/", "repository": "https://github.com/nocodb/nocodb", "description": "NocoDB opens MySQL/Postgres tables with a spreadsheet UI and APIs. Useful when operators already have data in SQL and need lighter UX for staff.", "tags": [], "coworking_use_cases": [ "Staff-friendly DB access", "Quick internal grids" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "node-red", "name": "Node-RED", "tagline": "Flow-based automation for IoT and lightweight integrations", "categories": [ "automation-integration", "iot-sensors" ], "roles": [ "technical-operator", "facilities" ], "workflows": [ "facility-maintenance", "incident-response" ], "problems": [ "integrate-stack", "measure-utilization" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 70, "homepage": "https://nodered.org/", "repository": "https://github.com/node-red/node-red", "description": "Node-RED wires devices and APIs with visual flows. Facilities and tech operators prototype sensor alerts and webhook bridges quickly.", "tags": [], "coworking_use_cases": [ "IoT glue logic", "Webhook transformations" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "notion", "name": "Notion", "tagline": "Freemium docs/wiki used heavily by community and ops teams", "categories": [ "knowledge-base", "project-work-management" ], "roles": [ "community-manager", "operations-manager", "marketing", "owner-operator" ], "workflows": [ "member-onboarding", "community-programming", "multi-site-rollout" ], "problems": [ "centralize-knowledge", "reduce-manual-admin" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "trivial", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": false, "rank_score": 83, "homepage": "https://www.notion.so/", "description": "Notion is a proprietary all-in-one workspace. Extremely common for SOPs and wikis; export and offline/self-host limitations push some teams to BookStack/Outline later.", "tags": [], "coworking_use_cases": [ "SOP wiki", "Meeting notes", "Light project trackers" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "commercial-benchmark", "task_fits": [ { "task_id": "maintain-operating-procedures", "relationship": "system of record", "automation_level": "assisted", "role_assisted": "general-manager", "manual_process": "Scattered SOP files, printed binders, and instructions buried in chat history.", "human_work": "Process owners must verify real-world steps and exceptions, approve changes, control sharing, and confirm staff can use normal and fallback paths.", "failure_consequence": "Stale, conflicting, or over-shared guidance can cause unsafe or inconsistent service and expose sensitive operating information.", "pilot_metric": "Percentage of pilot procedures with an accountable owner, current approval, and successful staff retrieval test." } ] }, { "id": "oauth2-proxy", "name": "OAuth2 Proxy", "tagline": "Simple reverse-proxy auth against external identity providers", "categories": [ "identity-sso", "security-compliance" ], "roles": [ "technical-operator" ], "workflows": [ "access-provisioning" ], "problems": [ "integrate-stack", "secure-door-access" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 73, "homepage": "https://oauth2-proxy.github.io/oauth2-proxy/", "repository": "https://github.com/oauth2-proxy/oauth2-proxy", "description": "OAuth2 Proxy sits in front of HTTP apps and enforces login via Google/GitHub/OIDC providers. Useful when you already have an IdP and need quick protection for internal tools.", "tags": [], "coworking_use_cases": [ "Protecting internal HTTP apps", "Reusing existing SSO" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "odoo-community", "name": "Odoo Community", "tagline": "Modular open-core ERP/CRM used by some flexible-workspace operators", "categories": [ "membership-crm", "billing-payments", "website-cms", "accounting" ], "roles": [ "owner-operator", "sales-manager", "finance", "consultant-implementer" ], "workflows": [ "tour-to-close", "invoice-collections", "member-onboarding", "marketing-campaigns" ], "problems": [ "grow-pipeline", "automate-billing", "replace-spreadsheets" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "LGPL-3.0-only", "cost_model": "open-core-paid-features", "difficulty": "hard", "maintenance_burden": "high", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 82, "homepage": "https://www.odoo.com/", "repository": "https://github.com/odoo/odoo", "description": "Odoo Community provides CRM, invoicing, website, and project modules under LGPL, with a large proprietary Enterprise edition. Operators sometimes assemble membership-like processes with careful module choices and partner support.", "tags": [], "coworking_use_cases": [ "Tracking leads and membership opportunities", "Issuing invoices", "Basic website/CMS for smaller sites" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "low", "verification_tier": "evaluated", "task_fits": [ { "task_id": "qualify-inbound-leads", "relationship": "system of record", "automation_level": "manual support", "role_assisted": "sales-leasing-manager", "manual_process": "Keeping free-form prospect notes and qualification questions across personal spreadsheets and email threads.", "human_work": "Sales staff establish expressed needs and make an explainable fit decision; the sales manager approves disqualification when criteria or evidence are ambiguous.", "failure_consequence": "Unstructured or proxy data can produce unfair prioritization, expose prospect details, or make an unsupported disqualification look authoritative.", "pilot_metric": "Percentage of pilot records meeting documented evidence criteria and receiving a timely clear next step; ambiguous disqualifications retain manager approval." }, { "task_id": "manage-pipeline-follow-up", "relationship": "system of record", "automation_level": "assisted", "role_assisted": "sales-leasing-manager", "manual_process": "Maintaining separate personal reminders and a stale spreadsheet of opportunity stages and next actions.", "human_work": "Sales staff interpret responses, choose a relevant message and channel, and decide when to pause or close; a sales manager approves exceptional outreach after an objection.", "failure_consequence": "Stale stages, missed responses, or incorrect contact preferences can trigger irrelevant follow-up and leave the pipeline materially misleading.", "pilot_metric": "Percentage of active opportunities with a meaningful dated next action, with opt-outs and closure decisions honored and stale records reviewed." } ] }, { "id": "officerd-saas", "name": "OfficeRnD", "tagline": "Commercial flexible workspace platform (freemium/paid SaaS)", "categories": [ "membership-crm", "booking-scheduling", "billing-payments", "access-control" ], "roles": [ "owner-operator", "community-manager", "operations-manager", "sales-manager", "multi-location-operator" ], "workflows": [ "member-onboarding", "room-booking", "invoice-collections", "access-provisioning", "tour-to-close" ], "problems": [ "automate-billing", "fill-meeting-rooms", "improve-member-experience", "multi-location-consistency" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "subscription", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 70, "homepage": "https://www.officernd.com/", "description": "OfficeRnD is a commercial platform purpose-built for flexible workspaces. Included as a comparison anchor so operators can weigh OSS stacks vs vertical SaaS—not as an open-source option.", "tags": [], "coworking_use_cases": [ "Membership plans", "Resource booking", "Invoicing workflows", "Integrations to access vendors" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "openbao", "name": "OpenBao", "tagline": "Community-driven Vault fork under MPL", "categories": [ "password-secrets", "security-compliance" ], "roles": [ "technical-operator" ], "workflows": [ "access-provisioning", "compliance-review" ], "problems": [ "self-host-for-data-control", "privacy-compliance" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MPL-2.0", "cost_model": "free-self-hosted", "difficulty": "expert", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 62, "homepage": "https://openbao.org/", "repository": "https://github.com/openbao/openbao", "description": "OpenBao is an open-source secrets management fork in the Vault lineage under MPL. Teams avoiding BSL may evaluate OpenBao carefully for maturity.", "tags": [], "coworking_use_cases": [ "OSS secrets management", "Avoiding BSL constraints" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "openproject", "name": "OpenProject", "tagline": "Classic open-source project management with timelines", "categories": [ "project-work-management" ], "roles": [ "operations-manager", "facilities", "multi-location-operator", "consultant-implementer" ], "workflows": [ "facility-maintenance", "multi-site-rollout" ], "problems": [ "multi-location-consistency", "replace-spreadsheets" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "GPL-3.0-only", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 70, "homepage": "https://www.openproject.org/", "repository": "https://github.com/opf/openproject", "description": "OpenProject supports work packages, Gantt charts, and documentation. Useful for larger fit-out projects and multi-location rollouts.", "tags": [], "coworking_use_cases": [ "Structured project plans", "Stakeholder status reporting" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "opnsense", "name": "OPNsense", "tagline": "Open-source firewall/router platform for advanced network control", "categories": [ "network-wifi", "security-compliance" ], "roles": [ "technical-operator", "facilities" ], "workflows": [ "facility-maintenance", "incident-response", "visitor-management" ], "problems": [ "improve-wifi-reliability", "secure-door-access", "privacy-compliance" ], "deployment": [ "self-hosted", "hardware-appliance" ], "license_class": "oss-osi-approved", "spdx": "BSD-2-Clause", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 76, "homepage": "https://opnsense.org/", "repository": "https://github.com/opnsense/core", "description": "OPNsense is a FreeBSD-based firewall distribution. Technical operators use it for routing, captive portals, VPN, and traffic shaping in DIY network stacks.", "tags": [], "coworking_use_cases": [ "Edge firewall", "VPN concentrator", "Captive portal experiments" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "optix-app", "name": "Optix", "tagline": "Workplace experience app platform (proprietary)", "categories": [ "booking-scheduling", "community-engagement", "access-control" ], "roles": [ "community-manager", "operations-manager", "owner-operator", "multi-location-operator" ], "workflows": [ "room-booking", "desk-hot-desk", "community-programming", "day-pass-checkin" ], "problems": [ "improve-member-experience", "fill-meeting-rooms", "multi-location-consistency" ], "deployment": [ "managed-saas", "mobile" ], "license_class": "proprietary", "spdx": null, "cost_model": "subscription", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 64, "homepage": "https://www.optixapp.com/", "description": "Optix provides mobile workplace experience features for booking and community. Included as a commercial reference point for member-experience apps.", "tags": [], "coworking_use_cases": [ "Member mobile booking", "Workplace experience features" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "outline", "name": "Outline", "tagline": "Beautiful team knowledge base (source-available license)", "categories": [ "knowledge-base" ], "roles": [ "operations-manager", "community-manager", "technical-operator" ], "workflows": [ "member-onboarding", "multi-site-rollout" ], "problems": [ "centralize-knowledge", "multi-location-consistency" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "source-available", "spdx": null, "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 72, "homepage": "https://www.getoutline.com/", "repository": "https://github.com/outline/outline", "description": "Outline is a polished knowledge base popular with startups. License is Business Source License—not OSI open source—so operators must read terms before production.", "tags": [], "coworking_use_cases": [ "Team docs with modern UX", "Structured collections for multi-site SOPs" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "paperless-ngx", "name": "Paperless-ngx", "tagline": "Document digitization for contracts, invoices, and mailroom scans", "categories": [ "file-storage", "mailroom-virtual-office", "facility-operations" ], "roles": [ "virtual-office-mailroom", "finance", "operations-manager", "technical-operator" ], "workflows": [ "mail-package-handling", "member-onboarding", "compliance-review" ], "problems": [ "operate-virtual-office", "replace-spreadsheets", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 83, "homepage": "https://docs.paperless-ngx.com/", "repository": "https://github.com/paperless-ngx/paperless-ngx", "description": "Paperless-ngx OCR-indexes scanned documents. Virtual-office and admin teams archive contracts, supplier invoices, and scanned mail with tags and retention discipline.", "tags": [], "coworking_use_cases": [ "Digitizing paper archives", "Searching historical invoices", "Supporting virtual mail scanning workflows" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "receive-and-log-mail", "relationship": "assistant", "automation_level": "manual support", "role_assisted": "virtual-office-mailroom-manager", "manual_process": "Paper archive indexes and unsearchable scan folders created after staff physically accept an item.", "human_work": "Staff must decide whether to accept the physical item, verify the recipient and authority, maintain custody and storage location, inspect safety concerns, and quality-check every scan and access assignment.", "failure_consequence": "A wrong recipient, incomplete scan, poor access rule, or mistaken belief that OCR proves custody can expose confidential mail, lose evidence, or make the physical item untraceable.", "pilot_metric": "Percentage of pilot scans passing recipient, page-completeness, search, access, and physical custody checks with every defect reviewed by mailroom staff." }, { "task_id": "review-retention-and-deletion", "relationship": "system of record", "automation_level": "manual support", "role_assisted": "it-security-administrator", "manual_process": "Searching paper files and shared-drive folders to identify records for a scheduled retention review.", "human_work": "Record owners and qualified reviewers must interpret purpose, holds, legal duties, backup effects, and residual copies before approving or executing any deletion.", "failure_consequence": "Misclassified or prematurely deleted records can destroy required evidence, while incomplete deletion or broad search access can retain and expose personal information beyond its purpose.", "pilot_metric": "Percentage of sampled records mapped to an approved owner, category, hold status, and documented disposition without any unapproved deletion." } ] }, { "id": "passbolt", "name": "Passbolt", "tagline": "Team password manager with open-source edition", "categories": [ "password-secrets", "security-compliance" ], "roles": [ "technical-operator", "operations-manager" ], "workflows": [ "member-offboarding", "vendor-offboarding", "incident-response" ], "problems": [ "privacy-compliance", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "AGPL-3.0-only", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 74, "homepage": "https://www.passbolt.com/", "repository": "https://github.com/passbolt/passbolt_api", "description": "Passbolt focuses on team password sharing with audit trails. Ops teams manage shared credentials for facilities and vendors.", "tags": [], "coworking_use_cases": [ "Team password sharing", "Access auditability" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "penpot", "name": "Penpot", "tagline": "Open-source design tool for signage, wayfinding, and marketing mocks", "categories": [ "digital-signage", "website-cms" ], "roles": [ "marketing", "operations-manager", "event-coordinator" ], "workflows": [ "marketing-campaigns", "event-lifecycle", "facility-maintenance" ], "problems": [ "reduce-software-cost", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "MPL-2.0", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 73, "homepage": "https://penpot.app/", "repository": "https://github.com/penpot/penpot", "description": "Penpot is a web-based design platform. Marketing and ops teams collaborate on posters, floor maps, and simple UI mockups without Adobe subscriptions.", "tags": [], "coworking_use_cases": [ "Collaborative design", "Marketing asset drafts" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "pfsense-ce", "name": "pfSense CE", "tagline": "Popular open-source firewall distribution (CE vs Plus matters)", "categories": [ "network-wifi", "security-compliance" ], "roles": [ "technical-operator" ], "workflows": [ "facility-maintenance", "incident-response" ], "problems": [ "improve-wifi-reliability", "privacy-compliance" ], "deployment": [ "self-hosted", "hardware-appliance" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 74, "homepage": "https://www.pfsense.org/", "repository": "https://github.com/pfsense/pfsense", "description": "pfSense Community Edition is a widely deployed firewall platform. Netgate’s Plus offering is commercial—do not confuse editions when planning support.", "tags": [], "coworking_use_cases": [ "Firewall/router", "VPN", "Traffic shaping" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "pi-hole", "name": "Pi-hole", "tagline": "DNS-level blocking for guest and staff networks (use carefully)", "categories": [ "network-wifi", "security-compliance" ], "roles": [ "technical-operator", "facilities" ], "workflows": [ "incident-response", "facility-maintenance" ], "problems": [ "improve-wifi-reliability", "privacy-compliance" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "EUPL-1.2", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 67, "homepage": "https://pi-hole.net/", "repository": "https://github.com/pi-hole/pi-hole", "description": "Pi-hole provides network-wide DNS blocking. Some operators experiment with it on staff networks; guest Wi-Fi filtering must respect transparency and break fewer member workflows.", "tags": [], "coworking_use_cases": [ "DNS-level ad/malware domain blocking", "DNS visibility for troubleshooting" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "plane", "name": "Plane", "tagline": "Open-source project management for internal ops initiatives", "categories": [ "project-work-management" ], "roles": [ "operations-manager", "technical-operator", "owner-operator" ], "workflows": [ "facility-maintenance", "multi-site-rollout", "marketing-campaigns" ], "problems": [ "replace-spreadsheets", "multi-location-consistency" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 71, "homepage": "https://plane.so/", "repository": "https://github.com/makeplane/plane", "description": "Plane helps track issues and projects. Multi-site operators use it for renovation projects, marketing campaigns, and IT backlogs.", "tags": [], "coworking_use_cases": [ "Internal project tracking", "Cross-team task visibility" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "plausible-ce", "name": "Plausible Community Edition", "tagline": "Lightweight analytics with a strong privacy posture", "categories": [ "analytics-bi" ], "roles": [ "marketing", "technical-operator", "owner-operator" ], "workflows": [ "marketing-campaigns", "reporting-kpis" ], "problems": [ "privacy-compliance", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "AGPL-3.0-only", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 79, "homepage": "https://plausible.io/", "repository": "https://github.com/plausible/analytics", "description": "Plausible CE is the self-hosted community edition of Plausible Analytics. Operators who want simple metrics without complex GA setups often evaluate CE or Plausible Cloud.", "tags": [], "coworking_use_cases": [ "Privacy-friendly traffic measurement", "Campaign UTM analysis" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "portainer-ce", "name": "Portainer CE", "tagline": "Docker/Kubernetes management UI for small ops teams", "categories": [ "developer-platform", "monitoring-observability" ], "roles": [ "technical-operator", "operations-manager" ], "workflows": [ "multi-site-rollout", "incident-response", "backup-restore-drill" ], "problems": [ "self-host-for-data-control", "reduce-manual-admin" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "Zlib", "cost_model": "open-core-paid-features", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 75, "homepage": "https://www.portainer.io/", "repository": "https://github.com/portainer/portainer", "description": "Portainer Community Edition gives a GUI over containers. Non-full-time sysadmins managing Compose stacks often rely on it—while still learning CLI fundamentals.", "tags": [], "coworking_use_cases": [ "Container visibility", "Simplified stack deploys" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "postal", "name": "Postal", "tagline": "Self-hosted mail delivery platform for application email", "categories": [ "email-marketing", "developer-platform" ], "roles": [ "technical-operator" ], "workflows": [ "marketing-campaigns", "member-onboarding" ], "problems": [ "self-host-for-data-control", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "expert", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 57, "homepage": "https://docs.postalserver.io/", "repository": "https://github.com/postalserver/postal", "description": "Postal is a mail delivery platform for sending application email. Teams with strong ops skills use it instead of commercial ESP—at significant reputation risk if misconfigured.", "tags": [], "coworking_use_cases": [ "Transactional email sending", "Message tracking" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "posthog", "name": "PostHog", "tagline": "Product analytics for custom member portals and apps", "categories": [ "analytics-bi", "developer-platform" ], "roles": [ "technical-operator", "marketing", "owner-operator" ], "workflows": [ "reporting-kpis", "marketing-campaigns" ], "problems": [ "measure-utilization", "improve-member-experience", "privacy-compliance" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "MIT", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 73, "homepage": "https://posthog.com/", "repository": "https://github.com/PostHog/posthog", "description": "PostHog is an open-core product analytics suite. Teams building custom portals use it for funnels, session replay (carefully), and feature flags.", "tags": [], "coworking_use_cases": [ "Product analytics", "Feature flags for portals" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "postiz", "name": "Postiz", "tagline": "Schedule approved social posts for coworking marketing", "categories": [ "community-engagement" ], "roles": [ "marketing", "community-manager", "technical-operator" ], "workflows": [ "marketing-campaigns", "community-programming" ], "problems": [ "grow-pipeline", "reduce-manual-admin" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "high", "skills_required": [ "container-administration", "database-backups", "oauth-configuration", "social-platform-app-review" ], "guide_status": "planned", "featured": false, "rank_score": 40, "homepage": "https://postiz.com/", "repository": "https://github.com/gitroomhq/postiz-app", "description": "Postiz schedules and publishes social content from a shared calendar. A coworking marketing team could prepare posts about tours, member events and available offices, then review them before publication. Self-hosting requires each social network provider to be configured; hosted and self-hosted features may differ.", "tags": [ "social media", "content calendar", "scheduled posts", "marketing", "member events" ], "coworking_use_cases": [ "Schedule approved marketing posts from one calendar", "Reduce repeated manual publishing to configured social accounts" ], "verification_status": "partially-verified", "last_reviewed": "2026-10-23", "verification_completeness": "partial", "verification_confidence": "medium", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "prestashop", "name": "PrestaShop", "tagline": "Open-source e-commerce for merchandise and day passes online", "categories": [ "pos-retail", "billing-payments", "website-cms" ], "roles": [ "marketing", "owner-operator", "finance" ], "workflows": [ "day-pass-checkin", "event-lifecycle", "invoice-collections" ], "problems": [ "automate-billing", "run-events", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "OSL-3.0", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 64, "homepage": "https://www.prestashop.com/", "repository": "https://github.com/PrestaShop/PrestaShop", "description": "PrestaShop is an e-commerce platform. Some spaces sell merchandise, event tickets, or day passes online when a full coworking suite is unnecessary.", "tags": [], "coworking_use_cases": [ "Online product sales", "Basic order management" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "pretix", "name": "pretix", "tagline": "Registration and ticket sales for coworking workshops and events", "categories": [ "event-management" ], "roles": [ "event-coordinator", "community-manager", "finance", "technical-operator" ], "workflows": [ "event-lifecycle" ], "problems": [ "run-events", "reduce-manual-admin" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "high", "skills_required": [ "python-server-administration", "database-backups", "email-delivery", "payment-provider-configuration" ], "guide_status": "planned", "featured": false, "rank_score": 40, "homepage": "https://pretix.eu/", "repository": "https://github.com/pretix/pretix", "description": "pretix provides event ticket shops and registration management. A coworking operator could sell workshop tickets and organize check-in for community or venue events, while staff own capacity, refunds and tax decisions. Self-hosted Community, commercial Enterprise and paid Hosted offerings have different support and feature conditions.", "tags": [ "event tickets", "workshops", "registration", "community events", "check-in" ], "coworking_use_cases": [ "Collect workshop registrations and issue event tickets", "Maintain order and attendee lists for event staff" ], "verification_status": "partially-verified", "last_reviewed": "2026-10-23", "verification_completeness": "partial", "verification_confidence": "medium", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "prometheus", "name": "Prometheus", "tagline": "Metrics collection backbone for infrastructure observability", "categories": [ "monitoring-observability" ], "roles": [ "technical-operator" ], "workflows": [ "incident-response", "multi-site-rollout" ], "problems": [ "improve-wifi-reliability", "disaster-recovery" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 75, "homepage": "https://prometheus.io/", "repository": "https://github.com/prometheus/prometheus", "description": "Prometheus scrapes and stores time-series metrics. It underpins many self-hosted monitoring stacks for multi-site operators running their own servers.", "tags": [], "coworking_use_cases": [ "Collecting infrastructure metrics", "Powering alerts" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "rallly", "name": "Rallly", "tagline": "Self-hostable scheduling polls for finding meeting times", "categories": [ "booking-scheduling", "community-engagement" ], "roles": [ "community-manager", "event-coordinator", "operations-manager" ], "workflows": [ "event-lifecycle", "community-programming" ], "problems": [ "run-events", "reduce-manual-admin", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "freemium", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 72, "homepage": "https://rallly.co/", "repository": "https://github.com/lukevella/rallly", "description": "Rallly helps groups vote on meeting times. Community managers use it for event planning and committee meetings without Doodle-style SaaS limits.", "tags": [], "coworking_use_cases": [ "Finding consensus meeting times", "Event date polls" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "restic", "name": "Restic", "tagline": "Encrypted backups for critical operator data", "categories": [ "backup-recovery", "security-compliance" ], "roles": [ "technical-operator", "operations-manager", "owner-operator" ], "workflows": [ "backup-restore-drill", "incident-response" ], "problems": [ "disaster-recovery", "self-host-for-data-control" ], "deployment": [ "self-hosted", "desktop" ], "license_class": "oss-osi-approved", "spdx": "BSD-2-Clause", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 90, "homepage": "https://restic.net/", "repository": "https://github.com/restic/restic", "description": "Restic is a modern backup program with encryption and multiple storage backends. Every self-hosted coworking stack should define backup jobs and restore drills.", "tags": [], "coworking_use_cases": [ "Encrypted backups", "Offsite copies" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "perform-backup-restore-tests", "relationship": "infrastructure", "automation_level": "partially automated", "role_assisted": "it-security-administrator", "manual_process": "Ad hoc file copies and backup checks that stop at a successful job message or downloaded file.", "human_work": "Administrators must protect keys, isolate restored data, define representative scenarios, and have business owners verify integrity and usability before accepting the result.", "failure_consequence": "Missing keys, corrupt or incomplete snapshots, or an unvalidated restore can leave critical coworking records unrecoverable during an incident while successful-job signals create false confidence.", "pilot_metric": "Percentage of representative restore checks completed successfully within the approved recovery objective, with every failed dependency assigned for remediation." } ] }, { "id": "rocket-chat", "name": "Rocket.Chat", "tagline": "Open-core team chat and omnichannel communications", "categories": [ "communication-chat", "helpdesk-support" ], "roles": [ "community-manager", "operations-manager", "technical-operator" ], "workflows": [ "incident-response", "tour-to-close", "community-programming" ], "problems": [ "self-host-for-data-control", "improve-member-experience" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "MIT", "cost_model": "open-core-paid-features", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 69, "homepage": "https://www.rocket.chat/", "repository": "https://github.com/RocketChat/Rocket.Chat", "description": "Rocket.Chat offers team messaging and omnichannel customer communication. Operators evaluate it for staff chat and website live engagement with self-host control.", "tags": [], "coworking_use_cases": [ "Staff messaging", "Optional omnichannel inbox" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "roomer", "name": "Roomer", "tagline": "Explore desk and asset reservations on uploaded floor plans", "categories": [ "booking-scheduling" ], "roles": [ "operations-manager", "community-manager", "technical-operator" ], "workflows": [ "desk-hot-desk", "room-booking" ], "problems": [ "replace-spreadsheets", "improve-member-experience" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "high", "skills_required": [ "container-administration", "database-backups", "floor-plan-preparation", "application-security-review" ], "guide_status": "planned", "featured": false, "rank_score": 40, "homepage": "https://github.com/c0dewhacker/Roomer", "repository": "https://github.com/c0dewhacker/Roomer", "description": "Roomer is the c0dewhacker self-hosted desk and asset reservation project. Its official repository describes buildings, floors and uploaded plans with bookable assets. A coworking team could explore visual hot-desk discovery in an isolated pilot. Production reliability, security, accessibility and recovery have not been established here.", "tags": [ "desk booking", "hot desks", "floor plan", "asset reservations", "research candidate" ], "coworking_use_cases": [ "Explore visual desk availability and reservation requests", "Reduce manual selection of desks from a spreadsheet during a test" ], "verification_status": "partially-verified", "last_reviewed": "2026-10-23", "verification_completeness": "partial", "verification_confidence": "medium", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "roundcube", "name": "Roundcube", "tagline": "Browser webmail client for self-hosted mail stacks", "categories": [ "communication-chat" ], "roles": [ "technical-operator", "operations-manager" ], "workflows": [ "incident-response" ], "problems": [ "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-or-later", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 55, "homepage": "https://roundcube.net/", "repository": "https://github.com/roundcube/roundcubemail", "description": "Roundcube is a classic webmail UI. It pairs with IMAP servers when operators self-host mail for staff.", "tags": [], "coworking_use_cases": [ "Webmail access", "Staff mailbox UI" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "seatsurfing", "name": "Seatsurfing", "tagline": "Open-source desk and space booking for hybrid offices and coworking floors", "categories": [ "booking-scheduling", "facility-operations" ], "roles": [ "operations-manager", "community-manager", "facilities", "technical-operator" ], "workflows": [ "desk-hot-desk", "day-pass-checkin", "reporting-kpis" ], "problems": [ "measure-utilization", "improve-member-experience", "replace-spreadsheets", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 84, "homepage": "https://seatsurfing.io/", "repository": "https://github.com/seatsurfing/backend", "description": "Seatsurfing helps organizations book desks and spaces. Flexible-workspace operators evaluate it for hot-desk maps, presence planning, and utilization experiments without a full commercial workplace suite.", "tags": [], "coworking_use_cases": [ "Replacing whiteboard/spreadsheet desk claims", "Collecting utilization signals for layout changes", "Coordinating hybrid attendance peaks" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "low", "verification_tier": "evaluated", "task_fits": [ { "task_id": "manage-desk-assignments", "relationship": "system of record", "automation_level": "assisted", "role_assisted": "community-coordinator-front-desk", "manual_process": "Printed floor maps, whiteboard claims, and spreadsheet lists for ordinary hot-desk requests.", "human_work": "Staff must verify entitlement and actual desk readiness, handle accessibility needs, and fairly approve overrides or resolve competing constraints.", "failure_consequence": "An inaccurate map or unchecked assignment can double-book a desk, deny a usable accommodation, expose member presence, or leave a member without the workspace promised.", "pilot_metric": "Percentage of pilot reservations matching entitlement and physically usable desk state, with conflicts and accessibility exceptions separately reviewed." }, { "task_id": "analyze-space-utilization", "relationship": "reporting layer", "automation_level": "assisted", "role_assisted": "operations-facilities-manager", "manual_process": "Manually compiling desk reservation counts from calendars, sign-in sheets, and spreadsheets.", "human_work": "Operations staff must check booking data against observed use, aggregate it to protect privacy, explain local context, and approve any layout or capacity decision.", "failure_consequence": "Treating incomplete bookings as actual occupancy can drive poor capacity changes and turn a planning tool into disproportionate monitoring of individual members.", "pilot_metric": "Difference between aggregated booking signals and approved physical spot checks, reported with missing-data and privacy limitations." } ] }, { "id": "sentry-oss", "name": "Sentry (self-hosted / SaaS)", "tagline": "Error monitoring for custom portals (open-core / freemium SaaS)", "categories": [ "monitoring-observability", "developer-platform" ], "roles": [ "technical-operator" ], "workflows": [ "incident-response" ], "problems": [ "improve-member-experience", "disaster-recovery" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "source-available", "spdx": null, "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 72, "homepage": "https://sentry.io/", "repository": "https://github.com/getsentry/sentry", "description": "Sentry captures application errors. Teams running custom member portals use SaaS free tiers or self-host under current license terms—verify carefully as licensing has evolved.", "tags": [], "coworking_use_cases": [ "Error tracking", "Release health" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "slack", "name": "Slack", "tagline": "Freemium team chat commonly used by staff and member communities", "categories": [ "communication-chat", "community-engagement" ], "roles": [ "community-manager", "operations-manager", "marketing", "sales-manager" ], "workflows": [ "community-programming", "incident-response", "tour-to-close" ], "problems": [ "improve-member-experience", "reduce-manual-admin" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "trivial", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 78, "homepage": "https://slack.com/", "description": "Slack is proprietary team messaging with a free tier. Many spaces run staff ops and optional member communities here despite export and cost limitations at scale.", "tags": [], "coworking_use_cases": [ "Staff coordination", "Optional member community" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "snipe-it", "name": "Snipe-IT", "tagline": "Track shared equipment and who has checked it out", "categories": [ "facility-operations" ], "roles": [ "operations-manager", "facilities", "technical-operator" ], "workflows": [ "facility-maintenance", "member-onboarding", "member-offboarding" ], "problems": [ "replace-spreadsheets", "reduce-manual-admin" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-or-later", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "web-server-administration", "database-backups", "asset-data-cleanup" ], "guide_status": "planned", "featured": false, "rank_score": 40, "homepage": "https://snipeitapp.com/", "repository": "https://github.com/grokability/snipe-it", "description": "Snipe-IT records assets and their assignment history. A coworking operator could track loan laptops, monitors, AV kits and key inventory, with staff reconciling physical handovers. It is an asset register rather than a complete facilities maintenance system, room-reservation system or physical access controller.", "tags": [ "asset tracking", "equipment checkout", "av gear", "keys", "inventory", "monitors" ], "coworking_use_cases": [ "Record equipment ownership, assignment and return history", "Reduce manual updates to shared-asset spreadsheets" ], "verification_status": "partially-verified", "last_reviewed": "2026-10-23", "verification_completeness": "partial", "verification_confidence": "medium", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "stirling-pdf", "name": "Stirling PDF", "tagline": "Self-hosted PDF toolkit for admin paperwork", "categories": [ "file-storage", "facility-operations" ], "roles": [ "operations-manager", "virtual-office-mailroom", "finance" ], "workflows": [ "member-onboarding", "mail-package-handling", "compliance-review" ], "problems": [ "self-host-for-data-control", "operate-virtual-office", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "open-core", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 75, "homepage": "https://www.stirlingpdf.com/", "repository": "https://github.com/Stirling-Tools/Stirling-PDF", "description": "Stirling PDF provides browser tools to merge, split, OCR, and convert PDFs. Admin teams process membership paperwork without uploading sensitive PDFs to random websites.", "tags": [], "coworking_use_cases": [ "PDF merge/split", "OCR of scans", "Avoiding untrusted online PDF tools" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "strapi", "name": "Strapi", "tagline": "Open-source headless CMS for marketing and portal content", "categories": [ "website-cms", "developer-platform" ], "roles": [ "marketing", "technical-operator" ], "workflows": [ "marketing-campaigns", "community-programming" ], "problems": [ "grow-pipeline", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "MIT", "cost_model": "open-core-paid-features", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 69, "homepage": "https://strapi.io/", "repository": "https://github.com/strapi/strapi", "description": "Strapi is a popular Node headless CMS. Web teams manage structured content for coworking marketing sites and resource libraries.", "tags": [], "coworking_use_cases": [ "Structured web content", "API-driven marketing sites" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "stripe", "name": "Stripe", "tagline": "Payments infrastructure (proprietary) commonly paired with open tools", "categories": [ "billing-payments" ], "roles": [ "finance", "owner-operator", "technical-operator" ], "workflows": [ "invoice-collections", "member-onboarding", "day-pass-checkin" ], "problems": [ "automate-billing", "integrate-stack" ], "deployment": [ "managed-saas" ], "license_class": "proprietary", "spdx": null, "cost_model": "usage-based", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 88, "homepage": "https://stripe.com/", "description": "Stripe is a commercial payments platform widely used by flexible-workspace software. Included because almost every billing stack integrates with a PSP; it is not open source.", "tags": [], "coworking_use_cases": [ "Card payments", "Subscription billing primitives", "Payout reconciliation inputs" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "commercial-benchmark", "task_fits": [ { "task_id": "generate-recurring-invoices", "relationship": "partial automation", "automation_level": "partially automated", "role_assisted": "finance-billing-administrator", "manual_process": "Copying prior invoices and manually recreating an approved recurring billing schedule.", "human_work": "Finance staff must approve source terms, taxes, credits, and effective changes; review control totals and exceptions; and decide whether an invoice is safe to finalize or send.", "failure_consequence": "Incorrect configuration can systematically overcharge or undercharge members, apply the wrong tax treatment, create accounting rework, and damage member trust across an entire billing run.", "pilot_metric": "Percentage of test-mode invoices agreeing to approved terms and control totals before posting, with all exceptions reviewed by finance." }, { "task_id": "reconcile-payments", "relationship": "reporting layer", "automation_level": "assisted", "role_assisted": "finance-billing-administrator", "manual_process": "Manually gathering processor payment, payout, fee, refund, and dispute records for reconciliation.", "human_work": "Finance staff must investigate ambiguous matches, timing differences, fees, refunds, and chargebacks, while an independent reviewer approves material manual postings and close evidence.", "failure_consequence": "Unreviewed or incorrect matches can misstate cash and receivables, conceal duplicate or missing transactions, and leave member balances or financial reports wrong.", "pilot_metric": "Percentage of test settlements matched to ledger control totals, with unmatched and disputed items aged and assigned rather than auto-cleared." } ] }, { "id": "suitecrm", "name": "SuiteCRM", "tagline": "Veteran open-source CRM for longer sales cycles", "categories": [ "membership-crm" ], "roles": [ "sales-manager", "consultant-implementer", "owner-operator" ], "workflows": [ "tour-to-close", "reporting-kpis" ], "problems": [ "grow-pipeline", "replace-spreadsheets", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 66, "homepage": "https://suitecrm.com/", "repository": "https://github.com/salesagility/SuiteCRM", "description": "SuiteCRM is a long-standing open-source CRM fork lineage. Consultants sometimes deploy it for B2B flexible-workspace sales with heavy customization.", "tags": [], "coworking_use_cases": [ "CRM pipeline", "Activities tracking" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "supabase", "name": "Supabase", "tagline": "Postgres platform for custom coworking apps (open-core)", "categories": [ "developer-platform", "identity-sso", "file-storage" ], "roles": [ "technical-operator", "consultant-implementer" ], "workflows": [ "member-onboarding", "room-booking" ], "problems": [ "integrate-stack", "self-host-for-data-control", "improve-member-experience" ], "deployment": [ "managed-saas", "self-hosted" ], "license_class": "open-core", "spdx": "Apache-2.0", "cost_model": "freemium", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 80, "homepage": "https://supabase.com/", "repository": "https://github.com/supabase/supabase", "description": "Supabase provides auth, database, storage, and edge functions. Technical operators building custom booking or member portals often start here. Hosted plans are commercial; self-host is possible with effort.", "tags": [], "coworking_use_cases": [ "Backend for custom portals", "Auth for internal tools" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "traefik", "name": "Traefik", "tagline": "Cloud-native reverse proxy popular with Docker stacks", "categories": [ "developer-platform", "security-compliance" ], "roles": [ "technical-operator" ], "workflows": [ "multi-site-rollout" ], "problems": [ "self-host-for-data-control", "integrate-stack" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 78, "homepage": "https://traefik.io/traefik/", "repository": "https://github.com/traefik/traefik", "description": "Traefik auto-discovers container routes and handles certificates. Common front door for Docker Compose-based operator stacks.", "tags": [], "coworking_use_cases": [ "Container ingress", "Automated certificates" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "twenty-crm", "name": "Twenty", "tagline": "Modern open-source CRM alternative for lightweight sales teams", "categories": [ "membership-crm" ], "roles": [ "sales-manager", "owner-operator", "technical-operator" ], "workflows": [ "tour-to-close", "reporting-kpis" ], "problems": [ "grow-pipeline", "replace-spreadsheets", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "open-core", "spdx": "AGPL-3.0-only", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 78, "homepage": "https://twenty.com/", "repository": "https://github.com/twentyhq/twenty", "description": "Twenty is a modern open-source CRM aiming at a Notion-like UX. Early-adopter operators use it for simple pipelines when Salesforce-like complexity is unnecessary.", "tags": [], "coworking_use_cases": [ "Tracking opportunities", "Centralizing contact notes", "Reducing spreadsheet CRM drift" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "typeform", "name": "Typeform", "tagline": "Freemium forms for tours, feedback, and applications", "categories": [ "forms-surveys", "membership-crm" ], "roles": [ "marketing", "sales-manager", "community-manager" ], "workflows": [ "tour-to-close", "community-programming", "event-lifecycle" ], "problems": [ "grow-pipeline", "improve-member-experience" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "trivial", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 72, "homepage": "https://www.typeform.com/", "description": "Typeform is a commercial form product with polished UX. Marketing teams use it for tour requests when self-hosted forms are not ready.", "tags": [], "coworking_use_cases": [ "Tour request capture", "Event registration", "Surveys" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "umami", "name": "Umami", "tagline": "Privacy-friendly web analytics for marketing sites", "categories": [ "analytics-bi" ], "roles": [ "marketing", "owner-operator", "technical-operator" ], "workflows": [ "marketing-campaigns", "reporting-kpis" ], "problems": [ "privacy-compliance", "grow-pipeline", "self-host-for-data-control" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "freemium", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 84, "homepage": "https://umami.is/", "repository": "https://github.com/umami-software/umami", "description": "Umami is a simple, privacy-focused analytics platform. Marketing teams measure site traffic for tour landing pages without heavy third-party trackers.", "tags": [], "coworking_use_cases": [ "Measuring landing-page conversion funnels", "Reducing reliance on invasive analytics" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "analyze-campaign-performance", "relationship": "reporting layer", "automation_level": "assisted", "role_assisted": "marketing-manager", "manual_process": "Manually copying basic website pageview and event counts into an ad hoc campaign report.", "human_work": "Validate tracking and consent, reconcile web evidence with spend and qualified outcomes, explain attribution limits, and approve any campaign change.", "failure_consequence": "Missing, duplicated, or misconfigured events can produce a confident but false campaign conclusion.", "pilot_metric": "Each pilot campaign review uses validated web metrics and records attribution and data-quality caveats before a decision." } ] }, { "id": "unifi-network", "name": "UniFi Network", "tagline": "Free controller software for UniFi networking hardware (proprietary ecosystem)", "categories": [ "network-wifi", "facility-operations" ], "roles": [ "technical-operator", "facilities", "operations-manager" ], "workflows": [ "facility-maintenance", "incident-response", "visitor-management" ], "problems": [ "improve-wifi-reliability", "secure-door-access", "multi-location-consistency" ], "deployment": [ "self-hosted", "hardware-appliance", "managed-saas" ], "license_class": "proprietary", "spdx": null, "cost_model": "hardware-plus-software", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 85, "homepage": "https://ui.com/wi-fi", "description": "UniFi Network Application manages UniFi hardware. Popular in coworking build-outs for guest/staff Wi-Fi segmentation. Software is free to download; hardware and some features are commercial; source is not OSI open source.", "tags": [], "coworking_use_cases": [ "Wi-Fi management", "VLAN segmentation", "Client insights" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "manage-guest-wifi", "relationship": "infrastructure", "automation_level": "assisted", "role_assisted": "it-security-administrator", "manual_process": "Configuring each access point independently and relying on one unsegmented Wi-Fi network.", "human_work": "Approve isolation, retention, and access policy; validate the configured boundaries; authorize guests; and resolve device or accessibility exceptions without bypassing controls.", "failure_consequence": "A configuration error can expose member or building systems to guests or deny legitimate connectivity.", "pilot_metric": "All pilot guest sessions pass approved isolation and expiry checks, with every exception reviewed by the network owner." }, { "task_id": "triage-network-connectivity", "relationship": "infrastructure", "automation_level": "assisted", "role_assisted": "it-security-administrator", "manual_process": "Inspecting individual UniFi devices before establishing basic client and network context.", "human_work": "Distinguish device, radio, configuration, upstream, and security causes; minimize member-device data collection; communicate status; and approve every network change.", "failure_consequence": "Incomplete or misread controller context can prompt a disruptive change, miss an upstream fault, or expose unnecessary client data.", "pilot_metric": "Pilot incidents are scoped before configuration changes, and the suspected cause is confirmed or corrected in the incident record." } ] }, { "id": "uptime-kuma", "name": "Uptime Kuma", "tagline": "Friendly self-hosted uptime monitoring for member-facing services", "categories": [ "monitoring-observability" ], "roles": [ "technical-operator", "operations-manager" ], "workflows": [ "incident-response", "backup-restore-drill" ], "problems": [ "improve-member-experience", "disaster-recovery", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "MIT", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "low", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 88, "homepage": "https://uptime.kuma.pet/", "repository": "https://github.com/louislam/uptime-kuma", "description": "Uptime Kuma monitors HTTP endpoints, ports, and certificates. Operators track booking pages, captive portals, and status of self-hosted apps with notifications.", "tags": [], "coworking_use_cases": [ "Detecting outages early", "Certificate expiry warnings" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "triage-network-connectivity", "relationship": "infrastructure", "automation_level": "assisted", "role_assisted": "it-security-administrator", "manual_process": "Repeated manual checks of configured HTTP endpoints, ports, and certificates after a report.", "human_work": "Validate each alert, establish affected users and locations, distinguish network from application or upstream causes, communicate status, and approve changes.", "failure_consequence": "A missed or false alert can delay response or cause unnecessary intervention, while a healthy endpoint can conceal a user-specific connectivity problem.", "pilot_metric": "For pilot alerts, record time to human acknowledgement and whether investigation confirms the reported service and scope." } ] }, { "id": "vault-hashicorp", "name": "HashiCorp Vault", "tagline": "Secrets management for advanced technical operators", "categories": [ "password-secrets", "security-compliance", "developer-platform" ], "roles": [ "technical-operator" ], "workflows": [ "access-provisioning", "incident-response", "compliance-review" ], "problems": [ "privacy-compliance", "self-host-for-data-control", "secure-door-access" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "source-available", "spdx": null, "cost_model": "open-core-paid-features", "difficulty": "expert", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "stub", "featured": false, "rank_score": 68, "homepage": "https://www.vaultproject.io/", "repository": "https://github.com/hashicorp/vault", "description": "Vault manages secrets, encryption keys, and dynamic credentials. Appropriate when a technical operator runs multiple services and needs stronger secret hygiene than a password manager alone.", "tags": [], "coworking_use_cases": [ "Central secrets for apps", "Dynamic credential patterns" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "vaultwarden", "name": "Vaultwarden", "tagline": "Lightweight Bitwarden-compatible password server for staff secrets", "categories": [ "password-secrets", "security-compliance" ], "roles": [ "technical-operator", "operations-manager", "owner-operator" ], "workflows": [ "incident-response", "member-offboarding", "vendor-offboarding" ], "problems": [ "privacy-compliance", "self-host-for-data-control", "reduce-software-cost" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "low", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 88, "homepage": "https://github.com/dani-garcia/vaultwarden", "repository": "https://github.com/dani-garcia/vaultwarden", "description": "Vaultwarden is an unofficial Bitwarden-compatible server written in Rust. Operators use it to host a shared password vault for staff credentials (Wi-Fi admin, vendor portals, door software) without individual consumer password-manager sprawl.", "tags": [], "coworking_use_cases": [ "Reducing shared spreadsheet passwords", "Organizing vendor portal credentials", "Supporting staff offboarding by revoking vault access" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "review-privileged-access", "relationship": "assistant", "automation_level": "manual support", "role_assisted": "it-security-administrator", "manual_process": "Reviewing shared passwords and their recipients from an unstructured spreadsheet or document.", "human_work": "Inventory privileged capabilities outside the vault, verify named need and authentication, obtain independent approval, and remediate excessive or orphaned access.", "failure_consequence": "Treating vault membership as the complete access inventory can leave supplier, API, local, or downstream administrative access unreviewed.", "pilot_metric": "Every sampled shared credential has a named owner and reviewed collection membership, with out-of-vault privileged access tracked separately." }, { "task_id": "revoke-departing-access", "relationship": "infrastructure", "automation_level": "manual support", "role_assisted": "it-security-administrator", "manual_process": "Removing a departing user separately from each shared password document or distribution list.", "human_work": "Confirm authorized timing, preserve emergency continuity, revoke every downstream account and session, rotate credentials the person knew, and verify residual access.", "failure_consequence": "Premature removal can lock out operations, while vault removal alone does not invalidate a memorized or downstream credential.", "pilot_metric": "Pilot departures lose vault access at the authorized time and every exposed shared credential receives a documented rotate-or-retain decision." } ] }, { "id": "wikijs", "name": "Wiki.js", "tagline": "Modern self-hosted wiki with Git storage options", "categories": [ "knowledge-base" ], "roles": [ "technical-operator", "operations-manager", "community-manager" ], "workflows": [ "member-onboarding", "facility-maintenance" ], "problems": [ "centralize-knowledge", "self-host-for-data-control" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-only", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 70, "homepage": "https://js.wiki/", "repository": "https://github.com/requarks/wiki", "description": "Wiki.js is a flexible wiki platform. Operators store runbooks and member guides with authentication integrations and optional Git-backed storage.", "tags": [], "coworking_use_cases": [ "Internal documentation", "Member FAQ publishing" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "wireguard", "name": "WireGuard", "tagline": "Modern VPN for secure remote admin and multi-site links", "categories": [ "network-wifi", "security-compliance" ], "roles": [ "technical-operator", "multi-location-operator" ], "workflows": [ "multi-site-rollout", "incident-response", "access-provisioning" ], "problems": [ "multi-location-consistency", "secure-door-access", "privacy-compliance" ], "deployment": [ "self-hosted" ], "license_class": "oss-osi-approved", "spdx": "GPL-2.0-only", "cost_model": "free-self-hosted", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 82, "homepage": "https://www.wireguard.com/", "repository": "https://git.zx2c4.com/wireguard-linux/", "description": "WireGuard is a simple, high-performance VPN protocol widely implemented. Technical operators use it for admin access to on-prem systems and site-to-site links.", "tags": [], "coworking_use_cases": [ "Secure remote administration", "Site interconnect" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "woocommerce", "name": "WooCommerce", "tagline": "WordPress e-commerce plugin for day passes and merch", "categories": [ "pos-retail", "billing-payments", "website-cms" ], "roles": [ "marketing", "owner-operator", "finance" ], "workflows": [ "day-pass-checkin", "event-lifecycle", "marketing-campaigns" ], "problems": [ "automate-billing", "grow-pipeline", "run-events" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "GPL-3.0-or-later", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 76, "homepage": "https://woocommerce.com/", "repository": "https://github.com/woocommerce/woocommerce", "description": "WooCommerce extends WordPress into e-commerce. Common path for spaces already on WordPress to sell passes, credits, or merchandise.", "tags": [], "coworking_use_cases": [ "Selling products/passes online", "Coupon campaigns" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "wordpress", "name": "WordPress", "tagline": "Ubiquitous CMS for marketing sites, blogs, and membership plugins", "categories": [ "website-cms", "forms-surveys" ], "roles": [ "marketing", "owner-operator", "technical-operator" ], "workflows": [ "marketing-campaigns", "tour-to-close", "event-lifecycle" ], "problems": [ "grow-pipeline", "reduce-software-cost", "run-events" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "GPL-2.0-or-later", "cost_model": "free-self-hosted", "difficulty": "easy", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "full", "featured": true, "rank_score": 85, "homepage": "https://wordpress.org/", "repository": "https://github.com/WordPress/WordPress", "description": "WordPress powers many coworking marketing sites. With careful plugin hygiene it remains a low-cost public web presence; poorly maintained installs are a common security risk.", "tags": [], "coworking_use_cases": [ "Marketing website", "Blog/SEO", "Forms via plugins" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "editorially-reviewed", "verification_confidence": "medium", "verification_tier": "evaluated", "task_fits": [ { "task_id": "publish-campaign-assets", "relationship": "partial automation", "automation_level": "assisted", "role_assisted": "marketing-manager", "manual_process": "Editing server files directly to publish approved campaign content on the marketing website.", "human_work": "Confirm the approved version, claims, links, audience, consent, accessibility, and offer state; preview the page; authorize publication; and decide whether to pause or roll back.", "failure_consequence": "The wrong or unsafe content can become public, and a vulnerable publishing stack can expose the site or submitted personal data.", "pilot_metric": "Pilot web assets match the approved version after human preview, and one correction or rollback path is demonstrated before campaign use." } ] }, { "id": "xibo", "name": "Xibo CMS", "tagline": "Manage lobby announcements and event displays", "categories": [ "digital-signage" ], "roles": [ "community-manager", "marketing", "technical-operator" ], "workflows": [ "community-programming", "event-lifecycle" ], "problems": [ "improve-member-experience", "multi-location-consistency" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-or-later", "cost_model": "hardware-plus-software", "difficulty": "hard", "maintenance_burden": "high", "skills_required": [ "container-administration", "display-player-administration", "network-security", "database-backups" ], "guide_status": "planned", "featured": false, "rank_score": 40, "homepage": "https://xibosignage.com/", "repository": "https://github.com/xibosignage/xibo-cms", "description": "Xibo CMS manages content shown by connected digital-signage players. A coworking team could schedule lobby welcome messages, event promotion and member announcements. The CMS license does not make every player free; player-platform terms and hardware support must be checked separately. Automatic room-booking synchronization is not verified here.", "tags": [ "digital signage", "lobby displays", "welcome screen", "event promotion", "member announcements" ], "coworking_use_cases": [ "Schedule approved announcements across configured lobby displays", "Reduce manual replacement of event slides on individual screens" ], "verification_status": "partially-verified", "last_reviewed": "2026-10-23", "verification_completeness": "partial", "verification_confidence": "medium", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "zammad", "name": "Zammad", "tagline": "Full-featured open-source helpdesk and ticket system", "categories": [ "helpdesk-support" ], "roles": [ "community-manager", "operations-manager", "multi-location-operator" ], "workflows": [ "incident-response", "member-onboarding", "facility-maintenance" ], "problems": [ "improve-member-experience", "multi-location-consistency" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "AGPL-3.0-or-later", "cost_model": "freemium", "difficulty": "hard", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 73, "homepage": "https://zammad.org/", "repository": "https://github.com/zammad/zammad", "description": "Zammad handles email, chat, and phone tickets. Larger spaces or multi-site operators use it when FreeScout is too limited.", "tags": [], "coworking_use_cases": [ "Enterprise-grade ticketing", "SLA tracking" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "zoom", "name": "Zoom", "tagline": "Freemium video meetings for tours and hybrid events", "categories": [ "video-conferencing", "event-management" ], "roles": [ "sales-manager", "event-coordinator", "community-manager" ], "workflows": [ "tour-to-close", "event-lifecycle", "community-programming" ], "problems": [ "run-events", "grow-pipeline", "improve-member-experience" ], "deployment": [ "managed-saas" ], "license_class": "freemium-saas", "spdx": null, "cost_model": "freemium", "difficulty": "trivial", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": false, "rank_score": 82, "homepage": "https://zoom.us/", "description": "Zoom is proprietary video conferencing with a free tier. Common default for sales tours and hybrid events despite self-hosted alternatives.", "tags": [], "coworking_use_cases": [ "Video meetings", "Webinars on paid plans" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] }, { "id": "zulip", "name": "Zulip", "tagline": "Threaded team chat that keeps multi-topic ops conversations organized", "categories": [ "communication-chat", "community-engagement" ], "roles": [ "community-manager", "operations-manager", "event-coordinator", "technical-operator" ], "workflows": [ "community-programming", "incident-response", "event-lifecycle" ], "problems": [ "improve-member-experience", "self-host-for-data-control", "reduce-software-cost" ], "deployment": [ "self-hosted", "managed-saas" ], "license_class": "oss-osi-approved", "spdx": "Apache-2.0", "cost_model": "freemium", "difficulty": "moderate", "maintenance_burden": "medium", "skills_required": [ "basic-linux", "dns-tls" ], "guide_status": "planned", "featured": true, "rank_score": 77, "homepage": "https://zulip.com/", "repository": "https://github.com/zulip/zulip", "description": "Zulip’s topic model helps busy community and ops teams keep tours, facilities, and events streams readable. Fully open-source with hosted options.", "tags": [], "coworking_use_cases": [ "Organized staff discussion", "Optional member community hosting" ], "verification_status": "partially-verified", "last_reviewed": "2026-07-17", "verification_completeness": "partial", "verification_confidence": "low", "verification_tier": "research-backlog", "task_fits": [] } ], "stacks": [ { "id": "ai-knowledge-staff-assistant", "name": "AI Knowledge and Staff Assistant", "tagline": "Ground assisted drafts in approved SOPs and keep staff responsible for every action", "budget": "flexible", "components": [ "bookstack", "n8n", "chatwoot", "formbricks", "openbao" ] }, { "id": "bootstrap-near-zero", "name": "Near-Zero Cash Technical Self-Host", "tagline": "Trade skilled operator time for a minimal self-hosted control plane", "budget": "near-zero", "components": [ "caddy", "vaultwarden", "bookstack", "uptime-kuma", "restic", "espocrm", "listmonk", "freescout" ] }, { "id": "commercial-hybrid", "name": "Dedicated Coworking SaaS Plus Open Tools", "tagline": "Keep core membership operations in vertical SaaS and control the surrounding layer", "budget": "flexible", "components": [ "cobot", "stripe", "bookstack", "n8n", "uptime-kuma", "metabase", "google-workspace" ] }, { "id": "growth-and-sales", "name": "Growth and Sales", "tagline": "Connect local demand, tours, follow-up, campaigns, and conversion reporting", "budget": "under-200", "components": [ "twenty-crm", "cal-com", "chatwoot", "mautic", "metabase" ] }, { "id": "marketing-local-seo-reviews-social", "name": "Marketing Local SEO Reviews and Social", "tagline": "Maintain accurate local pages, ethical review requests, useful content, and measured campaigns", "budget": "under-200", "components": [ "wordpress", "google-analytics", "brevo", "canva", "formbricks" ] }, { "id": "meeting-room-event-revenue", "name": "Meeting Room and Event Revenue", "tagline": "Publish inventory, capture enquiries, collect payment, and deliver staffed events", "budget": "under-200", "components": [ "librebooking", "cal-com", "stripe", "wordpress", "brevo", "formbricks" ] }, { "id": "member-experience-lite", "name": "Community and Member Experience", "tagline": "Coordinate tours, communication, booking, and feedback around human hosts", "budget": "under-200", "components": [ "cal-com", "seatsurfing", "librebooking", "chatwoot", "formbricks", "zulip", "umami" ] }, { "id": "multi-location-operator", "name": "Multi-Location Operator", "tagline": "Standardize core records while preserving accountable local operations", "budget": "flexible", "components": [ "nexudus", "stripe", "metabase", "bookstack", "unifi-network", "uptime-kuma" ] }, { "id": "privacy-first-selfhost", "name": "Secure Infrastructure and Business Continuity", "tagline": "Protect identity, files, credentials, networks, monitoring, and recovery", "budget": "under-200", "components": [ "authentik", "nextcloud", "vaultwarden", "umami", "mattermost", "wireguard", "restic" ] }, { "id": "solo-operator-hosted-simple", "name": "Solo Operator Hosted and Simple", "tagline": "Favor managed services and one clear record for each daily workflow", "budget": "flexible", "components": [ "cobot", "stripe", "google-workspace", "cal-com", "canva" ] }, { "id": "space-room-desk-operations", "name": "Space Room and Desk Operations", "tagline": "Keep resource availability, site signals, and staff response clearly owned", "budget": "under-200", "components": [ "seatsurfing", "librebooking", "unifi-network", "home-assistant", "uptime-kuma" ] }, { "id": "under-100-monthly", "name": "Under-$100 Monthly", "tagline": "Keep a small operator toolkit below a planning ceiling through selective self-hosting", "budget": "under-200", "components": [ "wordpress", "twenty-crm", "cal-com", "invoice-ninja", "brevo", "uptime-kuma" ] }, { "id": "under-250-hybrid", "name": "Under-$250 Hybrid", "tagline": "Buy the coworking core and self-host only stable supporting capabilities", "budget": "under-500", "components": [ "officerd-saas", "stripe", "bookstack", "formbricks", "uptime-kuma" ] }, { "id": "virtual-office-mailroom", "name": "Virtual Office and Mailroom", "tagline": "Track customer authority, mail events, documents, and exceptions with custody controls", "budget": "under-500", "components": [ "officerd-saas", "paperless-ngx", "docuseal", "zammad", "vaultwarden" ] } ], "workflows": [ { "id": "access-provisioning", "name": "Access provisioning", "description": "Grant and maintain least-privilege access to coworking spaces and systems only after authorized human review of identity, role, site, and dates.", "primary_roles": [ "operations-manager", "technical-operator", "community-manager" ], "stages": [ { "id": "authorize", "name": "Authorize the request", "suggested_tool_ids": [] }, { "id": "provision", "name": "Provision approved access", "suggested_tool_ids": [ "authentik", "keycloak", "kanidm", "nexudus", "officerd-saas" ] }, { "id": "review-and-expire", "name": "Review and expire access", "suggested_tool_ids": [ "authentik", "keycloak", "home-assistant", "nexudus" ] } ], "last_reviewed": "2026-07-18" }, { "id": "agreement-signature-follow-up", "name": "Agreement-signature follow-up", "description": "Track an unsigned coworking agreement and prompt appropriate human follow-up without treating delivery or e-sign events as legal advice.", "primary_roles": [ "sales-manager", "owner-operator" ], "stages": [ { "id": "verify-and-follow-up", "name": "Verify and follow up", "suggested_tool_ids": [ "docuseal", "espocrm" ] } ], "last_reviewed": "2026-07-18" }, { "id": "ai-knowledge-base-update", "name": "AI knowledge-base update", "description": "Propose, review, publish, test, and if necessary withdraw source-grounded updates used by a coworking staff AI knowledge assistant.", "primary_roles": [ "operations-manager", "technical-operator", "owner-operator" ], "stages": [ { "id": "source-review-test-publish", "name": "Source, review, test, and publish", "suggested_tool_ids": [ "bookstack", "outline" ] } ], "last_reviewed": "2026-07-18" }, { "id": "asset-checkout", "name": "Asset checkout", "description": "Lend coworking equipment through identity, entitlement, condition, custody, due-date, return, and exception checks owned by staff.", "primary_roles": [ "operations-manager", "community-manager", "facilities" ], "stages": [ { "id": "handover-and-return", "name": "Handover and return", "suggested_tool_ids": [ "baserow", "erpnext" ] } ], "last_reviewed": "2026-07-18" }, { "id": "backup-failure-alert", "name": "Backup failure alert", "description": "Detect a missing or failed coworking backup signal, obtain human acknowledgement, investigate safely, and preserve recovery evidence.", "primary_roles": [ "technical-operator", "owner-operator" ], "stages": [ { "id": "detect-investigate-verify", "name": "Detect, investigate, and verify", "suggested_tool_ids": [ "uptime-kuma", "restic" ] } ], "last_reviewed": "2026-07-18" }, { "id": "backup-restore-drill", "name": "Backup and restore drill", "description": "Prove that critical coworking data and configurations can be restored safely through scheduled, isolated drills with named human approval and evidence.", "primary_roles": [ "technical-operator", "owner-operator", "operations-manager" ], "stages": [ { "id": "scope-and-approve", "name": "Scope and approve the drill", "suggested_tool_ids": [ "restic", "borgbackup" ] }, { "id": "restore-and-validate", "name": "Restore and validate", "suggested_tool_ids": [ "restic", "borgbackup", "portainer-ce" ] }, { "id": "clean-and-improve", "name": "Clean up and improve", "suggested_tool_ids": [ "uptime-kuma", "forgejo" ] } ], "last_reviewed": "2026-07-18" }, { "id": "broker-pipeline", "name": "Broker pipeline", "description": "Manage coworking opportunities introduced by brokers with clear ownership, permission-aware communication, and reviewed commercial obligations.", "primary_roles": [ "sales-manager", "owner-operator" ], "stages": [ { "id": "accept-and-manage", "name": "Accept and manage", "suggested_tool_ids": [ "espocrm", "paperless-ngx" ] } ], "last_reviewed": "2026-07-18" }, { "id": "campaign-attribution", "name": "Campaign attribution", "description": "Relate coworking campaign activity to qualified enquiries and outcomes using documented definitions, consent-aware data, and explicit uncertainty.", "primary_roles": [ "marketing", "sales-manager", "owner-operator" ], "stages": [ { "id": "reconcile-and-interpret", "name": "Reconcile and interpret", "suggested_tool_ids": [ "plausible-ce", "espocrm" ] } ], "last_reviewed": "2026-07-18" }, { "id": "churn-risk-review", "name": "Churn-risk review", "description": "Review limited service signals for possible member dissatisfaction while avoiding opaque scoring, surveillance, or automatic retention pressure.", "primary_roles": [ "community-manager", "sales-manager", "owner-operator" ], "stages": [ { "id": "contextual-review", "name": "Contextual review", "suggested_tool_ids": [ "cobot", "freescout" ] } ], "last_reviewed": "2026-07-18" }, { "id": "cleaning-inspection", "name": "Cleaning inspection", "description": "Inspect coworking cleanliness and hygiene against an approved location checklist with respectful staff or vendor follow-up and safety escalation.", "primary_roles": [ "facilities", "operations-manager" ], "stages": [ { "id": "inspect-correct-verify", "name": "Inspect, correct, and verify", "suggested_tool_ids": [ "openproject", "baserow" ] } ], "last_reviewed": "2026-07-18" }, { "id": "community-programming", "name": "Community programming", "description": "Build a coworking community program from member needs, inclusive human facilitation, clear communications, and regular review rather than activity volume alone.", "primary_roles": [ "community-manager", "event-coordinator", "member-end-user" ], "stages": [ { "id": "listen-and-prioritize", "name": "Listen and prioritize", "suggested_tool_ids": [ "formbricks", "rallly", "typeform" ] }, { "id": "coordinate-and-invite", "name": "Coordinate and invite", "suggested_tool_ids": [ "listmonk", "mailchimp", "notion", "optix-app" ] }, { "id": "facilitate-and-learn", "name": "Facilitate and learn", "suggested_tool_ids": [ "discord", "element-synapse", "jitsi-meet", "zoom" ] } ], "last_reviewed": "2026-07-18" }, { "id": "compliance-escalation", "name": "Compliance escalation", "description": "Escalate a virtual-office or mailroom compliance concern to authorized qualified review while preserving service safety, evidence, confidentiality, and due process.", "primary_roles": [ "virtual-office-mailroom", "owner-operator", "operations-manager" ], "stages": [ { "id": "restrict-and-review", "name": "Restrict and review", "suggested_tool_ids": [ "paperless-ngx", "openproject" ] } ], "last_reviewed": "2026-07-18" }, { "id": "compliance-review", "name": "Compliance review", "description": "Review a coworking operation against applicable obligations and internal controls using scoped evidence, accountable human judgment, and tracked remediation.", "primary_roles": [ "owner-operator", "operations-manager", "technical-operator", "consultant-implementer" ], "stages": [ { "id": "scope", "name": "Scope obligations and owners", "suggested_tool_ids": [ "docuseal", "paperless-ngx" ] }, { "id": "examine", "name": "Examine controls and evidence", "suggested_tool_ids": [ "authentik", "keycloak", "gitea", "metabase" ] }, { "id": "remediate-and-sign-off", "name": "Remediate and sign off", "suggested_tool_ids": [ "paperless-ngx", "stirling-pdf", "docuseal" ] } ], "last_reviewed": "2026-07-18" }, { "id": "consumables-reorder", "name": "Consumables reorder", "description": "Review coworking consumable levels and prepare timely replenishment while retaining human control of quantities, vendors, budget, and substitutions.", "primary_roles": [ "operations-manager", "finance", "facilities" ], "stages": [ { "id": "count-and-approve", "name": "Count and approve", "suggested_tool_ids": [ "erpnext", "baserow" ] } ], "last_reviewed": "2026-07-18" }, { "id": "content-repurposing", "name": "Content repurposing", "description": "Adapt approved coworking content for new formats or channels while rechecking facts, rights, consent, accessibility, and context.", "primary_roles": [ "marketing" ], "stages": [ { "id": "adapt-and-reapprove", "name": "Adapt and reapprove", "suggested_tool_ids": [ "canva", "figma" ] } ], "last_reviewed": "2026-07-18" }, { "id": "day-pass-checkin", "name": "Day-pass check-in", "description": "Move a day-pass guest from reservation or walk-in through payment, identity checks, orientation, safe access, and end-of-day closure.", "primary_roles": [ "community-manager", "operations-manager", "member-end-user" ], "stages": [ { "id": "reserve-or-sell", "name": "Reserve or sell the pass", "suggested_tool_ids": [ "cal-com", "easyappointments", "cobot", "stripe", "woocommerce" ] }, { "id": "arrival", "name": "Verify and welcome", "suggested_tool_ids": [ "cobot", "optix-app", "seatsurfing" ] }, { "id": "close-day", "name": "Close the visit", "suggested_tool_ids": [ "cobot", "optix-app" ] } ], "last_reviewed": "2026-07-18" }, { "id": "desk-hot-desk", "name": "Desk and hot-desk use", "description": "Allocate shared desks fairly from reservation through arrival and reset while keeping accessibility, capacity, and human exceptions visible.", "primary_roles": [ "operations-manager", "community-manager", "member-end-user" ], "stages": [ { "id": "publish-inventory", "name": "Publish usable desk inventory", "suggested_tool_ids": [ "optix-app", "seatsurfing" ] }, { "id": "reserve-and-arrive", "name": "Reserve and arrive", "suggested_tool_ids": [ "optix-app", "seatsurfing" ] }, { "id": "checkout-and-reset", "name": "Check out and reset", "suggested_tool_ids": [ "optix-app", "seatsurfing" ] } ], "last_reviewed": "2026-07-18" }, { "id": "event-lifecycle", "name": "Event lifecycle", "description": "Plan, promote, deliver, and review coworking events with clear ownership for capacity, accessibility, safety, member impact, and follow-up.", "primary_roles": [ "event-coordinator", "community-manager", "marketing" ], "stages": [ { "id": "approve-and-plan", "name": "Approve and plan", "suggested_tool_ids": [ "airtable", "cal-com", "librebooking" ] }, { "id": "publish-and-register", "name": "Publish and register", "suggested_tool_ids": [ "typeform", "listmonk", "mailchimp", "woocommerce" ] }, { "id": "deliver", "name": "Deliver the event", "suggested_tool_ids": [ "bigbluebutton", "jitsi-meet", "zoom" ] }, { "id": "close-and-learn", "name": "Close and learn", "suggested_tool_ids": [ "formbricks", "airtable" ] } ], "last_reviewed": "2026-07-18" }, { "id": "event-promotion", "name": "Event promotion", "description": "Promote an approved coworking event using accurate capacity, access, pricing, accessibility, and cancellation information.", "primary_roles": [ "marketing", "event-coordinator" ], "stages": [ { "id": "prepare-and-promote", "name": "Prepare and promote", "suggested_tool_ids": [ "canva", "listmonk" ] } ], "last_reviewed": "2026-07-18" }, { "id": "expansion-opportunity", "name": "Expansion opportunity", "description": "Review member-stated growth or space needs and offer relevant coworking options without surveillance, pressure, or automatic upselling.", "primary_roles": [ "sales-manager", "community-manager" ], "stages": [ { "id": "understand-and-offer", "name": "Understand and offer", "suggested_tool_ids": [ "cobot", "espocrm" ] } ], "last_reviewed": "2026-07-18" }, { "id": "facility-maintenance", "name": "Facility maintenance", "description": "Capture, prioritize, perform, verify, and learn from coworking facility maintenance while keeping safety decisions and physical work with qualified people.", "primary_roles": [ "facilities", "operations-manager", "community-manager" ], "stages": [ { "id": "report-and-make-safe", "name": "Report and make safe", "suggested_tool_ids": [ "freescout", "zammad", "airtable" ] }, { "id": "assess-and-schedule", "name": "Assess and schedule", "suggested_tool_ids": [ "erpnext", "openproject", "plane", "baserow" ] }, { "id": "complete-and-verify", "name": "Complete and verify", "suggested_tool_ids": [ "home-assistant", "grafana", "bookstack" ] } ], "last_reviewed": "2026-07-18" }, { "id": "failed-access-escalation", "name": "Failed-access escalation", "description": "Respond to a member who cannot access an approved coworking space or service with identity checks, safety awareness, and staffed recovery.", "primary_roles": [ "operations-manager", "technical-operator", "community-manager" ], "stages": [ { "id": "verify-and-restore", "name": "Verify and restore", "suggested_tool_ids": [ "freescout", "authentik" ] } ], "last_reviewed": "2026-07-18" }, { "id": "google-business-profile-review", "name": "Google Business Profile review", "description": "Periodically review each coworking location profile for accurate public facts, controlled access, current media, and unresolved notices.", "primary_roles": [ "marketing", "owner-operator" ], "stages": [ { "id": "inspect-and-correct", "name": "Inspect and correct", "suggested_tool_ids": [ "baserow", "openproject" ] } ], "last_reviewed": "2026-07-18" }, { "id": "incident-response", "name": "Incident response", "description": "Detect, assess, contain, communicate, and learn from coworking technology or facility incidents under named human command and safety procedures.", "primary_roles": [ "operations-manager", "technical-operator", "facilities", "owner-operator" ], "stages": [ { "id": "detect-and-triage", "name": "Detect and triage", "suggested_tool_ids": [ "uptime-kuma", "grafana", "prometheus", "freescout" ] }, { "id": "contain-and-communicate", "name": "Contain and communicate", "suggested_tool_ids": [ "mattermost", "slack", "zulip", "zammad" ] }, { "id": "recover-and-review", "name": "Recover and review", "suggested_tool_ids": [ "bookstack", "grafana", "sentry-oss", "uptime-kuma" ] } ], "last_reviewed": "2026-07-18" }, { "id": "invoice-collections", "name": "Invoice collections", "description": "Issue accurate coworking invoices, monitor payment status, and resolve overdue balances with documented human judgment and respectful escalation.", "primary_roles": [ "finance", "operations-manager", "owner-operator" ], "stages": [ { "id": "review-and-issue", "name": "Review and issue invoices", "suggested_tool_ids": [ "cobot", "erpnext", "invoice-ninja", "stripe" ] }, { "id": "reconcile", "name": "Reconcile payments", "suggested_tool_ids": [ "erpnext", "invoice-ninja", "stripe", "n8n" ] }, { "id": "follow-up", "name": "Follow up on overdue balances", "suggested_tool_ids": [ "crater", "invoice-ninja", "dolibarr", "officerd-saas" ] } ], "last_reviewed": "2026-07-18" }, { "id": "lead-qualification", "name": "Lead qualification", "description": "Assess a coworking enquiry against transparent service fit and capacity criteria without automated exclusion or discriminatory inference.", "primary_roles": [ "sales-manager", "community-manager" ], "stages": [ { "id": "assess-and-decide", "name": "Assess and decide", "suggested_tool_ids": [ "espocrm", "cobot" ] } ], "last_reviewed": "2026-07-18" }, { "id": "local-partnership-outreach", "name": "Local partnership outreach", "description": "Research and contact relevant local organizations with a specific coworking partnership proposal and respectful, accountable follow-up.", "primary_roles": [ "marketing", "owner-operator" ], "stages": [ { "id": "research-and-contact", "name": "Research and contact", "suggested_tool_ids": [ "espocrm", "monica-crm" ] } ], "last_reviewed": "2026-07-18" }, { "id": "lost-lead-reason-capture", "name": "Lost-lead reason capture", "description": "Record a reviewed reason when a coworking opportunity closes without conversion while separating fact, prospect feedback, and staff interpretation.", "primary_roles": [ "sales-manager", "owner-operator" ], "stages": [ { "id": "classify-and-review", "name": "Classify and review", "suggested_tool_ids": [ "espocrm" ] } ], "last_reviewed": "2026-07-18" }, { "id": "mail-forwarding-request", "name": "Mail forwarding request", "description": "Process an authenticated virtual-office mail forwarding request with item, address, carrier, cost, custody, and delivery-risk review.", "primary_roles": [ "virtual-office-mailroom", "finance" ], "stages": [ { "id": "authorize-dispatch-track", "name": "Authorize, dispatch, and track", "suggested_tool_ids": [ "baserow", "paperless-ngx" ] } ], "last_reviewed": "2026-07-18" }, { "id": "mail-package-handling", "name": "Mail and package handling", "description": "Receive, secure, notify, release, and dispose of member mail and packages with human custody checks and locally approved privacy rules.", "primary_roles": [ "virtual-office-mailroom", "operations-manager", "community-manager" ], "stages": [ { "id": "receive", "name": "Receive and inspect", "suggested_tool_ids": [ "paperless-ngx" ] }, { "id": "secure-and-notify", "name": "Secure and notify", "suggested_tool_ids": [ "paperless-ngx", "stirling-pdf" ] }, { "id": "release-or-dispose", "name": "Release or dispose", "suggested_tool_ids": [ "paperless-ngx" ] } ], "last_reviewed": "2026-07-18" }, { "id": "mail-receipt", "name": "Mail receipt", "description": "Accept and record eligible virtual-office mail with recipient verification, condition checks, secure custody, and a controlled exception path.", "primary_roles": [ "virtual-office-mailroom", "operations-manager" ], "stages": [ { "id": "inspect-record-secure", "name": "Inspect, record, and secure", "suggested_tool_ids": [ "paperless-ngx", "baserow" ] } ], "last_reviewed": "2026-07-18" }, { "id": "mail-scan-request", "name": "Mail scan request", "description": "Fulfill an authorized virtual-office mail scan request with item matching, opening permission, secure capture, delivery verification, and deletion controls.", "primary_roles": [ "virtual-office-mailroom" ], "stages": [ { "id": "authorize-scan-deliver", "name": "Authorize, scan, and deliver", "suggested_tool_ids": [ "paperless-ngx", "stirling-pdf" ] } ], "last_reviewed": "2026-07-18" }, { "id": "marketing-campaigns", "name": "Marketing campaigns", "description": "Plan and run coworking marketing campaigns with truthful local claims, consent-aware outreach, human approval, and measured learning tied to qualified demand.", "primary_roles": [ "marketing", "sales-manager", "owner-operator" ], "stages": [ { "id": "brief-and-review", "name": "Brief and review", "suggested_tool_ids": [ "canva", "figma", "plane" ] }, { "id": "publish-and-send", "name": "Publish and send", "suggested_tool_ids": [ "ghost", "wordpress", "listmonk", "mailchimp" ] }, { "id": "measure-and-decide", "name": "Measure and decide", "suggested_tool_ids": [ "matomo", "plausible-ce", "google-analytics", "posthog" ] } ], "last_reviewed": "2026-07-18" }, { "id": "member-anniversary", "name": "Member anniversary", "description": "Recognize an eligible coworking membership anniversary in a respectful, optional way without exposing tenure or automating personal claims.", "primary_roles": [ "community-manager" ], "stages": [ { "id": "review-and-recognize", "name": "Review and recognize", "suggested_tool_ids": [ "cobot", "monica-crm" ] } ], "last_reviewed": "2026-07-18" }, { "id": "member-feedback", "name": "Member feedback", "description": "Collect optional coworking member feedback, protect confidentiality, route urgent concerns, and close the loop through accountable human review.", "primary_roles": [ "community-manager", "owner-operator", "member-end-user" ], "stages": [ { "id": "collect-review-act", "name": "Collect, review, and act", "suggested_tool_ids": [ "formbricks", "freescout" ] } ], "last_reviewed": "2026-07-18" }, { "id": "member-introduction", "name": "Member introduction", "description": "Facilitate an optional introduction between coworking members only after checking mutual relevance, consent, and appropriate boundaries.", "primary_roles": [ "community-manager", "member-end-user" ], "stages": [ { "id": "consent-and-introduce", "name": "Consent and introduce", "suggested_tool_ids": [ "cobot", "monica-crm" ] } ], "last_reviewed": "2026-07-18" }, { "id": "member-offboarding", "name": "Member offboarding", "description": "Close a coworking membership cleanly while settling obligations, recovering property, revoking access, and preserving an appropriate human farewell.", "primary_roles": [ "community-manager", "operations-manager", "finance" ], "stages": [ { "id": "confirm-exit", "name": "Confirm exit terms", "suggested_tool_ids": [] }, { "id": "recover-and-settle", "name": "Recover property and settle account", "suggested_tool_ids": [] }, { "id": "revoke-and-close", "name": "Revoke access and close records", "suggested_tool_ids": [ "authentik", "keycloak", "kanidm", "passbolt", "vaultwarden" ] } ], "last_reviewed": "2026-07-18" }, { "id": "member-onboarding", "name": "Member onboarding", "description": "From signed agreement to first successful day on site: accounts, access, billing start, orientation, and welcome communications.", "primary_roles": [ "community-manager", "operations-manager", "sales-manager", "finance" ], "stages": [ { "id": "agreement", "name": "Agreement & identity", "suggested_tool_ids": [ "docuseal", "documenso", "espocrm", "cobot" ] }, { "id": "provision", "name": "Provision access & services", "suggested_tool_ids": [ "keycloak", "authentik", "freescout", "bookstack" ] }, { "id": "billing-start", "name": "Billing start", "suggested_tool_ids": [ "stripe", "invoice-ninja", "erpnext", "cobot" ] }, { "id": "welcome", "name": "Welcome & orientation", "suggested_tool_ids": [ "listmonk", "chatwoot", "notion" ] } ], "last_reviewed": "2026-07-17" }, { "id": "member-spotlight", "name": "Member spotlight", "description": "Create an optional coworking member spotlight with informed consent, member-controlled facts, accessible assets, and final approval.", "primary_roles": [ "marketing", "community-manager", "member-end-user" ], "stages": [ { "id": "consent-create-approve", "name": "Consent, create, and approve", "suggested_tool_ids": [ "canva", "paperless-ngx" ] } ], "last_reviewed": "2026-07-18" }, { "id": "member-support-routing", "name": "Member support routing", "description": "Route coworking member requests to an accountable team while preserving context, urgency review, privacy, and a staffed escalation path.", "primary_roles": [ "community-manager", "operations-manager" ], "stages": [ { "id": "receive-and-route", "name": "Receive and route", "suggested_tool_ids": [ "freescout", "chatwoot" ] } ], "last_reviewed": "2026-07-18" }, { "id": "member-welcome-sequence", "name": "Member welcome sequence", "description": "Deliver a paced coworking welcome sequence with verified service information and visible opportunities for personal staff support.", "primary_roles": [ "community-manager", "operations-manager" ], "stages": [ { "id": "welcome-and-support", "name": "Welcome and support", "suggested_tool_ids": [ "cobot", "listmonk" ] } ], "last_reviewed": "2026-07-18" }, { "id": "move-in-readiness", "name": "Move-in readiness", "description": "Coordinate the people, space, access, billing, safety, and service checks required before a coworking member moves in.", "primary_roles": [ "operations-manager", "community-manager", "facilities" ], "stages": [ { "id": "prepare-and-approve", "name": "Prepare and approve", "suggested_tool_ids": [ "openproject", "cobot" ] } ], "last_reviewed": "2026-07-18" }, { "id": "move-out-feedback", "name": "Move-out feedback", "description": "Invite departing coworking members to share optional feedback after operational closure while protecting disputes, confidentiality, and dignity.", "primary_roles": [ "community-manager", "owner-operator" ], "stages": [ { "id": "invite-and-learn", "name": "Invite and learn", "suggested_tool_ids": [ "formbricks", "cobot" ] } ], "last_reviewed": "2026-07-18" }, { "id": "multi-site-rollout", "name": "Multi-site rollout", "description": "Introduce a coworking process or technology across locations through local discovery, controlled pilots, human readiness checks, and reversible deployment.", "primary_roles": [ "multi-location-operator", "operations-manager", "technical-operator", "consultant-implementer" ], "stages": [ { "id": "baseline-and-design", "name": "Baseline and design", "suggested_tool_ids": [ "bookstack", "outline", "drawio" ] }, { "id": "pilot", "name": "Pilot at a representative site", "suggested_tool_ids": [ "openproject", "plane", "prometheus" ] }, { "id": "deploy-and-stabilize", "name": "Deploy and stabilize", "suggested_tool_ids": [ "portainer-ce", "wireguard", "headscale", "caddy" ] } ], "last_reviewed": "2026-07-18" }, { "id": "newsletter-production", "name": "Newsletter production", "description": "Produce a coworking newsletter from an approved brief through factual, accessible, consent-aware review and controlled distribution.", "primary_roles": [ "marketing", "community-manager" ], "stages": [ { "id": "produce-approve-send", "name": "Produce, approve, and send", "suggested_tool_ids": [ "listmonk", "canva" ] } ], "last_reviewed": "2026-07-18" }, { "id": "pickup-notification", "name": "Pickup notification", "description": "Notify the correct virtual-office client that accepted mail is ready for collection without revealing unnecessary sender, item, or location details.", "primary_roles": [ "virtual-office-mailroom" ], "stages": [ { "id": "verify-and-notify", "name": "Verify and notify", "suggested_tool_ids": [ "baserow", "listmonk" ] } ], "last_reviewed": "2026-07-18" }, { "id": "plan-change", "name": "Plan change", "description": "Process a coworking membership plan change with verified member intent, pricing, dates, entitlements, billing impact, and access review.", "primary_roles": [ "community-manager", "sales-manager", "finance" ], "stages": [ { "id": "approve-and-change", "name": "Approve and change", "suggested_tool_ids": [ "cobot", "erpnext" ] } ], "last_reviewed": "2026-07-18" }, { "id": "post-tour-follow-up", "name": "Post-tour follow-up", "description": "Follow up after a coworking tour with accurate answers and a relevant next step based on host notes and prospect preference.", "primary_roles": [ "sales-manager", "community-manager" ], "stages": [ { "id": "review-and-follow-up", "name": "Review and follow up", "suggested_tool_ids": [ "espocrm", "freescout" ] } ], "last_reviewed": "2026-07-18" }, { "id": "preventive-maintenance", "name": "Preventive maintenance", "description": "Plan, perform, and verify preventive work on coworking assets using manufacturer guidance, qualified people, and controlled service windows.", "primary_roles": [ "facilities", "operations-manager", "technical-operator" ], "stages": [ { "id": "plan-perform-verify", "name": "Plan, perform, and verify", "suggested_tool_ids": [ "openproject", "home-assistant" ] } ], "last_reviewed": "2026-07-18" }, { "id": "printer-access", "name": "Printer access", "description": "Grant and support coworking printer access using approved entitlements, safe network boundaries, clear privacy guidance, and staffed troubleshooting.", "primary_roles": [ "technical-operator", "operations-manager", "member-end-user" ], "stages": [ { "id": "authorize-and-test", "name": "Authorize and test", "suggested_tool_ids": [ "freescout", "unifi-network" ] } ], "last_reviewed": "2026-07-18" }, { "id": "referral-tracking", "name": "Referral tracking", "description": "Track member or partner referrals with consent-aware attribution and human review of eligibility, rewards, and disputes.", "primary_roles": [ "sales-manager", "finance" ], "stages": [ { "id": "attribute-and-approve", "name": "Attribute and approve", "suggested_tool_ids": [ "espocrm", "baserow" ] } ], "last_reviewed": "2026-07-18" }, { "id": "renewal-reminder", "name": "Renewal reminder", "description": "Prompt staff and eligible members before a coworking agreement renewal date with verified terms and a clear human contact path.", "primary_roles": [ "sales-manager", "community-manager", "owner-operator" ], "stages": [ { "id": "verify-and-remind", "name": "Verify and remind", "suggested_tool_ids": [ "cobot", "docuseal" ] } ], "last_reviewed": "2026-07-18" }, { "id": "reporting-kpis", "name": "Reporting and KPIs", "description": "Produce decision-ready coworking reports from defined sources while preserving human ownership of definitions, data quality, interpretation, and access.", "primary_roles": [ "owner-operator", "finance", "operations-manager", "multi-location-operator" ], "stages": [ { "id": "define", "name": "Define measures and owners", "suggested_tool_ids": [ "bookstack", "notion" ] }, { "id": "prepare-and-check", "name": "Prepare and check data", "suggested_tool_ids": [ "activepieces", "erpnext", "seatsurfing", "nocodb" ] }, { "id": "review-and-act", "name": "Review and act", "suggested_tool_ids": [ "metabase", "grafana", "plausible-ce", "actual-budget" ] } ], "last_reviewed": "2026-07-18" }, { "id": "review-request", "name": "Review request", "description": "Invite eligible coworking members to leave an honest public review without incentives, selective suppression, pressure, or scripted sentiment.", "primary_roles": [ "marketing", "community-manager" ], "stages": [ { "id": "check-and-invite", "name": "Check and invite", "suggested_tool_ids": [ "cobot", "listmonk" ] } ], "last_reviewed": "2026-07-18" }, { "id": "review-response", "name": "Review response", "description": "Respond to public coworking reviews with factual, privacy-safe, respectful language and a private path for resolving service concerns.", "primary_roles": [ "community-manager", "marketing", "owner-operator" ], "stages": [ { "id": "assess-and-respond", "name": "Assess and respond", "suggested_tool_ids": [ "freescout", "openproject" ] } ], "last_reviewed": "2026-07-18" }, { "id": "room-booking", "name": "Room booking", "description": "Members or staff reserve meeting rooms with rules for duration, cleanup, and no-shows.", "primary_roles": [ "operations-manager", "community-manager", "event-coordinator" ], "stages": [ { "id": "request", "name": "Request / book", "suggested_tool_ids": [ "librebooking", "seatsurfing", "cobot" ] }, { "id": "fulfill", "name": "Fulfill & reset", "suggested_tool_ids": [ "home-assistant", "freescout" ] } ], "last_reviewed": "2026-07-17" }, { "id": "security-patch-review", "name": "Security patch review", "description": "Assess, test, approve, deploy, and verify security patches for coworking systems with service ownership, maintenance windows, and rollback readiness.", "primary_roles": [ "technical-operator", "operations-manager", "owner-operator" ], "stages": [ { "id": "assess-test-deploy", "name": "Assess, test, and deploy", "suggested_tool_ids": [ "openproject", "netdata" ] } ], "last_reviewed": "2026-07-18" }, { "id": "social-content-approval", "name": "Social-content approval", "description": "Review coworking social content for factual accuracy, consent, accessibility, brand fit, and current local context before publication.", "primary_roles": [ "marketing", "owner-operator" ], "stages": [ { "id": "review-and-approve", "name": "Review and approve", "suggested_tool_ids": [ "canva", "plane" ] } ], "last_reviewed": "2026-07-18" }, { "id": "social-scheduling", "name": "Social scheduling", "description": "Schedule only approved coworking social content with accountable timing, channel access, pause controls, and post-publication verification.", "primary_roles": [ "marketing" ], "stages": [ { "id": "schedule-and-verify", "name": "Schedule and verify", "suggested_tool_ids": [ "n8n", "canva" ] } ], "last_reviewed": "2026-07-18" }, { "id": "speed-to-lead-alert", "name": "Speed-to-lead alert", "description": "Alert an accountable salesperson when an eligible new enquiry awaits attention while avoiding automatic pressure or outreach.", "primary_roles": [ "sales-manager", "owner-operator" ], "stages": [ { "id": "alert-and-acknowledge", "name": "Alert and acknowledge", "suggested_tool_ids": [ "espocrm", "n8n" ] } ], "last_reviewed": "2026-07-18" }, { "id": "staff-offboarding", "name": "Staff offboarding", "description": "End or change coworking staff access with coordinated human oversight of continuity, credentials, assets, records, and respectful communication.", "primary_roles": [ "operations-manager", "technical-operator", "owner-operator" ], "stages": [ { "id": "coordinate-revoke-close", "name": "Coordinate, revoke, and close", "suggested_tool_ids": [ "authentik", "passbolt" ] } ], "last_reviewed": "2026-07-18" }, { "id": "staff-onboarding", "name": "Staff onboarding", "description": "Prepare a coworking staff member for safe, role-appropriate work through verified employment status, training, least privilege, and human supervision.", "primary_roles": [ "operations-manager", "technical-operator", "owner-operator" ], "stages": [ { "id": "authorize-prepare-verify", "name": "Authorize, prepare, and verify", "suggested_tool_ids": [ "authentik", "bookstack" ] } ], "last_reviewed": "2026-07-18" }, { "id": "tour-confirmation", "name": "Tour confirmation", "description": "Confirm an agreed coworking tour with accurate time, location, host, accessibility, and change instructions after staff review.", "primary_roles": [ "sales-manager", "community-manager" ], "stages": [ { "id": "verify-and-confirm", "name": "Verify and confirm", "suggested_tool_ids": [ "cal-com", "espocrm" ] } ], "last_reviewed": "2026-07-18" }, { "id": "tour-no-show-recovery", "name": "Tour no-show recovery", "description": "Review an apparent tour no-show and offer respectful human follow-up without blame, repeated pressure, or automatic pipeline closure.", "primary_roles": [ "sales-manager", "community-manager" ], "stages": [ { "id": "verify-and-recover", "name": "Verify and recover", "suggested_tool_ids": [ "espocrm", "cal-com" ] } ], "last_reviewed": "2026-07-18" }, { "id": "tour-reminder", "name": "Tour reminder", "description": "Send a proportionate reminder for a still-valid tour while honoring contact preferences and leaving rescheduling with people.", "primary_roles": [ "sales-manager", "community-manager" ], "stages": [ { "id": "recheck-and-remind", "name": "Recheck and remind", "suggested_tool_ids": [ "cal-com", "listmonk" ] } ], "last_reviewed": "2026-07-18" }, { "id": "tour-to-close", "name": "Tour to close", "description": "Lead capture, tour scheduling, follow-up, proposal, and conversion to member—without losing context between sales and community.", "primary_roles": [ "sales-manager", "community-manager", "owner-operator" ], "stages": [ { "id": "capture", "name": "Lead capture", "suggested_tool_ids": [ "typeform", "espocrm", "chatwoot", "n8n" ] }, { "id": "tour", "name": "Tour", "suggested_tool_ids": [ "cal-com", "easyappointments", "zoom", "jitsi-meet" ] }, { "id": "close", "name": "Proposal & close", "suggested_tool_ids": [ "espocrm", "twenty-crm", "docuseal" ] } ], "last_reviewed": "2026-07-17" }, { "id": "vendor-offboarding", "name": "Vendor offboarding", "description": "End a coworking vendor relationship while preserving service continuity, recovering data and property, revoking access, and confirming contractual closure.", "primary_roles": [ "owner-operator", "operations-manager", "finance", "technical-operator" ], "stages": [ { "id": "plan-exit", "name": "Plan the exit", "suggested_tool_ids": [] }, { "id": "transition", "name": "Transition service and records", "suggested_tool_ids": [] }, { "id": "revoke-and-confirm", "name": "Revoke and confirm closure", "suggested_tool_ids": [ "passbolt", "vaultwarden" ] } ], "last_reviewed": "2026-07-18" }, { "id": "vendor-renewal", "name": "Vendor renewal", "description": "Review a coworking vendor before renewal across service, security, privacy, cost, contract, continuity, and accountable ownership.", "primary_roles": [ "operations-manager", "owner-operator", "finance", "technical-operator" ], "stages": [ { "id": "review-and-decide", "name": "Review and decide", "suggested_tool_ids": [ "paperless-ngx", "openproject" ] } ], "last_reviewed": "2026-07-18" }, { "id": "virtual-office-continuity-downsell", "name": "Virtual-office continuity or downsell", "description": "Review whether an exiting or reducing workspace member needs a compliant virtual-office continuity option or a simpler plan.", "primary_roles": [ "sales-manager", "virtual-office-mailroom", "owner-operator" ], "stages": [ { "id": "review-and-decide", "name": "Review and decide", "suggested_tool_ids": [ "cobot", "paperless-ngx" ] } ], "last_reviewed": "2026-07-18" }, { "id": "virtual-office-intake", "name": "Virtual-office intake", "description": "Receive a virtual-office enquiry and collect only the information needed for human service-fit, eligibility, and compliance review.", "primary_roles": [ "virtual-office-mailroom", "sales-manager", "owner-operator" ], "stages": [ { "id": "collect-and-review", "name": "Collect and review", "suggested_tool_ids": [ "typeform", "paperless-ngx" ] } ], "last_reviewed": "2026-07-18" }, { "id": "virtual-office-offboarding", "name": "Virtual-office offboarding", "description": "Close a virtual-office service with verified dates, address-use instructions, held-mail decisions, access removal, retention, and accountable confirmation.", "primary_roles": [ "virtual-office-mailroom", "operations-manager", "finance", "owner-operator" ], "stages": [ { "id": "plan-close-verify", "name": "Plan, close, and verify", "suggested_tool_ids": [ "paperless-ngx", "openproject" ] } ], "last_reviewed": "2026-07-18" }, { "id": "virtual-office-onboarding", "name": "Virtual-office onboarding", "description": "Activate an approved virtual-office client through completed agreement, identity and compliance checks, mail instructions, contacts, and staff readiness.", "primary_roles": [ "virtual-office-mailroom", "operations-manager" ], "stages": [ { "id": "approve-and-activate", "name": "Approve and activate", "suggested_tool_ids": [ "paperless-ngx", "docuseal" ] } ], "last_reviewed": "2026-07-18" }, { "id": "visitor-management", "name": "Visitor management", "description": "Welcome coworking visitors safely with host accountability, proportionate data collection, temporary access, and a reliable manual fallback.", "primary_roles": [ "community-manager", "operations-manager", "facilities" ], "stages": [ { "id": "pre-register", "name": "Pre-register when appropriate", "suggested_tool_ids": [] }, { "id": "check-in", "name": "Check in and orient", "suggested_tool_ids": [ "opnsense", "unifi-network" ] }, { "id": "checkout", "name": "Check out and account for visitors", "suggested_tool_ids": [] } ], "last_reviewed": "2026-07-18" }, { "id": "website-lead-capture", "name": "Website lead capture", "description": "Capture a website enquiry into a controlled sales queue without assuming consent, fit, or an unverified system integration.", "primary_roles": [ "sales-manager", "marketing" ], "stages": [ { "id": "capture-and-review", "name": "Capture and review", "suggested_tool_ids": [ "typeform", "espocrm" ] } ], "last_reviewed": "2026-07-18" }, { "id": "wifi-user-provisioning", "name": "Wi-Fi user provisioning", "description": "Provision time-bounded coworking Wi-Fi access from verified entitlements with segmented networks, unique credentials, and tested revocation.", "primary_roles": [ "technical-operator", "operations-manager" ], "stages": [ { "id": "authorize-provision-expire", "name": "Authorize, provision, and expire", "suggested_tool_ids": [ "unifi-network", "authentik" ] } ], "last_reviewed": "2026-07-18" } ], "tasks": [ { "schema_version": "1.0.0", "id": "analyze-campaign-performance", "name": "Analyze campaign performance", "description": "Reconcile delivery, engagement, qualified inquiry, sales, consent, cost, and operational evidence to evaluate decisions with stated attribution and data limitations.", "business_area": "marketing", "primary_role": "marketing-manager", "supporting_roles": [ "sales-leasing-manager", "owner-operator" ], "frequency": "monthly", "trigger": "A campaign reaches its review point or a material performance exception appears.", "inputs": [ "Channel delivery and cost", "Consent-aware web and inquiry evidence", "Qualified pipeline and outcome data" ], "outputs": [ "Decision-focused findings and caveats", "Continue", "change", "or stop recommendation", "Follow-up experiment" ], "current_manual_methods": [ "Platform dashboard", "Last-click report", "Screenshot of top metrics" ], "common_failure_modes": [ "Clicks are treated as business value", "Cross-channel duplicates and dark traffic are ignored" ], "human_judgment_required": [ "Interpret attribution uncertainty and customer quality", "Consider brand", "consent", "sales", "and capacity effects together" ], "approval_points": [ "Marketing and commercial owners approve material spend", "audience", "or proposition changes" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Reviews connect spend to qualified outcomes within stated limits", "Decisions and assumptions are recorded for later comparison" ], "related_workflows": [ "marketing-campaigns", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "analyze-space-utilization", "name": "Analyze space utilization", "description": "Interpret bookings, observed use, availability, product, and local context with privacy safeguards to support capacity decisions rather than monitor individual member behavior.", "business_area": "space-inventory", "primary_role": "multi-location-operator", "supporting_roles": [ "owner-operator", "operations-facilities-manager" ], "frequency": "monthly", "trigger": "Scheduled capacity review or a proposed product or layout change.", "inputs": [ "Aggregated booking and occupancy evidence", "Inventory status", "Local events and operating context" ], "outputs": [ "Utilization findings with definitions", "Capacity opportunities and constraints", "Measurement caveats" ], "current_manual_methods": [ "Booking percentage", "Spot counts", "Anecdotal fullness" ], "common_failure_modes": [ "Bookings are treated as presence", "Small segments expose individual routines" ], "human_judgment_required": [ "Interpret data-quality and behavioral differences", "Decide whether further observation or consultation is needed" ], "approval_points": [ "Business and privacy owners approve measurement method and resulting capacity action" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Measures have reconciled definitions and caveats", "Capacity changes are tested against member and operational outcomes" ], "related_workflows": [ "desk-hot-desk", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "answer-wayfinding-requests", "name": "Answer wayfinding requests", "description": "Help members and visitors reach an appropriate space or service using current, accessible guidance without disclosing restricted locations or another person's presence.", "business_area": "front-desk", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "operations-facilities-manager" ], "frequency": "per-interaction", "trigger": "A person asks how to find a room, amenity, host, exit, or accessible route.", "inputs": [ "Current space map", "Access zones", "Temporary closures and accessible routes" ], "outputs": [ "Clear directions or escorted support", "Reported signage or route defect" ], "current_manual_methods": [ "Staff memory", "Printed map", "Pointing across the space" ], "common_failure_modes": [ "Directions ignore access restrictions", "Accessible route information is outdated" ], "human_judgment_required": [ "Adapt help to mobility", "language", "or privacy needs", "Avoid confirming another person's location without authority" ], "approval_points": [ "Facilities owner approves temporary route changes and public guidance" ], "privacy_sensitivity": "low", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Requests resolved without repeat assistance", "Route and signage defects corrected" ], "related_workflows": [ "visitor-management", "facility-maintenance" ] }, { "schema_version": "1.0.0", "id": "assess-event-fit-and-risk", "name": "Assess event fit and risk", "description": "Evaluate event purpose, capacity, disruption, accessibility, security, safeguarding, licensing, vendor, and financial implications with accountable human reviewers.", "business_area": "events", "primary_role": "event-manager", "supporting_roles": [ "general-manager", "operations-facilities-manager", "it-security-administrator" ], "frequency": "event-driven", "trigger": "An event brief is complete enough for a go, revise, or decline decision.", "inputs": [ "Event brief", "Site constraints and risk controls", "Applicable policy and expert advice" ], "outputs": [ "Approved risk tier and conditions", "Revision request or explained decline", "Named control owners" ], "current_manual_methods": [ "Manager intuition", "Reused risk assessment", "Capacity-only check" ], "common_failure_modes": [ "Novel risks inherit an old template", "Commercial pressure bypasses control owners" ], "human_judgment_required": [ "Assess interacting risks and local context", "Decide whether controls are proportionate and credible" ], "approval_points": [ "General manager and relevant duty holders approve high-risk or nonstandard events" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Approved events have owned controls before commitment", "Late cancellation caused by missed foreseeable requirements" ], "related_workflows": [ "event-lifecycle", "compliance-review", "incident-response" ] }, { "schema_version": "1.0.0", "id": "audit-front-desk-service", "name": "Audit front desk service", "description": "Review a representative sample of reception journeys, records, waits, and exceptions to improve service and controls without using surveillance as a proxy for staff quality.", "business_area": "front-desk", "primary_role": "general-manager", "supporting_roles": [ "community-coordinator-front-desk", "community-manager" ], "frequency": "monthly", "trigger": "Scheduled service review or a pattern of reception failures.", "inputs": [ "Service queue sample", "Member and visitor feedback", "Handover and exception records" ], "outputs": [ "Evidence-based findings", "Assigned improvement actions", "Updated guidance proposal" ], "current_manual_methods": [ "Anecdotal feedback", "Complaint count", "Manager observation during one shift" ], "common_failure_modes": [ "Review sample excludes busy periods", "Metrics reward speed while hiding poor resolution" ], "human_judgment_required": [ "Interpret service evidence with shift context", "Distinguish training", "process", "capacity", "and conduct causes" ], "approval_points": [ "General manager approves procedure changes; employment matters follow the proper people process" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Actions address evidenced causes", "Repeat service failures decline after review" ], "related_workflows": [ "reporting-kpis", "visitor-management" ] }, { "schema_version": "1.0.0", "id": "audit-mailroom-custody", "name": "Audit mailroom custody", "description": "Reconcile a risk-based physical sample to receipt, storage, notification, release, forwarding, and disposition records and investigate every material mismatch.", "business_area": "virtual-office-mailroom", "primary_role": "virtual-office-mailroom-manager", "supporting_roles": [ "general-manager" ], "frequency": "monthly", "trigger": "Scheduled custody control review or a loss, misrelease, or unexplained mismatch.", "inputs": [ "Custody register", "Physical inventory sample", "Authorization and release evidence" ], "outputs": [ "Reconciled sample", "Investigated exceptions", "Corrective control actions" ], "current_manual_methods": [ "Shelf count", "Spreadsheet filter", "Review after complaint" ], "common_failure_modes": [ "Sample excludes high-risk or old items", "Record is corrected without investigating cause" ], "human_judgment_required": [ "Select a meaningful sample and evaluate evidence", "Determine whether discrepancy indicates error", "misconduct", "or systemic weakness" ], "approval_points": [ "Manager signs findings; serious discrepancies enter formal incident review" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Sampled items reconcile through final status", "Material discrepancies receive root-cause and control action" ], "related_workflows": [ "mail-package-handling", "compliance-review", "incident-response" ] }, { "schema_version": "1.0.0", "id": "build-event-run-of-show", "name": "Build the event run of show", "description": "Turn the approved event into a timed, owned operating plan covering setup, arrivals, program, transitions, contingencies, communications, and safe close.", "business_area": "events", "primary_role": "event-manager", "supporting_roles": [ "community-coordinator-front-desk", "operations-facilities-manager" ], "frequency": "event-driven", "trigger": "An event is approved and its delivery details are sufficiently confirmed.", "inputs": [ "Approved event brief and controls", "Supplier and speaker requirements", "Site operating plan" ], "outputs": [ "Versioned run of show", "Contact and decision matrix", "Contingency and briefing actions" ], "current_manual_methods": [ "Personal spreadsheet", "Email chain", "Generic checklist" ], "common_failure_modes": [ "Conflicting copies circulate", "Schedule lists activity but not decision ownership" ], "human_judgment_required": [ "Sequence dependencies realistically", "Define when live leaders should pause", "adapt", "or stop" ], "approval_points": [ "Event lead and site duty manager approve final plan and material changes" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": false, "success_metrics": [ "Critical dependencies have owners and confirmation", "Delivery team uses one current approved plan" ], "related_workflows": [ "event-lifecycle", "incident-response" ] }, { "schema_version": "1.0.0", "id": "capture-member-feedback", "name": "Capture member feedback", "description": "Record specific member observations, desired outcomes, consent boundaries, and follow-up commitments so feedback can inform action without flattening people into sentiment scores.", "business_area": "member-service", "primary_role": "community-manager", "supporting_roles": [ "community-coordinator-front-desk", "member" ], "frequency": "continuous", "trigger": "A member volunteers feedback or staff initiate an approved listening activity.", "inputs": [ "Member statement", "Relevant service context", "Communication and anonymity preference" ], "outputs": [ "Structured feedback record", "Immediate service action where needed", "Theme for human review" ], "current_manual_methods": [ "Survey score", "Staff memory", "Screenshot in a group chat" ], "common_failure_modes": [ "Critical context is lost during categorization", "Anonymous feedback is reidentified through detail" ], "human_judgment_required": [ "Separate a service request from research insight", "Preserve nuance and assess whether immediate care is needed" ], "approval_points": [ "Member approves attribution; manager approves wider sharing of sensitive detail" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Feedback receives the promised response", "Themes link to evidence and owned action" ], "related_workflows": [ "community-programming", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "check-in-visitors", "name": "Check in visitors", "description": "Verify a visitor has an appropriate host and purpose, provide site and emergency information, and create only the minimum attendance record required by policy.", "business_area": "front-desk", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "member", "it-security-administrator" ], "frequency": "per-interaction", "trigger": "A visitor arrives or requests entry to a member or event area.", "inputs": [ "Visitor-provided details", "Host confirmation", "Approved visitor policy" ], "outputs": [ "Authorized check-in or explained refusal", "Host notification", "Current visitor record" ], "current_manual_methods": [ "Sign-in sheet", "Host phone call", "Handwritten badge" ], "common_failure_modes": [ "Similar names are treated as authorization", "Visitor presence is retained indefinitely" ], "human_judgment_required": [ "Resolve identity or host discrepancies", "Recognize safeguarding and accessibility needs" ], "approval_points": [ "Host or authorized staff approves unregistered arrival; security owner approves exceptions" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Authorized arrivals checked in without avoidable delay", "Visitor records meet retention and completeness rules" ], "related_workflows": [ "visitor-management" ] }, { "schema_version": "1.0.0", "id": "close-front-desk", "name": "Close the front desk", "description": "Secure reception records and assets, reconcile open visitor and service items, and leave an actionable handover rather than an unstructured end-of-shift note.", "business_area": "front-desk", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "general-manager" ], "frequency": "daily", "trigger": "End of the staffed reception period or transfer to another service mode.", "inputs": [ "Open service queue", "Visitor status", "Keys and reception asset register" ], "outputs": [ "Closing check", "Secured assets and records", "Prioritized handover" ], "current_manual_methods": [ "Memory-based sweep", "Paper notes", "Messages sent to individual colleagues" ], "common_failure_modes": [ "Visitor remains shown on site", "Sensitive notes are left exposed" ], "human_judgment_required": [ "Determine which unresolved items need immediate escalation", "Write enough context without recording unnecessary personal detail" ], "approval_points": [ "Duty manager accepts unresolved security or safeguarding items" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Open items transferred with owner and context", "Reception assets reconcile at close" ], "related_workflows": [ "visitor-management", "incident-response" ] }, { "schema_version": "1.0.0", "id": "close-out-events", "name": "Close out events", "description": "Reconcile space, equipment, attendance, incidents, supplier completion, financial evidence, and follow-up commitments before marking an event operationally complete.", "business_area": "events", "primary_role": "event-manager", "supporting_roles": [ "operations-facilities-manager", "finance-billing-administrator" ], "frequency": "event-driven", "trigger": "Attendees depart and the event moves from live delivery to handback and review.", "inputs": [ "Run of show and change log", "Site inspection", "Supplier and transaction records" ], "outputs": [ "Accepted space handback", "Open action and incident list", "Complete closeout record" ], "current_manual_methods": [ "Quick room check", "Expense emails", "Informal debrief" ], "common_failure_modes": [ "Damage or missing equipment is discovered later", "Event is closed while incidents remain unowned" ], "human_judgment_required": [ "Assess handback condition and evidence", "Decide which observations need formal incident or corrective action" ], "approval_points": [ "Facilities accepts handback; finance approves adjustments; duty manager accepts open risks" ], "privacy_sensitivity": "medium", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Space and assets reconcile promptly", "Every open item has an owner and target" ], "related_workflows": [ "event-lifecycle", "facility-maintenance", "invoice-collections" ] }, { "schema_version": "1.0.0", "id": "conduct-member-orientation", "name": "Conduct member orientation", "description": "Give new members a practical, accessible introduction to the space, help routes, emergency information, community norms, privacy choices, and service constraints.", "business_area": "member-service", "primary_role": "community-manager", "supporting_roles": [ "community-coordinator-front-desk", "operations-facilities-manager" ], "frequency": "per-interaction", "trigger": "A member begins service or needs orientation after a material site or policy change.", "inputs": [ "Current orientation guide", "Member product and access", "Accessibility or support requests" ], "outputs": [ "Completed orientation record", "Answered questions", "Assigned follow-up needs" ], "current_manual_methods": [ "Unstructured tour", "Emailed handbook", "Assumption that company admin briefed everyone" ], "common_failure_modes": [ "Emergency information is skipped", "Completion is recorded without understanding" ], "human_judgment_required": [ "Adapt pace and format to the member", "Notice confusion or an unmet accessibility need" ], "approval_points": [ "Facilities or duty owner approves any alternate safety arrangement" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Members can identify help and emergency routes", "Follow-up needs receive an owner" ], "related_workflows": [ "member-onboarding" ] }, { "schema_version": "1.0.0", "id": "conduct-performance-conversations", "name": "Conduct performance conversations", "description": "Discuss observed outcomes, expectations, context, support, and next steps directly with the staff member using verified evidence and a fair route to respond and correct records.", "business_area": "staff-administration", "primary_role": "general-manager", "supporting_roles": [ "owner-operator" ], "frequency": "quarterly", "trigger": "Scheduled development review or a documented performance concern requiring conversation.", "inputs": [ "Role expectations", "Specific observed evidence", "Prior commitments", "support", "and staff perspective" ], "outputs": [ "Shared record of discussion", "Agreed development or correction actions", "Formal escalation if authorized" ], "current_manual_methods": [ "Annual appraisal form", "Manager recollection", "Metric leaderboard" ], "common_failure_modes": [ "Recent event outweighs representative evidence", "Automated metric is treated as proof of conduct or capability" ], "human_judgment_required": [ "Evaluate evidence quality", "context", "fairness", "and support needs", "Hear disagreement and correct unsupported records" ], "approval_points": [ "Manager and staff member acknowledge record; formal action follows authorized people process" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Conversations use specific verified evidence and clear expectations", "Agreed support and review actions occur on time" ], "related_workflows": [ "compliance-review", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "conduct-prospect-tours", "name": "Conduct prospect tours", "description": "Explore the prospect's actual working needs, demonstrate relevant spaces and services accurately, and record agreed next steps without pressuring or making unauthorized promises.", "business_area": "sales-leasing", "primary_role": "sales-leasing-manager", "supporting_roles": [ "community-manager", "operations-facilities-manager" ], "frequency": "per-interaction", "trigger": "A confirmed prospect arrives for an in-person or remote tour.", "inputs": [ "Tour brief", "Current site readiness", "Approved product and availability information" ], "outputs": [ "Prospect-specific discovery notes", "Accurate next-step commitment", "Operational questions for follow-up" ], "current_manual_methods": [ "Standard route and pitch", "Business card exchange", "Memory-based notes afterward" ], "common_failure_modes": [ "Tour emphasizes features unrelated to need", "Host promises inventory or changes without authority" ], "human_judgment_required": [ "Adapt discovery and route to expressed priorities", "Recognize concerns that require specialist confirmation" ], "approval_points": [ "Authorized owners approve any commitment beyond published products and current inventory" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Prospect receives relevant and accurate information", "Next actions and unresolved questions are recorded" ], "related_workflows": [ "tour-to-close", "visitor-management" ] }, { "schema_version": "1.0.0", "id": "coordinate-event-vendors", "name": "Coordinate event vendors", "description": "Confirm vendor scope, arrival, access, insurance or qualification evidence, technical dependencies, conduct expectations, and closeout duties before site access.", "business_area": "events", "primary_role": "event-manager", "supporting_roles": [ "operations-facilities-manager", "finance-billing-administrator" ], "frequency": "event-driven", "trigger": "An approved event depends on an external supplier or contractor.", "inputs": [ "Approved vendor scope", "Site access and safety requirements", "Contract and evidence status" ], "outputs": [ "Confirmed vendor plan", "Access request and briefing", "Exceptions requiring owner decision" ], "current_manual_methods": [ "Email attachment collection", "Contact list", "Verbal loading instructions" ], "common_failure_modes": [ "Expired evidence is accepted", "Vendor arrival conflicts with secure or member areas" ], "human_judgment_required": [ "Assess whether evidence and competence match the work", "Resolve operational conflicts and substitutions" ], "approval_points": [ "Event and facilities owners approve vendor readiness and nonstandard access" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Vendors meet readiness conditions before arrival", "Vendor-caused delays and control exceptions are reduced" ], "related_workflows": [ "event-lifecycle", "vendor-offboarding", "access-provisioning" ] }, { "schema_version": "1.0.0", "id": "coordinate-member-offboarding", "name": "Coordinate member offboarding", "description": "Confirm authorized end terms and coordinate billing, bookings, access, property, mail, data, and departure communication with explicit owners and exception review.", "business_area": "member-service", "primary_role": "community-manager", "supporting_roles": [ "finance-billing-administrator", "it-security-administrator", "virtual-office-mailroom-manager" ], "frequency": "event-driven", "trigger": "A valid notice, termination decision, or agreed service end is recorded.", "inputs": [ "Approved end date and terms", "Active services and access", "Property and balance status" ], "outputs": [ "Completed offboarding checklist", "Revoked or transferred services", "Documented open obligations" ], "current_manual_methods": [ "Forwarded cancellation email", "Calendar reminder", "Separate departmental lists" ], "common_failure_modes": [ "One service remains active", "Disputed end terms trigger premature access removal" ], "human_judgment_required": [ "Interpret exceptions and disputes", "Plan a respectful departure and necessary continuity" ], "approval_points": [ "Authorized manager confirms end terms; each control owner confirms completion" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Services end on the authorized date", "Open obligations and disputes remain visible and owned" ], "related_workflows": [ "member-offboarding", "access-provisioning", "mail-package-handling" ] }, { "schema_version": "1.0.0", "id": "coordinate-member-onboarding", "name": "Coordinate member onboarding", "description": "Orchestrate the signed member's billing, account, access, space, orientation, and welcome dependencies with a human owner checking exceptions before the first day.", "business_area": "member-service", "primary_role": "community-manager", "supporting_roles": [ "sales-leasing-manager", "finance-billing-administrator", "it-security-administrator" ], "frequency": "event-driven", "trigger": "An authorized agreement is signed and the start date is confirmed.", "inputs": [ "Approved agreement", "Member and company contacts", "Product and start-date requirements" ], "outputs": [ "Owned onboarding checklist", "Ready services", "Recorded orientation and unresolved exceptions" ], "current_manual_methods": [ "Email chain", "Copied checklist", "Separate account creation by each team" ], "common_failure_modes": [ "A changed start date does not reach all owners", "Access is created from unapproved sales notes" ], "human_judgment_required": [ "Interpret nonstandard terms and member needs", "Decide whether unresolved dependencies permit a safe start" ], "approval_points": [ "Functional owners approve their provisioned service; general manager accepts material readiness exceptions" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Members have usable approved services by agreed start", "Exceptions are visible and owned before arrival" ], "related_workflows": [ "member-onboarding", "access-provisioning" ] }, { "schema_version": "1.0.0", "id": "dispatch-maintenance-work", "name": "Dispatch maintenance work", "description": "Assign approved work to a competent internal or external person with scope, access, isolation, communication, evidence, and completion expectations.", "business_area": "facilities", "primary_role": "operations-facilities-manager", "supporting_roles": [ "community-coordinator-front-desk" ], "frequency": "event-driven", "trigger": "A triaged work order is ready for planned or urgent execution.", "inputs": [ "Approved work scope and priority", "Competence and vendor status", "Site access and member-impact context" ], "outputs": [ "Accepted assignment", "Access and disruption plan", "Escalated resource or safety issue" ], "current_manual_methods": [ "Phone call to usual contractor", "Email description", "Untracked key handoff" ], "common_failure_modes": [ "Assignee lacks required competence", "Work begins without isolation or member communication" ], "human_judgment_required": [ "Match competence and response to actual risk", "Coordinate safe access and operational timing" ], "approval_points": [ "Facilities owner approves assignee and scope; duty holder approves permits or isolations" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Work starts with accepted scope and controls", "Dispatch exceptions are resolved before unsafe activity" ], "related_workflows": [ "facility-maintenance", "access-provisioning" ] }, { "schema_version": "1.0.0", "id": "facilitate-member-connections", "name": "Facilitate member connections", "description": "Create opt-in settings where members can discover relevant peers and exchange help, with active facilitation that notices exclusion, imbalance, and unmet expectations.", "business_area": "community", "primary_role": "community-manager", "supporting_roles": [ "event-manager", "member" ], "frequency": "weekly", "trigger": "A scheduled connection activity occurs or an expressed member need warrants facilitation.", "inputs": [ "Participant goals and consent", "Session format and norms", "Accessibility and safety considerations" ], "outputs": [ "Facilitated interaction", "Follow-up choices", "Observed barriers and improvements" ], "current_manual_methods": [ "Open mixer", "Unmoderated chat thread", "Name-tag prompt" ], "common_failure_modes": [ "Existing groups exclude newcomers", "Participation volume is mistaken for useful connection" ], "human_judgment_required": [ "Read group dynamics and intervene respectfully", "Adapt the format for differing comfort and access needs" ], "approval_points": [ "Participants approve any sharing of contact details or session outputs" ], "privacy_sensitivity": "medium", "security_sensitivity": "low", "compliance_review_needed": false, "success_metrics": [ "Participants report useful and voluntary interaction", "Observed participation barriers receive action" ], "related_workflows": [ "community-programming", "event-lifecycle" ] }, { "schema_version": "1.0.0", "id": "follow-up-overdue-invoices", "name": "Follow up overdue invoices", "description": "Review account, dispute, contact, payment promise, and member context before sending proportionate collection communication or escalating under approved policy.", "business_area": "finance", "primary_role": "finance-billing-administrator", "supporting_roles": [ "community-manager", "general-manager" ], "frequency": "weekly", "trigger": "An unpaid invoice reaches an approved aging or promise date.", "inputs": [ "Aging and contact record", "Disputes and payment promises", "Collection authority and communication preference" ], "outputs": [ "Context-appropriate follow-up", "Updated promise or dispute status", "Authorized escalation or pause" ], "current_manual_methods": [ "Bulk overdue email", "Phone list", "Informal front-desk reminder" ], "common_failure_modes": [ "Automation contacts a member with an active dispute", "Escalation ignores a kept partial-payment agreement" ], "human_judgment_required": [ "Assess fairness", "vulnerability", "relationship", "and evidence", "Choose a respectful channel and next step" ], "approval_points": [ "Authorized manager approves service restriction", "external collection", "write-off", "or legal escalation" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Follow-up respects disputes and promises", "Aging reduces without avoidable complaints or unsupported escalation" ], "related_workflows": [ "invoice-collections" ] }, { "schema_version": "1.0.0", "id": "forecast-sales-and-renewals", "name": "Forecast sales and renewals", "description": "Produce a probability-aware view of prospective and renewing revenue from current evidence, capacity, decision dates, and stated assumptions for human planning decisions.", "business_area": "sales-leasing", "primary_role": "sales-leasing-manager", "supporting_roles": [ "owner-operator", "finance-billing-administrator", "multi-location-operator" ], "frequency": "weekly", "trigger": "Scheduled operating forecast review or a material pipeline or capacity change.", "inputs": [ "Qualified pipeline", "Renewal conversations", "Inventory and historical outcome data" ], "outputs": [ "Versioned forecast with assumptions", "Capacity and cash implications", "Named evidence gaps" ], "current_manual_methods": [ "Weighted spreadsheet", "Representative intuition", "Last period copied forward" ], "common_failure_modes": [ "Stale stages create false confidence", "Forecast ignores operational capacity and churn context" ], "human_judgment_required": [ "Assess evidence quality and scenario uncertainty", "Explain changes without treating probabilities as commitments" ], "approval_points": [ "Sales owner signs forecast; finance and operations approve planning assumptions they own" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Forecast error tracked by horizon and cause", "Material assumptions and changes are explicit" ], "related_workflows": [ "reporting-kpis", "tour-to-close" ] }, { "schema_version": "1.0.0", "id": "generate-recurring-invoices", "name": "Generate recurring invoices", "description": "Prepare recurring member invoices from approved agreements, effective changes, usage, taxes, credits, and billing dates, then review exceptions before posting or sending.", "business_area": "finance", "primary_role": "finance-billing-administrator", "supporting_roles": [ "sales-leasing-manager" ], "frequency": "monthly", "trigger": "The controlled billing cycle reaches its preparation and posting dates.", "inputs": [ "Approved agreements and changes", "Billable usage and credits", "Tax and invoice configuration" ], "outputs": [ "Reviewed and posted invoices", "Exception queue", "Reconciliation control totals" ], "current_manual_methods": [ "Copied prior invoice", "Spreadsheet import", "Manual usage entry" ], "common_failure_modes": [ "Term change misses the billing cut-off", "Successful batch hides an incorrect mapping" ], "human_judgment_required": [ "Review unusual changes", "prorations", "and evidence", "Decide whether exceptions should pause an invoice" ], "approval_points": [ "Finance owner approves batch controls and material exceptions before posting" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Invoices agree to approved terms and evidence", "Preventable corrections and unreviewed exceptions decline" ], "related_workflows": [ "invoice-collections", "member-onboarding" ] }, { "schema_version": "1.0.0", "id": "inspect-life-safety-equipment", "name": "Inspect life-safety equipment", "description": "Perform assigned visual or functional checks on emergency and life-safety equipment within competence, preserving statutory service ownership and escalating any doubt immediately.", "business_area": "facilities", "primary_role": "operations-facilities-manager", "supporting_roles": [ "general-manager" ], "frequency": "monthly", "trigger": "Scheduled inspection, post-incident check, or reported equipment disturbance.", "inputs": [ "Approved inspection scope", "Equipment register and prior records", "Qualified service requirements" ], "outputs": [ "Observed-condition record", "Immediate control or isolation", "Qualified service request" ], "current_manual_methods": [ "Paper log", "Sticker-date review", "Vendor visit only" ], "common_failure_modes": [ "Unqualified staff perform technical certification", "Missing item is marked not applicable" ], "human_judgment_required": [ "Recognize limits of competence and abnormal condition", "Decide immediate occupancy or compensating controls with duty holders" ], "approval_points": [ "Qualified duty holder approves technical return to service and compensating arrangements" ], "privacy_sensitivity": "low", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Checks occur at required cadence with observed evidence", "Defects receive immediate control and qualified ownership" ], "related_workflows": [ "facility-maintenance", "compliance-review", "incident-response" ] }, { "schema_version": "1.0.0", "id": "inspect-space-readiness", "name": "Inspect space readiness", "description": "Verify a desk, office, room, or event area is clean, functional, safely configured, accessible as promised, and equipped before its next committed use.", "business_area": "space-inventory", "primary_role": "operations-facilities-manager", "supporting_roles": [ "community-coordinator-front-desk", "event-manager" ], "frequency": "daily", "trigger": "Scheduled readiness round or a space approaches a committed use after turnover or work.", "inputs": [ "Upcoming use and setup", "Readiness standard", "Open maintenance and cleaning records" ], "outputs": [ "Verified ready status", "Isolated or blocked inventory", "Assigned corrective work" ], "current_manual_methods": [ "Visual walk-through", "Cleaner sign-off", "Assumption from no open ticket" ], "common_failure_modes": [ "Status is updated without physical check", "Cosmetic readiness hides equipment or access failure" ], "human_judgment_required": [ "Assess whether observed condition meets the promised use", "Decide if a workaround is safe and acceptable" ], "approval_points": [ "Qualified owner approves return after safety-critical work; duty manager approves a member-facing workaround" ], "privacy_sensitivity": "low", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Committed spaces pass readiness before use", "Defects block availability until appropriately verified" ], "related_workflows": [ "room-booking", "facility-maintenance" ] }, { "schema_version": "1.0.0", "id": "intake-event-requests", "name": "Intake event requests", "description": "Capture an event's purpose, audience, timing, space, services, accessibility, commercial terms, and risk signals before availability is represented as approval.", "business_area": "events", "primary_role": "event-manager", "supporting_roles": [ "sales-leasing-manager", "community-manager" ], "frequency": "per-interaction", "trigger": "A member, partner, prospect, or internal owner proposes an event.", "inputs": [ "Requester-provided event details", "Current event policy", "Preliminary space availability" ], "outputs": [ "Complete event brief", "Missing evidence and owner", "Routed fit and risk assessment" ], "current_manual_methods": [ "Email inquiry", "Generic booking form", "Verbal hold on a room" ], "common_failure_modes": [ "Room hold is mistaken for approval", "Accessibility or production needs emerge late" ], "human_judgment_required": [ "Clarify the true format and likely impacts", "Identify sensitive or specialist review needs" ], "approval_points": [ "Event manager confirms brief completeness before assessment" ], "privacy_sensitivity": "medium", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Requests contain required decision evidence", "No event is confirmed from availability alone" ], "related_workflows": [ "event-lifecycle", "room-booking" ] }, { "schema_version": "1.0.0", "id": "issue-day-passes", "name": "Issue day passes", "description": "Confirm the selected day-pass product, payment or authorization status, capacity, identity needs, and site orientation before granting time-bounded workspace access.", "business_area": "front-desk", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "finance-billing-administrator", "sales-leasing-manager" ], "frequency": "per-interaction", "trigger": "A person arrives with or requests an eligible day-pass booking.", "inputs": [ "Booking or purchase record", "Current capacity", "Day-pass terms and access rules" ], "outputs": [ "Activated time-bounded pass", "Orientation confirmation", "Recorded exception or denial" ], "current_manual_methods": [ "Payment lookup", "Manual availability check", "Reused temporary credential" ], "common_failure_modes": [ "Access outlives the pass", "Staff promise unavailable amenities" ], "human_judgment_required": [ "Resolve payment or booking discrepancies fairly", "Assess whether support or accessibility adjustments are needed" ], "approval_points": [ "Authorized manager approves complimentary or exception access" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Passes match paid or approved entitlement", "Temporary access expires as scheduled" ], "related_workflows": [ "day-pass-checkin", "access-provisioning" ] }, { "schema_version": "1.0.0", "id": "maintain-audience-segments", "name": "Maintain marketing audience segments", "description": "Define useful communication audiences from documented, consent-compatible facts and business purpose, excluding sensitive inferences and reviewing membership before activation.", "business_area": "marketing", "primary_role": "marketing-manager", "supporting_roles": [ "sales-leasing-manager", "community-manager" ], "frequency": "monthly", "trigger": "A campaign need, consent change, data-source change, or scheduled segment review.", "inputs": [ "Approved audience purpose", "Current consent and suppression data", "Permitted source attributes" ], "outputs": [ "Documented segment definition", "Reviewed audience membership", "Exclusions and expiry" ], "current_manual_methods": [ "CRM filter", "Uploaded spreadsheet", "Broad member list" ], "common_failure_modes": [ "Stale attributes keep people in audience", "Proxy criteria infer sensitive traits" ], "human_judgment_required": [ "Assess relevance", "fairness", "and reasonable expectation", "Identify groups too small or sensitive to target" ], "approval_points": [ "Marketing and privacy owners approve purpose", "data", "and activation" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Active segments have current purpose and owner", "Consent and suppression changes apply before send" ], "related_workflows": [ "marketing-campaigns", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "maintain-consent-and-suppression", "name": "Maintain consent and suppression records", "description": "Apply communication choices, objections, unsubscribes, source restrictions, and suppression rules across relevant channels with reconciliation and a human correction route.", "business_area": "marketing", "primary_role": "marketing-manager", "supporting_roles": [ "it-security-administrator" ], "frequency": "continuous", "trigger": "A person changes preference, an import occurs, a channel reports an event, or a scheduled reconciliation runs.", "inputs": [ "Preference or objection evidence", "Identity and channel mapping", "Approved purpose and suppression rules" ], "outputs": [ "Updated authoritative preference", "Propagated channel changes", "Identity or sync exception queue" ], "current_manual_methods": [ "Email unsubscribe list", "CRM checkbox", "Manual exclusion spreadsheet" ], "common_failure_modes": [ "One channel update does not reach another", "Duplicate identity is re-added by later import" ], "human_judgment_required": [ "Resolve identity and scope ambiguity", "Distinguish required service communication from optional marketing" ], "approval_points": [ "Privacy or marketing owner approves purpose interpretation and exceptional reactivation" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Preference changes propagate within approved target", "Suppressed people are not reintroduced by imports" ], "related_workflows": [ "marketing-campaigns", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "maintain-incident-contact-tree", "name": "Maintain the incident contact tree", "description": "Keep current primary, alternate, supplier, property, emergency, legal, and leadership contacts with roles, availability assumptions, secure access, and tested escalation routes.", "business_area": "security-continuity", "primary_role": "general-manager", "supporting_roles": [ "it-security-administrator", "operations-facilities-manager" ], "frequency": "monthly", "trigger": "Scheduled review, staff or supplier change, or failed escalation attempt.", "inputs": [ "Current role ownership", "Contact and availability confirmation", "Incident scenario requirements" ], "outputs": [ "Approved current contact tree", "Identified coverage gaps", "Tested escalation evidence" ], "current_manual_methods": [ "Printed phone list", "Personal contacts", "Old incident-plan appendix" ], "common_failure_modes": [ "Departed person remains primary contact", "Contact list exists only in an unavailable system" ], "human_judgment_required": [ "Assess whether coverage and authority are sufficient", "Decide safe distribution and offline availability" ], "approval_points": [ "General manager approves business contacts; security owner approves storage and access" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Critical roles have confirmed primary and alternate contacts", "Contact path is usable during a representative outage" ], "related_workflows": [ "incident-response", "backup-restore-drill" ] }, { "schema_version": "1.0.0", "id": "maintain-operating-procedures", "name": "Maintain operating procedures", "description": "Keep role-owned procedures current, concise, testable, accessible, and connected to real exceptions, decision rights, system sources, fallbacks, and review evidence.", "business_area": "staff-administration", "primary_role": "general-manager", "supporting_roles": [ "consultant-implementer", "community-coordinator-front-desk" ], "frequency": "monthly", "trigger": "Scheduled review, observed process friction, incident action, or material tool, policy, or service change.", "inputs": [ "Current procedure and owner", "Frontline observations and exception evidence", "Approved system and policy changes" ], "outputs": [ "Reviewed procedure version", "Communicated changes and training need", "Retired duplicate or obsolete guidance" ], "current_manual_methods": [ "Shared document folder", "Printed binder", "Instructions in chat history" ], "common_failure_modes": [ "Procedure describes ideal path only", "Several current-looking copies conflict" ], "human_judgment_required": [ "Decide the simplest safe guidance and useful exception boundaries", "Reconcile policy intent with frontline reality" ], "approval_points": [ "Accountable process owner approves content; specialists approve safety", "legal", "financial", "or security controls" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Critical procedures have current owner and review evidence", "Staff can execute normal", "exception", "and fallback paths" ], "related_workflows": [ "compliance-review", "multi-site-rollout", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "maintain-space-inventory", "name": "Maintain space inventory", "description": "Keep desks, offices, rooms, capacities, amenities, restrictions, and service status aligned with the physical site and approved commercial definitions.", "business_area": "space-inventory", "primary_role": "operations-facilities-manager", "supporting_roles": [ "sales-leasing-manager", "general-manager" ], "frequency": "continuous", "trigger": "A physical, product, capacity, or service-status change affects sellable or bookable space.", "inputs": [ "Approved floor and product records", "Physical inspection", "Maintenance and allocation status" ], "outputs": [ "Authoritative inventory update", "Effective date and owner", "Downstream correction actions" ], "current_manual_methods": [ "Separate floor plan and spreadsheet", "Manual updates in several calendars" ], "common_failure_modes": [ "Physical change reaches only one system", "Capacity is changed without safety or accessibility review" ], "human_judgment_required": [ "Determine commercial and member impact of the change", "Resolve conflicts between records and observed reality" ], "approval_points": [ "Facilities approves physical facts; commercial owner approves product representation" ], "privacy_sensitivity": "low", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Published inventory matches sampled physical reality", "Changes propagate to affected bookings and offers" ], "related_workflows": [ "room-booking", "facility-maintenance" ] }, { "schema_version": "1.0.0", "id": "make-member-introductions", "name": "Make member introductions", "description": "Propose and facilitate a mutually relevant introduction based on expressed goals and separate consent from both people rather than inferred similarity or activity data.", "business_area": "community", "primary_role": "community-manager", "supporting_roles": [ "member" ], "frequency": "event-driven", "trigger": "Staff identify a plausible mutual benefit or a member asks for a connection.", "inputs": [ "Expressed member goals", "Current consent and contact preferences", "Community manager context" ], "outputs": [ "Consented introduction or respectful non-action", "Brief purpose and suggested next step" ], "current_manual_methods": [ "Spontaneous in-person introduction", "Shared contact details", "Memory-based matching" ], "common_failure_modes": [ "One party did not consent", "Sensitive business plans or personal details are disclosed" ], "human_judgment_required": [ "Assess mutual relevance and power dynamics", "Phrase context without overclaiming fit" ], "approval_points": [ "Both members approve the introduction and information shared" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Introductions have bilateral consent", "Members report relevance without pressure to continue" ], "related_workflows": [ "community-programming" ] }, { "schema_version": "1.0.0", "id": "manage-cleaning-quality", "name": "Manage cleaning quality", "description": "Define outcome-based cleaning standards, inspect representative spaces, respond to member and staff observations, and correct process or capacity causes with the supplier.", "business_area": "facilities", "primary_role": "operations-facilities-manager", "supporting_roles": [ "community-coordinator-front-desk" ], "frequency": "daily", "trigger": "Scheduled quality check, service completion, complaint, spill, or hygiene exception.", "inputs": [ "Area-specific standard", "Cleaning completion record", "Inspection and user observations" ], "outputs": [ "Accepted result or corrective request", "Urgent hygiene control", "Supplier improvement action" ], "current_manual_methods": [ "Cleaner sign sheet", "Visual check", "Complaint forwarding" ], "common_failure_modes": [ "Completion is treated as quality", "Only obvious public areas are sampled" ], "human_judgment_required": [ "Assess cleanliness and hygiene in use context", "Distinguish isolated miss from unsafe or systemic failure" ], "approval_points": [ "Facilities owner accepts service; duty manager approves area closure or chemical exception" ], "privacy_sensitivity": "low", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Sampled areas meet defined outcomes", "Repeat defects and urgent hygiene events decline" ], "related_workflows": [ "facility-maintenance", "vendor-offboarding" ] }, { "schema_version": "1.0.0", "id": "manage-community-conflicts", "name": "Manage community conflicts", "description": "Hear affected people, assess safety and policy context, and facilitate or escalate a fair response without allowing automated sentiment or incomplete reports to decide the outcome.", "business_area": "community", "primary_role": "community-manager", "supporting_roles": [ "general-manager" ], "frequency": "event-driven", "trigger": "A disagreement materially affects safety, dignity, work, or continued shared-space use.", "inputs": [ "Separate participant accounts", "Relevant policy and evidence", "Immediate safety context" ], "outputs": [ "Safety controls where needed", "Documented resolution process", "Agreed actions or formal escalation" ], "current_manual_methods": [ "Informal mediation", "Group-chat interpretation", "Avoidance until complaint escalates" ], "common_failure_modes": [ "Power imbalance is ignored", "Premature joint meeting increases harm" ], "human_judgment_required": [ "Assess safety", "credibility", "impact", "and readiness for mediation", "Choose a proportionate and trauma-aware process" ], "approval_points": [ "General manager approves formal sanctions; qualified experts handle legal or safeguarding matters" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Immediate safety needs addressed", "Parties understand process and follow-up commitments" ], "related_workflows": [ "incident-response", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "manage-desk-assignments", "name": "Manage desk assignments", "description": "Allocate eligible members to suitable desks using current entitlement, accessibility, team, equipment, and adjacency needs with a human decision for competing constraints.", "business_area": "space-inventory", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "community-manager", "operations-facilities-manager" ], "frequency": "per-interaction", "trigger": "A member requests a desk or an existing assignment needs authorized change.", "inputs": [ "Member entitlement and stated needs", "Available desk attributes", "Current assignments and restrictions" ], "outputs": [ "Confirmed assignment", "Communicated conditions", "Escalated conflict or accommodation need" ], "current_manual_methods": [ "Printed floor map", "Visual choice on arrival", "Spreadsheet seat list" ], "common_failure_modes": [ "System assigns an inaccessible or unavailable desk", "Preferences are treated as permanent entitlement" ], "human_judgment_required": [ "Balance legitimate competing needs fairly", "Resolve accessibility and team-placement constraints" ], "approval_points": [ "Community or operations owner approves overrides and protected desk changes" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Assignments match entitlement and usable desk state", "Conflicts and accommodation needs receive timely review" ], "related_workflows": [ "desk-hot-desk", "member-onboarding" ] }, { "schema_version": "1.0.0", "id": "manage-event-registration", "name": "Manage event registration", "description": "Collect only necessary attendee information, apply capacity and consent rules, communicate access needs, and keep registration status aligned with the approved event plan.", "business_area": "events", "primary_role": "event-manager", "supporting_roles": [ "marketing-manager", "community-coordinator-front-desk" ], "frequency": "continuous", "trigger": "Registration opens, changes, reaches a threshold, or receives an attendee request.", "inputs": [ "Approved capacity and audience", "Registration records", "Consent and accessibility responses" ], "outputs": [ "Current attendee and wait list", "Approved attendee communications", "Escalated access or capacity needs" ], "current_manual_methods": [ "Spreadsheet export", "Separate email list", "Manual headcount" ], "common_failure_modes": [ "Wait-list promotion exceeds safe capacity", "Sensitive access details appear in broad exports" ], "human_judgment_required": [ "Resolve duplicate or exceptional registrations", "Coordinate accommodations without unnecessary disclosure" ], "approval_points": [ "Event manager approves capacity changes and any sharing of attendee data" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Attendance status stays within approved capacity", "Consent and access requests reach only responsible owners" ], "related_workflows": [ "event-lifecycle", "visitor-management", "marketing-campaigns" ] }, { "schema_version": "1.0.0", "id": "manage-facilities-vendors", "name": "Manage facilities vendors", "description": "Maintain current vendor scope, competence, insurance or required evidence, access, performance, incidents, and exit obligations for people working on the site.", "business_area": "facilities", "primary_role": "operations-facilities-manager", "supporting_roles": [ "finance-billing-administrator", "it-security-administrator" ], "frequency": "monthly", "trigger": "Scheduled vendor review, new engagement, material change, incident, or contract end.", "inputs": [ "Contract and scope", "Qualification and access evidence", "Work-order and performance history" ], "outputs": [ "Approved status and conditions", "Corrective action or replacement decision", "Offboarding actions" ], "current_manual_methods": [ "Supplier folder", "Invoice review", "Relationship-based renewal" ], "common_failure_modes": [ "Expired evidence is unnoticed", "System and key access remains after contract end" ], "human_judgment_required": [ "Assess competence and performance beyond document presence", "Decide proportionate correction", "suspension", "or exit" ], "approval_points": [ "Facilities and commercial owners approve engagement; security owner approves access" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Active vendors meet current evidence and access conditions", "Performance actions close by agreed dates" ], "related_workflows": [ "facility-maintenance", "vendor-offboarding", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "manage-front-desk-queue", "name": "Manage the front desk queue", "description": "Sequence arrivals and service requests by safety, accessibility, appointment, and wait context while keeping a visible human route for needs that do not fit standard categories.", "business_area": "front-desk", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "general-manager" ], "frequency": "continuous", "trigger": "Two or more people or channels need reception support at the same time.", "inputs": [ "Waiting requests", "Appointment context", "Current staffing and service priorities" ], "outputs": [ "Communicated service order", "Escalated urgent needs", "Wait-time observations" ], "current_manual_methods": [ "First-come verbal queue", "Separate inbox and physical line", "Ad hoc interruption" ], "common_failure_modes": [ "Quiet or remote requests are overlooked", "Apparent urgency displaces a safety or accessibility need" ], "human_judgment_required": [ "Recognize urgency and vulnerability not captured by queue fields", "Explain prioritization respectfully" ], "approval_points": [ "Duty manager authorizes temporary service closure or staff reallocation" ], "privacy_sensitivity": "medium", "security_sensitivity": "low", "compliance_review_needed": false, "success_metrics": [ "Urgent needs identified and handled promptly", "Waits communicated and abandoned requests followed up" ], "related_workflows": [ "visitor-management", "day-pass-checkin" ] }, { "schema_version": "1.0.0", "id": "manage-guest-wifi", "name": "Manage guest Wi-Fi", "description": "Provide appropriately isolated, time-bounded guest connectivity with clear acceptable-use information and a supported path for legitimate device or accessibility exceptions.", "business_area": "access-network-printing", "primary_role": "it-security-administrator", "supporting_roles": [ "community-coordinator-front-desk" ], "frequency": "continuous", "trigger": "A visitor, event attendee, or day-pass user needs approved network access.", "inputs": [ "Guest entitlement or event context", "Network availability", "Approved access and retention settings" ], "outputs": [ "Isolated guest access", "Expiry and support information", "Escalated exception" ], "current_manual_methods": [ "Shared password on sign", "Staff-created voucher", "Main network access" ], "common_failure_modes": [ "Credential never expires", "Guest traffic reaches member or building systems" ], "human_judgment_required": [ "Resolve devices that cannot use the standard flow", "Distinguish support issue from suspicious behavior" ], "approval_points": [ "Security owner approves isolation", "retention", "and nonstandard device access" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Guest sessions use approved isolation and expiry", "Support exceptions do not bypass network boundaries" ], "related_workflows": [ "visitor-management", "day-pass-checkin", "access-provisioning" ] }, { "schema_version": "1.0.0", "id": "manage-local-listings", "name": "Manage local listings", "description": "Keep official location names, addresses, hours, access information, contact routes, amenities, and temporary changes consistent across public discovery channels.", "business_area": "marketing", "primary_role": "marketing-manager", "supporting_roles": [ "general-manager", "operations-facilities-manager" ], "frequency": "weekly", "trigger": "Scheduled listing check or an approved location, hour, contact, or service change.", "inputs": [ "Authoritative location facts", "Approved temporary changes", "Current public listing inventory" ], "outputs": [ "Corrected listings", "Unresolved platform issues", "Verified change evidence" ], "current_manual_methods": [ "Search each site", "Spreadsheet of profiles", "Update after customer report" ], "common_failure_modes": [ "Holiday hours remain wrong", "Third-party edit changes an operational fact unnoticed" ], "human_judgment_required": [ "Resolve conflicting public and internal facts", "Choose clear wording for temporary or nuanced access conditions" ], "approval_points": [ "Location owner approves operating facts before publication" ], "privacy_sensitivity": "low", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Priority listings match authoritative facts", "Material incorrect edits are detected and corrected promptly" ], "related_workflows": [ "marketing-campaigns", "multi-site-rollout" ] }, { "schema_version": "1.0.0", "id": "manage-pipeline-follow-up", "name": "Manage sales pipeline follow-up", "description": "Maintain a relevant, consent-respecting next action for each active opportunity and stop or change outreach when evidence shows it is no longer useful or welcome.", "business_area": "sales-leasing", "primary_role": "sales-leasing-manager", "supporting_roles": [ "marketing-manager" ], "frequency": "daily", "trigger": "An active opportunity reaches its next-action date or receives a new response.", "inputs": [ "Opportunity history", "Prospect communication preference", "Agreed next action and current availability" ], "outputs": [ "Completed relevant follow-up", "Updated next step or closed status", "Escalated operational question" ], "current_manual_methods": [ "Personal reminders", "Bulk email sequence", "Stale CRM task list" ], "common_failure_modes": [ "Automated messages ignore a recent response", "Activity is recorded without advancing understanding" ], "human_judgment_required": [ "Choose a useful message and channel from context", "Decide when to pause or close rather than chase" ], "approval_points": [ "Sales manager approves exceptional outreach after an objection or formal complaint" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Active opportunities have a meaningful dated next action", "Opt-outs and closure decisions are honored" ], "related_workflows": [ "tour-to-close", "marketing-campaigns" ] }, { "schema_version": "1.0.0", "id": "manage-room-bookings", "name": "Manage room bookings", "description": "Confirm room reservations against entitlement, capacity, equipment, access, setup, and operating constraints while giving staff a clear route to resolve nonstandard needs.", "business_area": "space-inventory", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "member", "operations-facilities-manager" ], "frequency": "continuous", "trigger": "A room is requested, changed, canceled, checked in, or released.", "inputs": [ "Requester entitlement", "Current room inventory", "Requested time and setup" ], "outputs": [ "Confirmed or explained booking outcome", "Setup and access actions", "Updated availability" ], "current_manual_methods": [ "Shared calendar", "Reception booking", "Door sign" ], "common_failure_modes": [ "Recurring booking blocks unused capacity", "Equipment or access need is not attached to reservation" ], "human_judgment_required": [ "Resolve unusual setup or duration requests", "Identify when a booking affects safety or other members" ], "approval_points": [ "Authorized owner approves entitlement override", "after-hours use", "or material setup" ], "privacy_sensitivity": "medium", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Confirmed bookings are usable as specified", "Released and no-show capacity returns to availability" ], "related_workflows": [ "room-booking" ] }, { "schema_version": "1.0.0", "id": "manage-security-incidents", "name": "Manage security incidents", "description": "Coordinate evidence preservation, containment, service continuity, investigation, communication, recovery, and follow-up through named human decision-makers.", "business_area": "security-continuity", "primary_role": "it-security-administrator", "supporting_roles": [ "general-manager", "owner-operator", "operations-facilities-manager" ], "frequency": "event-driven", "trigger": "An authorized incident lead declares a suspected or confirmed security incident.", "inputs": [ "Triage evidence and scope", "Incident plan and contacts", "Critical service and legal context" ], "outputs": [ "Controlled incident timeline and decisions", "Contained and recovered services", "Required notifications and corrective actions" ], "current_manual_methods": [ "Group chat", "Ad hoc calls", "Vendor-led response" ], "common_failure_modes": [ "Containment destroys evidence or safety fallback", "Public communication precedes verified facts" ], "human_judgment_required": [ "Balance containment", "safety", "privacy", "evidence", "and continuity", "Reassess scope and decide when expert help is required" ], "approval_points": [ "Incident commander approves major actions; legal and accountable executives approve regulated communications" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Decisions and evidence remain traceable", "Recovery criteria and corrective actions are explicitly accepted" ], "related_workflows": [ "incident-response", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "manage-security-vulnerabilities", "name": "Manage security vulnerabilities", "description": "Validate reported weaknesses, affected assets, exploitability, exposure, business criticality, vendor guidance, and safe remediation options before prioritizing and changing systems.", "business_area": "security-continuity", "primary_role": "it-security-administrator", "supporting_roles": [ "owner-operator", "consultant-implementer" ], "frequency": "weekly", "trigger": "A scanner, vendor, researcher, or incident identifies a potential vulnerability.", "inputs": [ "Vulnerability evidence", "Accurate asset and exposure context", "Remediation", "mitigation", "and rollback information" ], "outputs": [ "Risk-informed priority and owner", "Tested remediation or mitigation", "Accepted residual risk and review date" ], "current_manual_methods": [ "Scanner severity queue", "Patch everything immediately", "Annual penetration test list" ], "common_failure_modes": [ "Score replaces exposure analysis", "Patch disrupts service or does not address actual configuration" ], "human_judgment_required": [ "Assess credible attack path and consequence", "Balance remediation urgency", "safety", "continuity", "and testability" ], "approval_points": [ "Technical owner approves change; business owner accepts material residual risk" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Internet-exposed and critical risks meet approved response targets", "Remediation is verified rather than inferred from deployment" ], "related_workflows": [ "incident-response", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "manage-service-recovery", "name": "Manage service recovery", "description": "Investigate a material service failure, hear the affected member, agree a proportionate remedy within authority, and correct the operating cause rather than sending only an apology.", "business_area": "member-service", "primary_role": "community-manager", "supporting_roles": [ "general-manager", "finance-billing-administrator" ], "frequency": "event-driven", "trigger": "A member experiences repeated, severe, or consequential failure against the service promise.", "inputs": [ "Member account and statement", "Service and incident evidence", "Remedy authority and policy" ], "outputs": [ "Explained finding", "Approved remedy and follow-up", "Corrective action for root cause" ], "current_manual_methods": [ "Ad hoc apology", "Untracked complimentary credit", "Internal blame discussion" ], "common_failure_modes": [ "Automation sends an apology before facts are known", "Remedy is inconsistent or not delivered" ], "human_judgment_required": [ "Assess impact and fairness in context", "Distinguish individual remedy from systemic correction" ], "approval_points": [ "Authorized manager approves compensation", "contractual change", "or formal finding" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Promised remedies completed", "Recurrence and unresolved dissatisfaction reduced" ], "related_workflows": [ "incident-response", "invoice-collections" ] }, { "schema_version": "1.0.0", "id": "manage-shift-handover", "name": "Manage shift handover", "description": "Transfer unresolved work, relevant context, and immediate risks between operators in a structured briefing while excluding gossip and unnecessary personal information.", "business_area": "front-desk", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "general-manager", "community-manager" ], "frequency": "daily", "trigger": "A service shift changes ownership or the duty manager changes.", "inputs": [ "Open actions", "Incident status", "Expected arrivals and service changes" ], "outputs": [ "Acknowledged handover", "Assigned next actions", "Escalation list" ], "current_manual_methods": [ "Chat messages", "Verbal updates", "Free-form notebook entries" ], "common_failure_modes": [ "No clear owner is named", "Sensitive context is copied more broadly than needed" ], "human_judgment_required": [ "Distinguish actionable context from unnecessary detail", "Escalate time-critical or safety-relevant items" ], "approval_points": [ "Receiving operator confirms ownership; duty manager accepts critical unresolved risks" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": false, "success_metrics": [ "Handover actions acknowledged before transfer", "Repeat fact-finding caused by missing context" ], "related_workflows": [ "incident-response", "visitor-management" ] }, { "schema_version": "1.0.0", "id": "manage-training-records", "name": "Manage training records", "description": "Maintain current role requirements, completed learning, observed competence, expiry, restrictions, and refresher actions without equating course attendance with safe performance.", "business_area": "staff-administration", "primary_role": "general-manager", "supporting_roles": [ "operations-facilities-manager", "it-security-administrator" ], "frequency": "monthly", "trigger": "Training is assigned, completed, assessed, expires, or changes with role or procedure.", "inputs": [ "Role competence requirements", "Completion and assessment evidence", "Expiry and restriction rules" ], "outputs": [ "Current training and competence record", "Due or restricted-duty queue", "Manager review actions" ], "current_manual_methods": [ "Certificate folder", "Training spreadsheet", "Calendar reminder" ], "common_failure_modes": [ "Expired certificate goes unnoticed", "Attendance is recorded as competence without assessment" ], "human_judgment_required": [ "Evaluate practical competence and refresher need", "Decide supervised or restricted duties after a gap" ], "approval_points": [ "Qualified assessor or manager approves competence and return to duty" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Assigned duties map to current competence evidence", "Expiry and restriction actions occur before unsafe assignment" ], "related_workflows": [ "compliance-review", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "manage-unclaimed-mail", "name": "Manage unclaimed mail", "description": "Review aging items against client status, handling instructions, retention rules, and contact attempts before an authorized person decides return, forwarding, continued storage, or disposition.", "business_area": "virtual-office-mailroom", "primary_role": "virtual-office-mailroom-manager", "supporting_roles": [ "general-manager" ], "frequency": "weekly", "trigger": "An item reaches an aging threshold or the recipient service ends.", "inputs": [ "Aging custody list", "Client status and instructions", "Contact attempts and retention policy" ], "outputs": [ "Approved next action", "Updated custody and contact record", "Escalated legal or disputed item" ], "current_manual_methods": [ "Shelf inspection", "Repeated reminder", "Bulk disposal day" ], "common_failure_modes": [ "Items are disposed from age alone", "Former-client instructions conflict with legal or contract duties" ], "human_judgment_required": [ "Interpret status", "item type", "dispute", "and duty", "Decide when expert or client review is needed" ], "approval_points": [ "Manager approves return or disposition; specialist reviews legal-process items" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Aging items have documented authorized actions", "No disposition occurs solely from an automated threshold" ], "related_workflows": [ "mail-package-handling", "member-offboarding", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "measure-community-health", "name": "Measure community health", "description": "Review qualitative trust, belonging, connection, conflict, and participation evidence with explicit limitations rather than reducing community quality to attendance or message counts.", "business_area": "community", "primary_role": "community-manager", "supporting_roles": [ "general-manager", "owner-operator" ], "frequency": "quarterly", "trigger": "Scheduled community review or a significant change in membership or service design.", "inputs": [ "Listening themes", "Opt-in participation data", "Service recovery and conflict patterns" ], "outputs": [ "Contextual health assessment", "Inclusion gaps", "Prioritized community experiments" ], "current_manual_methods": [ "Event attendance totals", "Online activity count", "Manager intuition" ], "common_failure_modes": [ "Inactive members are labeled disengaged", "Small groups are exposed in segmented reports" ], "human_judgment_required": [ "Interpret conflicting and sparse evidence", "Select improvements without coercing participation" ], "approval_points": [ "Community and general managers approve findings and data access" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Assessment includes evidence caveats and direct member voice", "Actions address stated needs and observed exclusions" ], "related_workflows": [ "community-programming", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "moderate-community-channels", "name": "Moderate community channels", "description": "Maintain useful, inclusive member channels by applying published norms with context, documenting consequential actions, and offering a human review route.", "business_area": "community", "primary_role": "community-manager", "supporting_roles": [ "general-manager", "it-security-administrator" ], "frequency": "continuous", "trigger": "New channel activity, a member report, or a scheduled moderation review.", "inputs": [ "Published community norms", "Reported content and context", "Member communication history where relevant" ], "outputs": [ "Proportionate moderation action", "Explanation and appeal route", "Escalated safety or legal concern" ], "current_manual_methods": [ "Ad hoc deletion", "Private warning", "Keyword filtering" ], "common_failure_modes": [ "Automated flag misses context", "Similar conduct receives inconsistent outcomes" ], "human_judgment_required": [ "Interpret tone", "context", "impact", "and pattern", "Distinguish disagreement from harassment or threat" ], "approval_points": [ "General manager approves suspension", "removal", "or formal sanction" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Material reports receive timely contextual review", "Consequential actions include reasons and appeal path" ], "related_workflows": [ "community-programming", "incident-response" ] }, { "schema_version": "1.0.0", "id": "modify-access-permissions", "name": "Modify access permissions", "description": "Apply an authorized change to physical or digital access after checking current entitlement, conflicts, effective timing, and downstream dependencies.", "business_area": "access-network-printing", "primary_role": "it-security-administrator", "supporting_roles": [ "general-manager", "community-manager" ], "frequency": "event-driven", "trigger": "A member role, product, location, risk condition, or approved exception changes.", "inputs": [ "Authorized change request", "Current access", "Effective date and dependency context" ], "outputs": [ "Updated least-privilege access", "Change evidence", "Rejected or escalated conflict" ], "current_manual_methods": [ "Direct admin edit", "Chat request", "Clone another account" ], "common_failure_modes": [ "Old permissions remain alongside new ones", "Urgent request bypasses authorization" ], "human_judgment_required": [ "Evaluate aggregate access and conflict risk", "Plan timing to avoid unsafe lockout or excess access" ], "approval_points": [ "Entitlement owner approves change; security owner approves exceptions" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Changes match approved effective state", "No residual privilege remains without documented need" ], "related_workflows": [ "access-provisioning", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "monitor-cash-flow", "name": "Monitor cash flow", "description": "Maintain a scenario-based view of available cash, committed payments, expected collections, uncertainty, and decision dates using reconciled sources and explicit assumptions.", "business_area": "finance", "primary_role": "owner-operator", "supporting_roles": [ "finance-billing-administrator", "sales-leasing-manager" ], "frequency": "weekly", "trigger": "Scheduled cash review or a material change in collections, commitments, or forecast.", "inputs": [ "Reconciled cash position", "Approved payment commitments", "Evidence-based collection and sales forecast" ], "outputs": [ "Cash scenarios and assumptions", "Upcoming decision points", "Assigned mitigation actions" ], "current_manual_methods": [ "Bank balance check", "Static spreadsheet", "Best-case sales forecast" ], "common_failure_modes": [ "Available balance ignores committed outflows", "Forecast dates are treated as certain" ], "human_judgment_required": [ "Assess uncertainty and scenario credibility", "Choose proportionate actions considering members", "staff", "suppliers", "and obligations" ], "approval_points": [ "Owner approves cash actions; qualified finance reviewer approves model and source treatment" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": false, "success_metrics": [ "Forecast error and assumptions are reviewed", "Material obligations are visible before decision deadlines" ], "related_workflows": [ "reporting-kpis", "invoice-collections" ] }, { "schema_version": "1.0.0", "id": "monitor-environmental-comfort", "name": "Monitor environmental comfort", "description": "Combine temperature, air, light, noise, and other available readings with member observations and building context before changing controls or declaring conditions acceptable.", "business_area": "facilities", "primary_role": "operations-facilities-manager", "supporting_roles": [ "community-manager" ], "frequency": "continuous", "trigger": "Scheduled review, sensor exception, member report, weather change, or occupancy shift.", "inputs": [ "Available environmental readings", "Member and staff observations", "Building operating parameters" ], "outputs": [ "Contextual comfort assessment", "Approved adjustment or investigation", "Member update" ], "current_manual_methods": [ "Thermostat check", "Complaint count", "Manual adjustment" ], "common_failure_modes": [ "One sensor represents the whole site", "Automated adjustment worsens another zone or equipment condition" ], "human_judgment_required": [ "Interpret subjective and measured evidence together", "Balance differing needs and equipment constraints" ], "approval_points": [ "Facilities owner approves control changes beyond normal range or requiring technical work" ], "privacy_sensitivity": "low", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Material comfort issues receive timely contextual response", "Repeat zone problems lead to root-cause work" ], "related_workflows": [ "facility-maintenance", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "notify-mail-recipients", "name": "Notify mail recipients", "description": "Send a minimum-detail notice through the recipient's approved channel after custody is recorded, and route failed or sensitive notifications for human follow-up.", "business_area": "virtual-office-mailroom", "primary_role": "virtual-office-mailroom-manager", "supporting_roles": [ "community-coordinator-front-desk" ], "frequency": "event-driven", "trigger": "An eligible item is logged or its handling status materially changes.", "inputs": [ "Custody record", "Current notification preference", "Approved message template" ], "outputs": [ "Delivery-status notification", "Failed-contact queue", "Recorded recipient response" ], "current_manual_methods": [ "Manual email", "Text message", "Phone call" ], "common_failure_modes": [ "Notice exposes sender or item detail unnecessarily", "Old contact receives sensitive information" ], "human_judgment_required": [ "Choose safe wording for unusual items", "Decide when failed delivery needs alternate authorized contact" ], "approval_points": [ "Client approves contact preference; manager approves exceptional disclosure" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Notifications are sent after verified receipt", "Failed or bounced notices receive timely review" ], "related_workflows": [ "mail-package-handling" ] }, { "schema_version": "1.0.0", "id": "offboard-operations-staff", "name": "Offboard operations staff", "description": "Coordinate an authorized departure across roster, duties, access, equipment, records, handover, confidentiality, and final obligations at the correct time and with respectful communication.", "business_area": "staff-administration", "primary_role": "general-manager", "supporting_roles": [ "it-security-administrator", "finance-billing-administrator" ], "frequency": "event-driven", "trigger": "An authorized employment or engagement end, role transfer, or emergency action is confirmed.", "inputs": [ "Authorized end terms and timing", "Current duties", "assets", "and access", "Handover and record requirements" ], "outputs": [ "Completed departure controls", "Transferred operational knowledge", "Documented unresolved obligations" ], "current_manual_methods": [ "Manager checklist", "Badge return", "Inbox forwarding" ], "common_failure_modes": [ "Access ends too early or survives departure", "Personal and business records are mixed during transfer" ], "human_judgment_required": [ "Coordinate timing", "dignity", "continuity", "and evidence needs", "Distinguish routine departure from sensitive or contested action" ], "approval_points": [ "Authorized people owner confirms terms; each asset and access owner confirms control completion" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Access and assets reconcile at authorized time", "Critical duties transfer without inappropriate personal-data access" ], "related_workflows": [ "vendor-offboarding", "access-provisioning", "incident-response" ] }, { "schema_version": "1.0.0", "id": "onboard-operations-staff", "name": "Onboard operations staff", "description": "Coordinate authorized employment or engagement details, role access, safety training, service practice, supervision, equipment, and probation support before independent duties.", "business_area": "staff-administration", "primary_role": "general-manager", "supporting_roles": [ "it-security-administrator", "operations-facilities-manager" ], "frequency": "event-driven", "trigger": "An authorized employee or contractor start and role are confirmed.", "inputs": [ "Approved role and start", "Required policy and training", "Access", "equipment", "and supervision needs" ], "outputs": [ "Owned onboarding plan", "Verified readiness by duty", "Outstanding restrictions and support" ], "current_manual_methods": [ "Generic induction", "Email checklist", "Immediate shadowing" ], "common_failure_modes": [ "Account access precedes authorization", "Checklist completion is mistaken for practical competence" ], "human_judgment_required": [ "Assess readiness through observation and questions", "Adapt support without making sensitive assumptions" ], "approval_points": [ "Manager approves independent duty; control owners approve access and safety competence" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "New staff perform assigned duties with verified support and competence", "Outstanding restrictions remain visible" ], "related_workflows": [ "access-provisioning", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "onboard-virtual-office-clients", "name": "Onboard virtual office clients", "description": "Establish an approved virtual-office client's authorized entities, contacts, mail instructions, identity evidence, start date, and service limits before accepting mail.", "business_area": "virtual-office-mailroom", "primary_role": "virtual-office-mailroom-manager", "supporting_roles": [ "sales-leasing-manager", "finance-billing-administrator" ], "frequency": "event-driven", "trigger": "An approved virtual-office agreement is signed and ready for operational setup.", "inputs": [ "Approved agreement and entity details", "Required identity or authorization evidence", "Mail and notification instructions" ], "outputs": [ "Active verified client record", "Approved handling profile", "Outstanding conditions blocking service" ], "current_manual_methods": [ "Email attachments", "Paper identity copy", "Notes in mailbox spreadsheet" ], "common_failure_modes": [ "Trading name is not linked to the authorized entity", "Mail is accepted before checks complete" ], "human_judgment_required": [ "Assess ambiguous entity and authority evidence", "Explain service boundaries and escalation needs" ], "approval_points": [ "Authorized compliance or operations owner approves eligibility and unresolved exceptions" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Active clients have complete approved handling instructions", "Mail acceptance begins only after required checks" ], "related_workflows": [ "member-onboarding", "mail-package-handling", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "open-front-desk", "name": "Open the front desk", "description": "Prepare reception for safe service by checking the handover, public-area readiness, expected arrivals, service channels, and unresolved exceptions before opening.", "business_area": "front-desk", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "general-manager", "operations-facilities-manager" ], "frequency": "daily", "trigger": "Scheduled start of the staffed reception period.", "inputs": [ "Prior shift handover", "Expected visitor and booking list", "Site readiness checklist" ], "outputs": [ "Signed opening check", "Escalated readiness exceptions", "Updated reception priorities" ], "current_manual_methods": [ "Paper opening checklist", "Verbal handover", "Separate booking and visitor screens" ], "common_failure_modes": [ "Critical handover detail is missed", "Checklist is completed without inspecting the space" ], "human_judgment_required": [ "Decide whether an exception prevents safe opening", "Prioritize issues by likely member impact" ], "approval_points": [ "Duty manager approves opening with an unresolved high-risk exception" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Reception opens on time with critical checks evidenced", "Readiness exceptions have an owner and target" ], "related_workflows": [ "visitor-management", "incident-response" ] }, { "schema_version": "1.0.0", "id": "operate-event-day", "name": "Operate event day", "description": "Execute the approved plan, coordinate arrivals and transitions, monitor safety and member impact, and adapt through named human decision-makers as real conditions change.", "business_area": "events", "primary_role": "event-manager", "supporting_roles": [ "community-coordinator-front-desk", "operations-facilities-manager", "general-manager" ], "frequency": "event-driven", "trigger": "Event setup begins and operational control transfers to the event-day team.", "inputs": [ "Approved run of show", "Live attendance and site conditions", "Contact and contingency plan" ], "outputs": [ "Coordinated delivery", "Logged material changes and incidents", "Safe handback of space" ], "current_manual_methods": [ "Radio and chat coordination", "Printed plan", "Event lead memory" ], "common_failure_modes": [ "Schedule pressure overrides a safety control", "Unrecorded live change leaves another team unprepared" ], "human_judgment_required": [ "Adapt timing and resources to live conditions", "Pause or stop activity when controls are ineffective" ], "approval_points": [ "Named duty leader approves material deviations and stop or restart decisions" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Material deviations receive explicit ownership", "Event closes with people and space safely accounted for" ], "related_workflows": [ "event-lifecycle", "incident-response" ] }, { "schema_version": "1.0.0", "id": "perform-backup-restore-tests", "name": "Perform backup restore tests", "description": "Restore representative data and configuration into an isolated environment, verify usability and integrity with business owners, and record demonstrated recovery limits.", "business_area": "security-continuity", "primary_role": "it-security-administrator", "supporting_roles": [ "general-manager", "finance-billing-administrator" ], "frequency": "quarterly", "trigger": "Scheduled recovery test, major system change, or backup control concern.", "inputs": [ "Approved recovery scenario", "Backup inventory and credentials", "Recovery objectives and validation checks" ], "outputs": [ "Demonstrated restore evidence", "Measured recovery and data loss", "Corrective actions and accepted limitations" ], "current_manual_methods": [ "Successful-job email", "File download spot check", "Vendor assurance" ], "common_failure_modes": [ "Backup exists but keys or dependencies are missing", "Technical restore is not usable by the business" ], "human_judgment_required": [ "Control sensitive restored data and test risk", "Decide whether recovered state meets operational and integrity needs" ], "approval_points": [ "System and business owners approve test scope and accept recovery result" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Representative recovery objectives are demonstrated", "Failed dependencies receive owned remediation and retest" ], "related_workflows": [ "backup-restore-drill", "incident-response" ] }, { "schema_version": "1.0.0", "id": "perform-opening-safety-walk", "name": "Perform the opening safety walk", "description": "Physically inspect defined public, work, utility, access, and emergency areas before normal use and isolate or escalate hazards rather than merely completing a checklist.", "business_area": "facilities", "primary_role": "operations-facilities-manager", "supporting_roles": [ "community-coordinator-front-desk", "general-manager" ], "frequency": "daily", "trigger": "Before the site opens or after an event likely to change site condition.", "inputs": [ "Current risk-based route", "Prior defects and work", "Site and weather context" ], "outputs": [ "Completed observed-condition record", "Isolated hazards", "Assigned corrective actions" ], "current_manual_methods": [ "Paper checklist", "Visual sweep", "Verbal report" ], "common_failure_modes": [ "Route becomes a tick-box habit", "Temporary obstruction is moved without examining cause" ], "human_judgment_required": [ "Recognize novel hazards and interacting conditions", "Decide whether areas can open", "need controls", "or require closure" ], "approval_points": [ "Duty or qualified owner approves opening with unresolved material hazard" ], "privacy_sensitivity": "low", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Material hazards controlled before exposure", "Walk evidence identifies observations and actions rather than checks alone" ], "related_workflows": [ "facility-maintenance", "incident-response" ] }, { "schema_version": "1.0.0", "id": "plan-community-calendar", "name": "Plan the community calendar", "description": "Build a balanced program from validated member needs, operating capacity, inclusion considerations, and prior evidence instead of filling dates with generic engagement activity.", "business_area": "community", "primary_role": "community-manager", "supporting_roles": [ "event-manager", "general-manager" ], "frequency": "monthly", "trigger": "The next community programming period reaches its planning date.", "inputs": [ "Member listening evidence", "Space and staff capacity", "Prior program outcomes" ], "outputs": [ "Approved calendar with purpose and owner", "Participation and accessibility plan", "Evaluation questions" ], "current_manual_methods": [ "Recurring events copied forward", "Staff brainstorming", "Availability-first scheduling" ], "common_failure_modes": [ "Vocal participants dominate the calendar", "Program conflicts with member work needs" ], "human_judgment_required": [ "Balance varied needs and nonparticipation", "Decide which ideas merit a small experiment" ], "approval_points": [ "Community manager approves program; event or general manager approves material risk and resource needs" ], "privacy_sensitivity": "medium", "security_sensitivity": "low", "compliance_review_needed": false, "success_metrics": [ "Programs trace to a stated member need", "Calendar is feasible and accessible before publication" ], "related_workflows": [ "community-programming", "event-lifecycle" ] }, { "schema_version": "1.0.0", "id": "plan-marketing-campaigns", "name": "Plan marketing campaigns", "description": "Define the customer need, truthful proposition, approved audience, channel, operational capacity, measurement limits, and stop criteria before producing campaign assets.", "business_area": "marketing", "primary_role": "marketing-manager", "supporting_roles": [ "sales-leasing-manager", "operations-facilities-manager" ], "frequency": "monthly", "trigger": "An approved marketing priority enters campaign planning.", "inputs": [ "Validated audience need", "Current offer and capacity", "Prior channel and sales evidence" ], "outputs": [ "Campaign brief and decision rights", "Measurement and consent plan", "Production schedule" ], "current_manual_methods": [ "Content calendar", "Channel-first brainstorming", "Reuse last promotion" ], "common_failure_modes": [ "Campaign promises capacity operations cannot deliver", "Objective is reach rather than customer action" ], "human_judgment_required": [ "Select a credible proposition and audience", "Balance evidence", "brand", "timing", "and operational constraints" ], "approval_points": [ "Marketing", "commercial", "and operations owners approve claims", "audience", "offer", "and capacity" ], "privacy_sensitivity": "medium", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Campaign has an approved customer and operational outcome", "Claims and audience are verified before production" ], "related_workflows": [ "marketing-campaigns", "tour-to-close" ] }, { "schema_version": "1.0.0", "id": "plan-preventive-maintenance", "name": "Plan preventive maintenance", "description": "Build a risk-ranked schedule from verified assets, manufacturer and qualified guidance, statutory duties, failure history, site use, and workable service windows.", "business_area": "facilities", "primary_role": "operations-facilities-manager", "supporting_roles": [ "owner-operator" ], "frequency": "annual", "trigger": "Annual planning cycle or a material asset, duty, or failure-pattern change.", "inputs": [ "Asset register", "Required and recommended maintenance", "Failure and utilization history" ], "outputs": [ "Funded risk-based schedule", "Named competent owners", "Planned disruption and fallback needs" ], "current_manual_methods": [ "Last year's calendar", "Vendor reminder", "Reactive repairs" ], "common_failure_modes": [ "Missing assets inherit no maintenance", "Every vendor recommendation is accepted without criticality review" ], "human_judgment_required": [ "Prioritize by credible risk and consequence", "Balance lifecycle", "disruption", "competence", "and budget" ], "approval_points": [ "Duty holders approve regulated scope; business owner approves budget and accepted residual risk" ], "privacy_sensitivity": "low", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Critical assets have current owned plans", "Preventive work reduces avoidable failure without hiding deferred risk" ], "related_workflows": [ "facility-maintenance", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "plan-space-reconfiguration", "name": "Plan space reconfiguration", "description": "Develop a reversible layout or use change from validated demand, safety, accessibility, building, technology, and disruption requirements before physical work begins.", "business_area": "space-inventory", "primary_role": "operations-facilities-manager", "supporting_roles": [ "owner-operator", "community-manager", "it-security-administrator" ], "frequency": "quarterly", "trigger": "Utilization evidence, member needs, or asset constraints justify evaluating a space change.", "inputs": [ "Validated use case", "Current plans and building constraints", "Member and staff impact evidence" ], "outputs": [ "Reviewed change plan and options", "Approved controls and disruption plan", "Pilot and rollback criteria" ], "current_manual_methods": [ "Furniture sketch", "Vendor proposal", "Management preference" ], "common_failure_modes": [ "Network", "evacuation", "acoustics", "or accessibility impacts emerge after work", "Temporary pilot becomes permanent without review" ], "human_judgment_required": [ "Balance competing uses and long-term effects", "Evaluate qualitative experience alongside capacity estimates" ], "approval_points": [ "Property", "safety", "accessibility", "technology", "and budget owners approve affected elements" ], "privacy_sensitivity": "low", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Required reviews complete before commitment", "Post-change evidence meets stated use and safety criteria" ], "related_workflows": [ "facility-maintenance", "multi-site-rollout" ] }, { "schema_version": "1.0.0", "id": "plan-staff-coverage", "name": "Plan staff coverage", "description": "Build a fair, safe service roster from forecast demand, competencies, contracted availability, rest needs, key-person dependencies, and known events with human review of conflicts.", "business_area": "staff-administration", "primary_role": "general-manager", "supporting_roles": [ "community-manager", "operations-facilities-manager" ], "frequency": "weekly", "trigger": "The scheduling window opens or demand, absence, or site conditions materially change.", "inputs": [ "Service coverage requirements", "Staff availability and competencies", "Events", "leave", "and workload evidence" ], "outputs": [ "Published roster", "Coverage and competence gaps", "Approved contingency actions" ], "current_manual_methods": [ "Spreadsheet rota", "Group-chat availability", "Copy prior week" ], "common_failure_modes": [ "Headcount hides missing competence", "Repeated undesirable shifts create unfair burden" ], "human_judgment_required": [ "Balance service", "safety", "fairness", "development", "and individual circumstances", "Resolve conflicts through conversation" ], "approval_points": [ "General manager approves roster and exceptions under applicable employment rules" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Critical periods have competent coverage", "Late changes", "excessive workload", "and repeated inequity are reviewed" ], "related_workflows": [ "reporting-kpis", "event-lifecycle" ] }, { "schema_version": "1.0.0", "id": "prepare-membership-proposals", "name": "Prepare membership proposals", "description": "Convert confirmed requirements and current inventory into a clear proposal using approved terms, assumptions, exclusions, and validity conditions that a person verifies before sending.", "business_area": "sales-leasing", "primary_role": "sales-leasing-manager", "supporting_roles": [ "finance-billing-administrator", "operations-facilities-manager" ], "frequency": "per-interaction", "trigger": "Discovery establishes a viable offer and the prospect requests or expects written terms.", "inputs": [ "Confirmed requirements", "Approved product and terms", "Current inventory and operational constraints" ], "outputs": [ "Reviewed proposal", "Recorded assumptions and validity", "Approval requests for exceptions" ], "current_manual_methods": [ "Copying an old document", "Spreadsheet calculation", "Email summary" ], "common_failure_modes": [ "Old terms or unavailable space are copied", "Taxes or service exclusions are unclear" ], "human_judgment_required": [ "Choose a suitable offer and explain tradeoffs", "Check that the proposal reflects discovery rather than template defaults" ], "approval_points": [ "Finance and operations approve pricing", "billing", "capacity", "or delivery exceptions" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Sent proposals match approved inventory and terms", "Rework caused by preventable proposal errors" ], "related_workflows": [ "tour-to-close", "member-onboarding" ] }, { "schema_version": "1.0.0", "id": "prepare-month-end-close", "name": "Prepare month-end close", "description": "Complete and review scheduled reconciliations, accruals, deferrals, receivables, adjustments, evidence, and unresolved items before publishing period results.", "business_area": "finance", "primary_role": "finance-billing-administrator", "supporting_roles": [ "owner-operator" ], "frequency": "monthly", "trigger": "The accounting period reaches the approved close timetable.", "inputs": [ "Ledger and subledgers", "Reconciliation schedules", "Approved estimates and adjustments" ], "outputs": [ "Reviewed close package", "Outstanding item register", "Decision-ready financial results" ], "current_manual_methods": [ "Recurring spreadsheet checklist", "Email evidence", "Late journal entries" ], "common_failure_modes": [ "Deadline pressure hides unreconciled balances", "Estimate is copied without current assumptions" ], "human_judgment_required": [ "Evaluate materiality", "evidence", "estimates", "and cut-off", "Explain unresolved items and result limitations" ], "approval_points": [ "Qualified financial owner approves journals", "reconciliations", "and close release" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Close meets timetable with reviewer evidence", "Post-close corrections and unexplained balances decline" ], "related_workflows": [ "reporting-kpis", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "prepare-shift-briefings", "name": "Prepare shift briefings", "description": "Give on-duty staff a concise, role-appropriate view of service priorities, arrivals, events, hazards, outages, changes, and escalation ownership without oversharing personal information.", "business_area": "staff-administration", "primary_role": "general-manager", "supporting_roles": [ "community-coordinator-front-desk", "operations-facilities-manager" ], "frequency": "daily", "trigger": "Before an operating shift or a material mid-shift change.", "inputs": [ "Current site and service status", "Expected demand and events", "Open actions and approved communications" ], "outputs": [ "Acknowledged briefing", "Clarified assignments", "Escalated information gaps" ], "current_manual_methods": [ "Stand-up meeting", "Printed diary", "Group-chat summary" ], "common_failure_modes": [ "Old briefing is reused after conditions change", "Staff receive sensitive detail unrelated to their role" ], "human_judgment_required": [ "Select actionable context and explain priorities", "Invite concerns and adjust assignments from frontline insight" ], "approval_points": [ "Duty manager approves priorities and restricted information distribution" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": false, "success_metrics": [ "Staff can state current priorities and escalation owner", "Briefing changes reach affected staff promptly" ], "related_workflows": [ "incident-response", "visitor-management", "event-lifecycle" ] }, { "schema_version": "1.0.0", "id": "prepare-tour-briefs", "name": "Prepare prospect tour briefs", "description": "Assemble verified prospect needs, relevant product availability, site constraints, and open questions so the host can conduct discovery without exposing irrelevant personal details.", "business_area": "sales-leasing", "primary_role": "sales-leasing-manager", "supporting_roles": [ "community-coordinator-front-desk", "operations-facilities-manager" ], "frequency": "per-interaction", "trigger": "A prospect tour is confirmed and due for host preparation.", "inputs": [ "Qualification notes", "Current inventory and product facts", "Site changes and approved claims" ], "outputs": [ "Concise tour brief", "Verification questions", "Flagged constraints or approvals" ], "current_manual_methods": [ "Reading the full CRM timeline", "Memory", "Generic tour script" ], "common_failure_modes": [ "Stale inventory is presented", "Sensitive notes are included without service need" ], "human_judgment_required": [ "Choose relevant context and discovery questions", "Identify claims requiring operational confirmation" ], "approval_points": [ "Operations owner confirms nonstandard facility or capacity claims" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": false, "success_metrics": [ "Host has current need and inventory context", "Tour commitments require no factual correction" ], "related_workflows": [ "tour-to-close" ] }, { "schema_version": "1.0.0", "id": "process-approved-refunds", "name": "Process approved refunds", "description": "Execute a separately authorized refund against the correct payer, transaction, method, amount, and reason, then reconcile financial and member records.", "business_area": "finance", "primary_role": "finance-billing-administrator", "supporting_roles": [ "general-manager" ], "frequency": "event-driven", "trigger": "An authorized refund decision and sufficient transaction evidence are received.", "inputs": [ "Approved refund decision", "Original transaction and payer", "Method and accounting treatment" ], "outputs": [ "Processed refund or controlled failure", "Member confirmation", "Reconciled ledger and invoice status" ], "current_manual_methods": [ "Payment dashboard action", "Finance email approval", "Separate credit note" ], "common_failure_modes": [ "Refund goes to wrong transaction or amount", "Payment action is not reflected in ledger" ], "human_judgment_required": [ "Validate evidence", "authorization", "and unusual destination requests", "Investigate processor failures or partial-settlement context" ], "approval_points": [ "Authorized person approves refund; separate operator executes and reviewer reconciles where required" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Refunds match approval and original payment evidence", "Processor", "invoice", "and ledger records reconcile" ], "related_workflows": [ "invoice-collections", "incident-response" ] }, { "schema_version": "1.0.0", "id": "process-mail-forwarding", "name": "Process mail forwarding", "description": "Validate an authorized forwarding request, destination, item scope, service method, restrictions, and charge approval before transferring custody to the carrier.", "business_area": "virtual-office-mailroom", "primary_role": "virtual-office-mailroom-manager", "supporting_roles": [ "finance-billing-administrator" ], "frequency": "event-driven", "trigger": "An authorized client requests scheduled or one-time forwarding of eligible items.", "inputs": [ "Authorized instruction", "Destination and eligible item list", "Carrier and charge information" ], "outputs": [ "Packed and tracked dispatch", "Updated custody chain", "Exception or failed-delivery follow-up" ], "current_manual_methods": [ "Email address copy", "Handwritten label", "Receipt stored separately" ], "common_failure_modes": [ "Stale destination is reused", "Restricted or wrong item is included" ], "human_judgment_required": [ "Resolve ambiguous scope or destination changes", "Select safe handling for unusual", "international", "or damaged items" ], "approval_points": [ "Client or authorized contact confirms destination and charges; manager approves restricted exceptions" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Dispatches match authorized destination and item scope", "Tracking and custody evidence remain linked" ], "related_workflows": [ "mail-package-handling", "invoice-collections" ] }, { "schema_version": "1.0.0", "id": "produce-campaign-content", "name": "Produce campaign content", "description": "Develop channel-appropriate copy and assets from an approved brief and verified source material, clearly marking drafts and generated elements for accountable review.", "business_area": "marketing", "primary_role": "marketing-manager", "supporting_roles": [ "community-manager" ], "frequency": "weekly", "trigger": "An approved campaign brief enters content production.", "inputs": [ "Approved brief and claims", "Current brand and accessibility guidance", "Licensed or consented source assets" ], "outputs": [ "Review-ready content variants", "Source and rights record", "Open factual or creative questions" ], "current_manual_methods": [ "Blank-page drafting", "Reusing old assets", "Untracked file versions" ], "common_failure_modes": [ "Generated detail is presented as fact", "Member image or quote lacks current permission" ], "human_judgment_required": [ "Shape tone and meaning for the actual audience", "Identify misleading implications and accessibility barriers" ], "approval_points": [ "Content owner approves creative; claim and rights owners approve factual and usage elements" ], "privacy_sensitivity": "medium", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Drafts trace claims and rights to approved sources", "Review catches issues before publication rather than after" ], "related_workflows": [ "marketing-campaigns" ] }, { "schema_version": "1.0.0", "id": "provision-member-access", "name": "Provision member access", "description": "Create time, site, zone, network, and printing entitlements only from approved membership and identity evidence, with an accountable owner reviewing exceptions.", "business_area": "access-network-printing", "primary_role": "it-security-administrator", "supporting_roles": [ "community-manager", "community-coordinator-front-desk" ], "frequency": "event-driven", "trigger": "An approved member, worker, or service account requires access for a confirmed start.", "inputs": [ "Approved identity and entitlement", "Start and end dates", "Site and service requirements" ], "outputs": [ "Least-privilege access", "Provisioning evidence", "Failed or exceptional items" ], "current_manual_methods": [ "Separate door and Wi-Fi setup", "Shared temporary credentials", "Email instruction" ], "common_failure_modes": [ "Sales note is treated as authorization", "End date is omitted or permissions are copied from a broader user" ], "human_judgment_required": [ "Interpret nonstandard entitlement and segregation needs", "Decide whether unresolved identity evidence blocks activation" ], "approval_points": [ "Service owner approves entitlement; security owner approves privileged or nonstandard access" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Access matches approved need and dates", "Provisioning exceptions are visible before first use" ], "related_workflows": [ "access-provisioning", "member-onboarding" ] }, { "schema_version": "1.0.0", "id": "publish-availability", "name": "Publish space availability", "description": "Present current bookable or sellable availability from an authoritative inventory while withholding tentative, unsafe, restricted, or operationally unready capacity.", "business_area": "space-inventory", "primary_role": "sales-leasing-manager", "supporting_roles": [ "operations-facilities-manager", "multi-location-operator" ], "frequency": "continuous", "trigger": "Inventory, booking, maintenance, or allocation status changes.", "inputs": [ "Authoritative inventory", "Confirmed reservations and holds", "Readiness and restriction status" ], "outputs": [ "Current channel-appropriate availability", "Exception queue for conflicting status" ], "current_manual_methods": [ "Daily spreadsheet export", "Manual website update", "Staff availability message" ], "common_failure_modes": [ "Stale cache offers occupied space", "Maintenance hold is overwritten by a sales update" ], "human_judgment_required": [ "Resolve conflicting claims and tentative holds", "Decide what can be represented accurately by channel" ], "approval_points": [ "Inventory owner approves release of held or restricted capacity" ], "privacy_sensitivity": "low", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Availability conflicts detected before commitment", "Published status reconciles to authoritative inventory" ], "related_workflows": [ "desk-hot-desk", "tour-to-close" ] }, { "schema_version": "1.0.0", "id": "publish-campaign-assets", "name": "Publish campaign assets", "description": "Release approved content to the intended audience and channel with final checks for version, timing, links, consent, accessibility, offer state, and rollback.", "business_area": "marketing", "primary_role": "marketing-manager", "supporting_roles": [ "it-security-administrator" ], "frequency": "event-driven", "trigger": "Content, claims, audience, and schedule have all received required approval.", "inputs": [ "Approved final assets", "Approved audience and schedule", "Channel and rollback checklist" ], "outputs": [ "Published or scheduled assets", "Publication evidence", "Corrected failure or paused release" ], "current_manual_methods": [ "Direct social posting", "Email send button", "Manual website edit" ], "common_failure_modes": [ "Wrong draft or audience is selected", "Expired offer publishes from a recurring schedule" ], "human_judgment_required": [ "Perform final audience-view review", "Decide whether changing context warrants pausing an approved release" ], "approval_points": [ "Named publisher confirms final checklist; incident owner approves correction during a sensitive event" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Published assets match approved version and audience", "Errors are contained through a tested correction path" ], "related_workflows": [ "marketing-campaigns", "incident-response" ] }, { "schema_version": "1.0.0", "id": "qualify-inbound-leads", "name": "Qualify inbound leads", "description": "Establish the prospect's expressed workspace need, timing, authority, budget approach, and service constraints using fair criteria and an explainable human fit decision.", "business_area": "sales-leasing", "primary_role": "sales-leasing-manager", "supporting_roles": [ "marketing-manager" ], "frequency": "per-interaction", "trigger": "A prospective member submits an inquiry or is referred with permission.", "inputs": [ "Prospect-provided requirements", "Current products and constraints", "Approved qualification criteria" ], "outputs": [ "Qualified next step or explained outcome", "Consent-aware prospect record", "Unresolved fit questions" ], "current_manual_methods": [ "Free-form call notes", "Personal intuition", "Automatic lead score" ], "common_failure_modes": [ "Proxy data produces unfair prioritization", "Staff infer requirements instead of asking" ], "human_judgment_required": [ "Assess fit from expressed needs and evidence", "Recognize when an alternative or accommodation should be discussed" ], "approval_points": [ "Sales manager approves disqualification where criteria or evidence are ambiguous" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Qualified leads meet documented evidence criteria", "Prospects receive a timely and clear next step" ], "related_workflows": [ "tour-to-close", "marketing-campaigns" ] }, { "schema_version": "1.0.0", "id": "receive-and-log-mail", "name": "Receive and log mail", "description": "Accept eligible mail and packages, match them to an active handling profile, record custody, and secure them without inspecting contents beyond policy and safety needs.", "business_area": "virtual-office-mailroom", "primary_role": "virtual-office-mailroom-manager", "supporting_roles": [ "community-coordinator-front-desk" ], "frequency": "continuous", "trigger": "A carrier or person presents an item for a virtual-office client or member.", "inputs": [ "Physical item and carrier evidence", "Active recipient profiles", "Prohibited and exception rules" ], "outputs": [ "Time-stamped custody record", "Secure storage location", "Unmatched or suspicious-item escalation" ], "current_manual_methods": [ "Paper log", "Spreadsheet", "Initials on package" ], "common_failure_modes": [ "Item is matched to a similar name", "Storage location is omitted during a busy delivery" ], "human_judgment_required": [ "Resolve uncertain recipient matches", "Identify damage", "tampering", "danger", "or prohibited-item concerns" ], "approval_points": [ "Duty manager decides nonstandard acceptance", "isolation", "or refusal" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Accepted items have complete custody and location records", "Uncertain items are isolated without misassignment" ], "related_workflows": [ "mail-package-handling", "incident-response" ] }, { "schema_version": "1.0.0", "id": "reconcile-payments", "name": "Reconcile payments", "description": "Match settled payment evidence to invoices and ledger entries, investigate unmatched or duplicate transactions, and preserve reviewer evidence before close.", "business_area": "finance", "primary_role": "finance-billing-administrator", "supporting_roles": [ "owner-operator" ], "frequency": "daily", "trigger": "New bank or payment settlement data becomes available or a reconciliation difference appears.", "inputs": [ "Bank and processor settlements", "Open receivables", "Ledger and refund records" ], "outputs": [ "Matched and posted receipts", "Unapplied or disputed queue", "Reconciliation evidence" ], "current_manual_methods": [ "Bank statement spreadsheet", "Reference matching", "Manual ledger posting" ], "common_failure_modes": [ "Similar amount is matched without reliable reference", "Fees or chargebacks are omitted" ], "human_judgment_required": [ "Evaluate ambiguous matches and timing differences", "Decide whether evidence supports posting or requires inquiry" ], "approval_points": [ "Independent reviewer approves material manual matches and reconciliation completion" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Settled funds reconcile to ledger control totals", "Unapplied items age visibly with owners" ], "related_workflows": [ "invoice-collections", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "record-lost-and-found", "name": "Record lost and found property", "description": "Register, secure, match, and release found property with minimum descriptive data and a human verification step before ownership is accepted.", "business_area": "front-desk", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "general-manager" ], "frequency": "event-driven", "trigger": "Property is reported missing, found on site, claimed, or reaches its retention date.", "inputs": [ "Item description", "Discovery context", "Claimant-provided identifying details" ], "outputs": [ "Custody record", "Secured item", "Verified release or approved disposition" ], "current_manual_methods": [ "Paper tag", "Open shelf", "Staff group message" ], "common_failure_modes": [ "Item is released on a generic description", "Sensitive contents are inspected unnecessarily" ], "human_judgment_required": [ "Assess whether claimant evidence is sufficient", "Handle identity documents", "devices", "or suspicious items appropriately" ], "approval_points": [ "Manager approves disputed release and end-of-retention disposition" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Items maintain traceable custody", "Releases and dispositions include authorized evidence" ], "related_workflows": [ "incident-response" ] }, { "schema_version": "1.0.0", "id": "release-mail-and-packages", "name": "Release mail and packages", "description": "Verify current collection authority, retrieve the correct item, obtain release evidence, and update custody while retaining a clear refusal and escalation route.", "business_area": "virtual-office-mailroom", "primary_role": "virtual-office-mailroom-manager", "supporting_roles": [ "community-coordinator-front-desk" ], "frequency": "per-interaction", "trigger": "A person requests collection or an authorized handoff is scheduled.", "inputs": [ "Current authorization", "Item custody record", "Collector-provided evidence" ], "outputs": [ "Verified release and acknowledgment", "Updated item status", "Discrepancy or dispute record" ], "current_manual_methods": [ "Visual recognition", "Signature sheet", "Verbal confirmation" ], "common_failure_modes": [ "Wrong item is selected", "Familiarity overrides expired authority" ], "human_judgment_required": [ "Assess evidence and behavior in context", "Pause release when identity", "authority", "or custody conflicts" ], "approval_points": [ "Manager approves any exceptional release or disputed handoff" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Every release matches item and current authority", "Disputed requests are paused with an explained next step" ], "related_workflows": [ "mail-package-handling" ] }, { "schema_version": "1.0.0", "id": "resolve-booking-conflicts", "name": "Resolve booking conflicts", "description": "Investigate competing reservations or inventory discrepancies, protect legitimate needs, and agree a fair alternative with affected people before changing confirmed access.", "business_area": "space-inventory", "primary_role": "general-manager", "supporting_roles": [ "community-coordinator-front-desk", "event-manager" ], "frequency": "event-driven", "trigger": "Two valid claims overlap or a confirmed space becomes unavailable.", "inputs": [ "Booking audit history", "Entitlements and confirmations", "Current alternatives and member context" ], "outputs": [ "Explained resolution", "Updated authoritative bookings", "Service-recovery or root-cause action" ], "current_manual_methods": [ "First person to arrive keeps room", "Manager searches calendars", "Complimentary credit" ], "common_failure_modes": [ "Latest system record is assumed correct", "Change is made without contacting all affected parties" ], "human_judgment_required": [ "Assess evidence", "impact", "accessibility", "and commitments", "Negotiate a proportionate alternative" ], "approval_points": [ "Duty manager approves displacement and any compensation" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": false, "success_metrics": [ "Affected people receive a usable resolution", "Root cause is identified for preventable conflicts" ], "related_workflows": [ "room-booking", "incident-response" ] }, { "schema_version": "1.0.0", "id": "resolve-member-account-questions", "name": "Resolve member account questions", "description": "Explain account, plan, booking, access, or contact information from authoritative records and correct discrepancies through controlled owner-approved changes.", "business_area": "member-service", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "finance-billing-administrator", "sales-leasing-manager" ], "frequency": "per-interaction", "trigger": "A member asks about account status or reports that displayed information is wrong.", "inputs": [ "Authoritative member record", "Agreement and approved changes", "Member-provided evidence" ], "outputs": [ "Plain-language answer", "Corrected record or assigned exception", "Audit note for consequential changes" ], "current_manual_methods": [ "Searching emails", "Asking multiple departments", "Editing the first available system" ], "common_failure_modes": [ "Stale system is treated as authoritative", "Staff expose another account or unsupported internal notes" ], "human_judgment_required": [ "Determine which source governs the question", "Explain ambiguity and seek authorized correction" ], "approval_points": [ "Finance or sales owner approves contractual and billing changes" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Questions resolved without contradictory answers", "Corrections reconcile across responsible systems" ], "related_workflows": [ "member-onboarding", "invoice-collections" ] }, { "schema_version": "1.0.0", "id": "review-access-logs", "name": "Review access logs", "description": "Examine defined physical and digital access exceptions for operational or security purposes using proportionate scope, documented authority, and contextual human investigation.", "business_area": "access-network-printing", "primary_role": "it-security-administrator", "supporting_roles": [ "general-manager" ], "frequency": "weekly", "trigger": "Scheduled exception review or an authorized incident investigation.", "inputs": [ "Approved review purpose and scope", "Access events and entitlement records", "Relevant site context" ], "outputs": [ "Explained or escalated exceptions", "Corrective access actions", "Review evidence and deletion date" ], "current_manual_methods": [ "Export all logs", "Search by person", "Review only after incident" ], "common_failure_modes": [ "Normal unusual behavior is treated as misconduct", "Logs are retained or shared beyond purpose" ], "human_judgment_required": [ "Interpret events against access and site context", "Distinguish configuration error from suspicious conduct" ], "approval_points": [ "Security or privacy owner approves purpose and scope; employment matters use separate authorized review" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Reviews remain within approved scope", "Exceptions lead to evidence-based action or documented closure" ], "related_workflows": [ "access-provisioning", "incident-response", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "review-billing-exceptions", "name": "Review billing exceptions", "description": "Investigate missing, duplicate, changed, unusually sized, or disputed billing items against authoritative terms and service evidence before correction or posting.", "business_area": "finance", "primary_role": "finance-billing-administrator", "supporting_roles": [ "sales-leasing-manager", "general-manager" ], "frequency": "daily", "trigger": "A billing control, member question, or staff review identifies an exception.", "inputs": [ "Exception detail", "Approved agreement and changes", "Service and transaction evidence" ], "outputs": [ "Explained resolution", "Authorized correction or hold", "Root-cause action" ], "current_manual_methods": [ "Spreadsheet highlight", "Email to sales", "Direct invoice edit" ], "common_failure_modes": [ "Exception is cleared to meet deadline", "Correction fixes invoice but not source data" ], "human_judgment_required": [ "Determine governing evidence and member impact", "Distinguish data error", "policy exception", "and contract dispute" ], "approval_points": [ "Authorized finance or commercial owner approves credits", "terms", "and material corrections" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Exceptions close with evidence and authority", "Recurring source causes receive corrective action" ], "related_workflows": [ "invoice-collections", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "review-content-claims", "name": "Review marketing content claims", "description": "Verify every material feature, availability, comparison, outcome, offer, testimonial, and urgency claim against current authoritative evidence before approval.", "business_area": "marketing", "primary_role": "marketing-manager", "supporting_roles": [ "sales-leasing-manager", "operations-facilities-manager", "finance-billing-administrator" ], "frequency": "per-interaction", "trigger": "Campaign or public content reaches factual approval or a source fact changes.", "inputs": [ "Review-ready content", "Claim source and effective dates", "Current inventory", "terms", "and service evidence" ], "outputs": [ "Approved", "corrected", "or rejected claims", "Source-linked approval", "Expiry or recheck date" ], "current_manual_methods": [ "Proofread by marketing", "Ask in group chat", "Assume old webpage remains correct" ], "common_failure_modes": [ "Grammatically polished claim is factually wrong", "Qualifier disappears in shorter channel version" ], "human_judgment_required": [ "Assess overall impression as well as literal wording", "Decide whether evidence supports a reasonable audience interpretation" ], "approval_points": [ "Accountable source owner approves each material claim; legal expert reviews regulated ambiguity" ], "privacy_sensitivity": "low", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Published material claims retain current source evidence", "Corrections caused by unsupported claims decline" ], "related_workflows": [ "marketing-campaigns", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "review-event-program-performance", "name": "Review event program performance", "description": "Assess event purpose, experience, inclusion, incidents, operational effort, contribution, and repeat value using reconciled evidence and explicit interpretation.", "business_area": "events", "primary_role": "event-manager", "supporting_roles": [ "community-manager", "owner-operator", "finance-billing-administrator" ], "frequency": "monthly", "trigger": "Scheduled program review after event closeout records are available.", "inputs": [ "Event outcomes and feedback", "Complete cost and effort evidence", "Incident and accessibility observations" ], "outputs": [ "Program findings with caveats", "Repeat", "revise", "or stop decisions", "Assigned improvements" ], "current_manual_methods": [ "Attendance ranking", "Revenue total", "Anecdotal organizer feedback" ], "common_failure_modes": [ "High attendance hides poor member impact", "Staff time and disruption are omitted from contribution" ], "human_judgment_required": [ "Interpret mixed outcomes against event purpose", "Decide whether and how to repeat an event" ], "approval_points": [ "Event and business owners approve program and resource changes" ], "privacy_sensitivity": "medium", "security_sensitivity": "low", "compliance_review_needed": false, "success_metrics": [ "Decisions reference complete purpose and impact evidence", "Repeat events implement agreed lessons" ], "related_workflows": [ "event-lifecycle", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "review-financial-controls", "name": "Review financial controls", "description": "Test whether approvals, reconciliations, access, evidence, segregation, exception handling, and monitoring operate as intended rather than confirming that a policy exists.", "business_area": "finance", "primary_role": "finance-billing-administrator", "supporting_roles": [ "owner-operator", "it-security-administrator" ], "frequency": "quarterly", "trigger": "Scheduled control review, material process change, or financial incident.", "inputs": [ "Control register and owners", "Representative transaction evidence", "Access and exception records" ], "outputs": [ "Test results and limitations", "Remediation owners and dates", "Accepted residual risk" ], "current_manual_methods": [ "Policy read-through", "Annual accountant request", "Informal spot check" ], "common_failure_modes": [ "Control design is reviewed without execution evidence", "Same person prepares and validates their own sample" ], "human_judgment_required": [ "Select risk-based samples and assess evidence quality", "Evaluate compensating controls and practical remediation" ], "approval_points": [ "Independent authorized reviewer accepts findings and residual risk" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Controls have current operating evidence", "Material findings close or receive explicit risk acceptance" ], "related_workflows": [ "compliance-review", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "review-member-service-trends", "name": "Review member service trends", "description": "Combine request, complaint, recovery, and qualitative evidence to identify service causes and priorities while checking data quality and avoiding staff or member profiling.", "business_area": "member-service", "primary_role": "general-manager", "supporting_roles": [ "community-manager", "community-coordinator-front-desk" ], "frequency": "monthly", "trigger": "Scheduled service review or a material increase in unresolved member issues.", "inputs": [ "Service queue data", "Feedback themes", "Recovery actions and operating context" ], "outputs": [ "Reviewed trends and caveats", "Prioritized corrective actions", "Updated service assumptions" ], "current_manual_methods": [ "Ticket count spreadsheet", "Anecdotal team meeting", "Latest complaint drives priority" ], "common_failure_modes": [ "Duplicate contacts inflate issue volume", "Resolution speed hides repeated reopening" ], "human_judgment_required": [ "Interpret trends with operational context", "Choose action based on impact and feasibility rather than count alone" ], "approval_points": [ "General manager approves priorities and policy changes" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": false, "success_metrics": [ "Priority themes have evidence and owners", "Corrective actions reduce repeat contacts or impact" ], "related_workflows": [ "reporting-kpis", "community-programming" ] }, { "schema_version": "1.0.0", "id": "review-nonstandard-deal-terms", "name": "Review nonstandard deal terms", "description": "Evaluate proposed commercial, operational, billing, data, and access exceptions with accountable functional owners before any person or system represents them as agreed.", "business_area": "sales-leasing", "primary_role": "sales-leasing-manager", "supporting_roles": [ "owner-operator", "finance-billing-administrator", "operations-facilities-manager" ], "frequency": "event-driven", "trigger": "A proposal departs from approved product, pricing, term, service, or risk guardrails.", "inputs": [ "Requested exception and rationale", "Standard terms and authority limits", "Operational and financial impact" ], "outputs": [ "Approved", "revised", "or declined exception", "Named conditions and expiry", "Decision evidence" ], "current_manual_methods": [ "Private message approval", "Verbal promise", "Discount entered before review" ], "common_failure_modes": [ "Only price impact is reviewed", "Temporary exception becomes an undocumented permanent entitlement" ], "human_judgment_required": [ "Balance relationship value", "precedent", "feasibility", "fairness", "and risk", "Identify expert review needs" ], "approval_points": [ "Each affected functional owner approves within authority; owner or legal reviewer handles material exceptions" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": true, "success_metrics": [ "Nonstandard terms have complete authorized evidence", "Delivery teams receive all accepted conditions" ], "related_workflows": [ "tour-to-close", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "review-privileged-access", "name": "Review privileged access", "description": "Confirm each administrative, emergency, supplier, and shared capability has a current named purpose, accountable owner, appropriate authentication, and removal or remediation action.", "business_area": "security-continuity", "primary_role": "it-security-administrator", "supporting_roles": [ "owner-operator", "general-manager" ], "frequency": "quarterly", "trigger": "Scheduled access review, role change, incident, or material system change.", "inputs": [ "Administrative account and role inventory", "Current owner attestations", "Authentication and usage evidence" ], "outputs": [ "Reapproved or removed privilege", "Unresolved ownership and control findings", "Review sign-off" ], "current_manual_methods": [ "Admin portal screenshots", "Manager memory", "Annual account list" ], "common_failure_modes": [ "Owner approves their own unnecessary privilege", "Hidden API keys and supplier access are omitted" ], "human_judgment_required": [ "Assess genuine operational and emergency need", "Evaluate compensating controls and continuity risk" ], "approval_points": [ "Independent system or business owner approves retained privilege; security owner verifies remediation" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Privileged capabilities have current named owners and need", "Orphaned and excessive access closes by target" ], "related_workflows": [ "access-provisioning", "compliance-review", "vendor-offboarding" ] }, { "schema_version": "1.0.0", "id": "review-retention-and-deletion", "name": "Review retention and deletion", "description": "Verify defined record categories, purposes, legal or operational holds, storage locations, owners, deletion behavior, and restoration implications before approving disposal.", "business_area": "security-continuity", "primary_role": "it-security-administrator", "supporting_roles": [ "general-manager", "consultant-implementer" ], "frequency": "annual", "trigger": "Scheduled retention review, new data flow, service exit, or deletion request affecting multiple systems.", "inputs": [ "Data and system inventory", "Approved retention rules and holds", "Backup and integration behavior" ], "outputs": [ "Approved retention schedule changes", "Controlled deletion actions", "Exceptions and residual copies" ], "current_manual_methods": [ "Old policy table", "Manual folder cleanup", "Vendor default retention" ], "common_failure_modes": [ "Live record is deleted but exports persist", "Automated age rule deletes evidence under hold" ], "human_judgment_required": [ "Interpret purpose", "duty", "dispute", "and technical reality", "Decide proportionate treatment of backups and derived records" ], "approval_points": [ "Record owner and qualified privacy or legal reviewer approve rules and material deletion" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Record categories have current owners and executable rules", "Deletion evidence states known residual locations and limits" ], "related_workflows": [ "compliance-review", "vendor-offboarding", "backup-restore-drill" ] }, { "schema_version": "1.0.0", "id": "review-workload-and-wellbeing", "name": "Review workload and wellbeing", "description": "Discuss demand, control, support, recovery time, role clarity, difficult interactions, and sustainable adjustments with staff rather than inferring wellbeing from productivity or presence data.", "business_area": "staff-administration", "primary_role": "general-manager", "supporting_roles": [ "owner-operator" ], "frequency": "monthly", "trigger": "Scheduled one-to-one or team review, material workload change, absence pattern, or staff-raised concern.", "inputs": [ "Staff-provided experience", "Roster and work-demand evidence", "Open role and process issues" ], "outputs": [ "Agreed support and workload actions", "Escalated safety or specialist need", "Follow-up date" ], "current_manual_methods": [ "Informal check-in", "Overtime total", "Annual engagement survey" ], "common_failure_modes": [ "Dashboard is used to diagnose an individual", "Staff disclosure is shared beyond need" ], "human_judgment_required": [ "Listen without diagnosing and recognize risk signals", "Balance confidentiality", "duty of care", "fairness", "and operational change" ], "approval_points": [ "Staff member and manager agree routine actions; qualified people owner handles sensitive or formal measures" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Agreed actions complete and are reviewed for effect", "Repeated overload signals prompt capacity or process decisions" ], "related_workflows": [ "reporting-kpis", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "revoke-departing-access", "name": "Revoke departing access", "description": "Remove or transfer physical, network, printing, application, and privileged access at the authorized time while preserving necessary records and continuity.", "business_area": "access-network-printing", "primary_role": "it-security-administrator", "supporting_roles": [ "community-manager", "virtual-office-mailroom-manager" ], "frequency": "event-driven", "trigger": "An approved offboarding, role change, credential loss, or security action requires revocation.", "inputs": [ "Authorized scope and effective time", "Current access inventory", "Continuity and evidence requirements" ], "outputs": [ "Revoked credentials and sessions", "Confirmed residual-access review", "Escalated failures" ], "current_manual_methods": [ "Departmental checklist", "Badge collection", "Manual account search" ], "common_failure_modes": [ "Hidden account or shared credential survives", "Disputed departure causes premature revocation" ], "human_judgment_required": [ "Coordinate timing with safety", "contract", "and continuity context", "Investigate unmatched identities or failed revocations" ], "approval_points": [ "Authorized business owner confirms timing; security owner approves emergency revocation" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Known access is removed at the authorized time", "Residual and shared access is explicitly reviewed" ], "related_workflows": [ "member-offboarding", "access-provisioning", "incident-response" ] }, { "schema_version": "1.0.0", "id": "run-business-continuity-exercises", "name": "Run business continuity exercises", "description": "Exercise a realistic service disruption with cross-functional participants to test safety, member support, manual fallbacks, decisions, communications, and restoration priorities.", "business_area": "security-continuity", "primary_role": "general-manager", "supporting_roles": [ "owner-operator", "it-security-administrator", "operations-facilities-manager" ], "frequency": "annual", "trigger": "Approved exercise schedule or a material change in critical dependencies.", "inputs": [ "Risk-based scenario", "Current continuity procedures", "Participants", "injects", "and stop criteria" ], "outputs": [ "Observed decision and fallback evidence", "Capability gaps", "Prioritized corrective actions" ], "current_manual_methods": [ "Plan read-through", "Fire drill only", "Lessons assumed from real outage" ], "common_failure_modes": [ "Scenario is disclosed and rehearsed to pass", "Exercise tests technology but not member and staff operations" ], "human_judgment_required": [ "Adapt scenario safely to participant actions", "Evaluate decision quality and workable service minimums" ], "approval_points": [ "Exercise director and safety owner approve scenario", "scope", "and stop conditions" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Critical fallbacks and decisions are demonstrated under realistic constraints", "Actions close and are retested" ], "related_workflows": [ "incident-response", "backup-restore-drill" ] }, { "schema_version": "1.0.0", "id": "run-member-listening-sessions", "name": "Run member listening sessions", "description": "Facilitate structured conversations with a varied member sample to understand experiences and needs, recording themes and consent boundaries rather than extracting identifiable quotes by default.", "business_area": "community", "primary_role": "community-manager", "supporting_roles": [ "member", "consultant-implementer" ], "frequency": "quarterly", "trigger": "Scheduled research cycle or a material service or community change.", "inputs": [ "Research questions", "Participant consent", "Existing evidence and known representation gaps" ], "outputs": [ "Context-rich themes", "Contradictory viewpoints and caveats", "Owned learning actions" ], "current_manual_methods": [ "Open town hall", "Informal conversations", "General satisfaction survey" ], "common_failure_modes": [ "Only highly engaged members attend", "Staff defend decisions instead of listening" ], "human_judgment_required": [ "Probe without leading and protect psychological safety", "Interpret conflicting experiences without false consensus" ], "approval_points": [ "Participants approve attribution; service owner approves resulting commitments" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": true, "success_metrics": [ "Participant mix and evidence limitations are documented", "Findings lead to communicated actions or reasons for no action" ], "related_workflows": [ "community-programming", "reporting-kpis" ] }, { "schema_version": "1.0.0", "id": "schedule-prospect-tours", "name": "Schedule prospect tours", "description": "Agree a tour time, site, attendees, access needs, and purpose that match staff and space availability, with a human route for nonstandard requirements.", "business_area": "sales-leasing", "primary_role": "sales-leasing-manager", "supporting_roles": [ "community-coordinator-front-desk" ], "frequency": "per-interaction", "trigger": "A qualified prospect agrees that a site tour is the appropriate next step.", "inputs": [ "Prospect availability and needs", "Staff calendar", "Site and room availability" ], "outputs": [ "Confirmed tour appointment", "Arrival instructions", "Internal preparation request" ], "current_manual_methods": [ "Email negotiation", "Personal calendar", "Separate reception message" ], "common_failure_modes": [ "Calendar shows availability but site is unsuitable", "Accessibility request does not reach the host" ], "human_judgment_required": [ "Select the right site and host for the need", "Resolve unusual attendee or access requirements" ], "approval_points": [ "Site owner approves tours outside normal operating or security boundaries" ], "privacy_sensitivity": "medium", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Tours occur as confirmed", "Arrival and accommodation requirements reach responsible staff" ], "related_workflows": [ "tour-to-close", "visitor-management" ] }, { "schema_version": "1.0.0", "id": "support-member-printing", "name": "Support member printing", "description": "Help members submit and release print jobs safely, diagnose entitlement or device issues, and prevent staff from viewing document contents unless the member explicitly requests necessary assistance.", "business_area": "access-network-printing", "primary_role": "it-security-administrator", "supporting_roles": [ "community-coordinator-front-desk", "member" ], "frequency": "per-interaction", "trigger": "A member cannot print, release, scan, or account for an approved print service.", "inputs": [ "Member-described issue and consent", "Print entitlement and queue status", "Device and service health" ], "outputs": [ "Resolved or routed support case", "Canceled duplicate or exposed jobs", "Member guidance" ], "current_manual_methods": [ "Staff handles member laptop", "Shared printer code", "Queue restart" ], "common_failure_modes": [ "Confidential job prints unattended", "Troubleshooting exposes document contents or credentials" ], "human_judgment_required": [ "Choose the least intrusive diagnostic path", "Recognize privacy", "billing", "or device-security implications" ], "approval_points": [ "Member approves device or document access; administrator approves queue or configuration changes" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Support resolves the issue without unnecessary content access", "Abandoned and duplicate jobs are controlled" ], "related_workflows": [ "access-provisioning", "incident-response" ] }, { "schema_version": "1.0.0", "id": "test-access-outage-procedures", "name": "Test access outage procedures", "description": "Exercise a controlled loss of door, identity, network, or printing service to verify safe entry, emergency egress, support, communication, and restoration decision paths.", "business_area": "access-network-printing", "primary_role": "it-security-administrator", "supporting_roles": [ "operations-facilities-manager", "general-manager" ], "frequency": "quarterly", "trigger": "Scheduled resilience test or a material access architecture change.", "inputs": [ "Approved test scenario", "Current fallback and emergency procedures", "Participant and stop criteria" ], "outputs": [ "Observed recovery evidence", "Safety and service gaps", "Owned corrective actions" ], "current_manual_methods": [ "Tabletop discussion", "Vendor assurance", "Unplanned outage experience" ], "common_failure_modes": [ "Test validates login but not physical safety", "Staff rely on unavailable cloud instructions" ], "human_judgment_required": [ "Control test risk and stop if safety degrades", "Evaluate whether fallback is workable under realistic demand" ], "approval_points": [ "Facilities and duty owners approve scenario", "timing", "and stop conditions" ], "privacy_sensitivity": "medium", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Safe fallback and restoration are demonstrated", "Corrective actions close before next material change" ], "related_workflows": [ "incident-response", "backup-restore-drill", "access-provisioning" ] }, { "schema_version": "1.0.0", "id": "triage-maintenance-requests", "name": "Triage maintenance requests", "description": "Clarify the defect, location, exposure, affected service, and immediate controls before assigning priority and a competent owner.", "business_area": "facilities", "primary_role": "operations-facilities-manager", "supporting_roles": [ "community-coordinator-front-desk" ], "frequency": "continuous", "trigger": "Staff, members, monitoring, or inspection reports a facility defect or concern.", "inputs": [ "Reporter observation", "Asset and location context", "Safety and service priority rules" ], "outputs": [ "Risk-informed work order", "Immediate isolation or workaround", "Reporter acknowledgment" ], "current_manual_methods": [ "Chat message", "Verbal report", "Generic ticket priority" ], "common_failure_modes": [ "Visible inconvenience hides safety risk", "Duplicate reports fragment evidence" ], "human_judgment_required": [ "Assess credible worst-case exposure and urgency", "Decide safe immediate controls and required competence" ], "approval_points": [ "Duty manager approves closure or major disruption; qualified owner accepts technical risk" ], "privacy_sensitivity": "low", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Safety-critical reports receive immediate control", "Work reaches the correct competent owner first time" ], "related_workflows": [ "facility-maintenance", "incident-response" ] }, { "schema_version": "1.0.0", "id": "triage-member-requests", "name": "Triage member requests", "description": "Capture the member's desired outcome, assess urgency and sensitivity, and route the request to an accountable owner with enough context to avoid unnecessary repetition.", "business_area": "member-service", "primary_role": "community-coordinator-front-desk", "supporting_roles": [ "community-manager", "general-manager" ], "frequency": "continuous", "trigger": "A member raises a question, request, complaint, or service problem through any supported channel.", "inputs": [ "Member account context", "Member-provided description", "Service ownership and severity rules" ], "outputs": [ "Categorized request", "Named owner and response target", "Immediate escalation where required" ], "current_manual_methods": [ "Shared inbox", "Direct messages", "Verbal promises" ], "common_failure_modes": [ "Request is routed by keyword but misses urgency", "Member repeats sensitive facts to multiple staff" ], "human_judgment_required": [ "Recognize safety", "accessibility", "vulnerability", "or relationship context", "Clarify the actual outcome sought" ], "approval_points": [ "Duty manager accepts high-severity escalation and any service workaround outside policy" ], "privacy_sensitivity": "high", "security_sensitivity": "medium", "compliance_review_needed": false, "success_metrics": [ "Requests reach the correct owner first time", "Members receive a clear acknowledgment and next step" ], "related_workflows": [ "member-onboarding", "incident-response" ] }, { "schema_version": "1.0.0", "id": "triage-network-connectivity", "name": "Triage network connectivity issues", "description": "Establish affected users, locations, services, timing, and safe diagnostic evidence before routing or changing network controls, while minimizing collection from member devices.", "business_area": "access-network-printing", "primary_role": "it-security-administrator", "supporting_roles": [ "community-coordinator-front-desk", "member" ], "frequency": "continuous", "trigger": "A user or monitor reports unavailable, unstable, slow, or unsafe connectivity.", "inputs": [ "User-provided symptoms and consent", "Network health context", "Recent approved changes" ], "outputs": [ "Severity and scope assessment", "Safe workaround or assigned investigation", "User update" ], "current_manual_methods": [ "Restart advice", "Speed test screenshot", "Direct admin troubleshooting" ], "common_failure_modes": [ "One device issue is declared an outage", "Excessive device data is collected without purpose" ], "human_judgment_required": [ "Distinguish device", "account", "radio", "upstream", "and security signals", "Choose diagnostics proportionate to impact" ], "approval_points": [ "Network owner approves configuration changes", "isolation", "and intrusive diagnostics" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": false, "success_metrics": [ "Issues are scoped correctly before change", "Users receive timely status and a safe next step" ], "related_workflows": [ "incident-response" ] }, { "schema_version": "1.0.0", "id": "triage-security-alerts", "name": "Triage security alerts", "description": "Correlate security signals with identity, asset, network, physical, and operating context to determine credible scope and urgency before taking disruptive action.", "business_area": "security-continuity", "primary_role": "it-security-administrator", "supporting_roles": [ "general-manager", "operations-facilities-manager" ], "frequency": "continuous", "trigger": "A monitoring system, user, supplier, or staff member reports a possible security event.", "inputs": [ "Alert and source reliability", "Relevant system and access context", "Recent changes and known activity" ], "outputs": [ "Documented severity and rationale", "Safe containment or investigation action", "Stakeholder update" ], "current_manual_methods": [ "Email alert inbox", "Vendor dashboard", "Immediate account disable" ], "common_failure_modes": [ "Single noisy signal triggers disruption", "Familiar activity causes a genuine alert to be dismissed" ], "human_judgment_required": [ "Assess confidence", "exposure", "business impact", "and adversarial possibility", "Select proportionate evidence-preserving action" ], "approval_points": [ "Incident lead approves material containment; emergency action is reviewed immediately afterward" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "High-impact alerts receive timely contextual review", "False positives and missed escalation causes inform control tuning" ], "related_workflows": [ "incident-response" ] }, { "schema_version": "1.0.0", "id": "verify-mail-handling-authorizations", "name": "Verify mail handling authorizations", "description": "Confirm who may receive instructions, collect items, request forwarding, or change handling preferences using current evidence and a documented human exception process.", "business_area": "virtual-office-mailroom", "primary_role": "virtual-office-mailroom-manager", "supporting_roles": [ "general-manager" ], "frequency": "event-driven", "trigger": "Authorization is created, changed, expires, is challenged, or is used for a sensitive action.", "inputs": [ "Client authority record", "Requester evidence", "Approved verification and delegation rules" ], "outputs": [ "Verified authorization status", "Approved update or explained refusal", "Escalated discrepancy" ], "current_manual_methods": [ "Signature card", "Familiarity with collector", "Email from known address" ], "common_failure_modes": [ "Expired delegate remains accepted", "Similar name or mailbox access is treated as authority" ], "human_judgment_required": [ "Evaluate evidence and discrepancy context", "Recognize coercion", "fraud", "or legal-process indicators" ], "approval_points": [ "Manager approves nonstandard evidence or disputed authority" ], "privacy_sensitivity": "high", "security_sensitivity": "high", "compliance_review_needed": true, "success_metrics": [ "Sensitive actions trace to current authorization", "Discrepancies are paused and escalated rather than guessed" ], "related_workflows": [ "mail-package-handling", "compliance-review" ] }, { "schema_version": "1.0.0", "id": "welcome-new-members", "name": "Welcome new members", "description": "Provide a timely personal welcome, confirm how the member wants to participate, and connect them to useful people and help without forcing public visibility.", "business_area": "community", "primary_role": "community-manager", "supporting_roles": [ "community-coordinator-front-desk" ], "frequency": "per-interaction", "trigger": "A member starts service or arrives for their first substantive use of the space.", "inputs": [ "Onboarding status", "Member-stated goals and preferences", "Current community and support information" ], "outputs": [ "Completed personal welcome", "Consent-aware follow-up", "Identified support or connection needs" ], "current_manual_methods": [ "Generic welcome email", "Chance front-desk encounter", "Public channel announcement" ], "common_failure_modes": [ "Member is announced without permission", "Welcome repeats onboarding but misses practical goals" ], "human_judgment_required": [ "Adapt warmth and detail to the person", "Recognize when privacy or immediate support matters more than introduction" ], "approval_points": [ "Member approves any public introduction or profile visibility" ], "privacy_sensitivity": "high", "security_sensitivity": "low", "compliance_review_needed": false, "success_metrics": [ "New members know a named help contact", "Follow-up reflects stated participation preferences" ], "related_workflows": [ "member-onboarding", "community-programming" ] } ], "roles": [ { "schema_version": "1.0.0", "id": "community-coordinator-front-desk", "name": "Community coordinator and front desk", "description": "Operates the human welcome point for members and visitors, using structured queues and records to improve consistency without reducing hospitality to scripted transactions.", "responsibilities": [ "Maintain a safe, informed, and welcoming reception experience.", "Triage requests accurately, protect personal information, and escalate exceptions promptly.", "Keep handovers and shared service records concise enough for the next person to act." ], "daily_tasks": [ "Open the front desk, inspect public areas, and review expected visitors and unresolved items.", "Check in people, answer practical questions, receive deliveries, and record exceptions." ], "weekly_tasks": [ "Review recurring questions, queue delays, lost-property items, and incomplete handovers.", "Update approved quick-reference guidance with the responsible manager." ], "monthly_tasks": [ "Sample visitor, day-pass, and service records for accuracy and unnecessary personal data.", "Recommend one service or information improvement based on observed demand." ], "revenue_impacting_work": [ "Deliver reliable day-pass and tour arrivals and capture qualified interest with consent.", "Surface product confusion or unmet demand to sales and management." ], "member_experience_work": [ "Recognize when a person needs empathy, discretion, accessibility support, or escalation.", "Make warm introductions and explain policies in context rather than reciting scripts." ], "repetitive_administrative_work": [ "Visitor pre-registration checks, routine notifications, handover formatting, and FAQ retrieval.", "Logging mail, lost property, and standard service requests into owned queues." ], "dangerous_to_automate_blindly": [ "Identity, access, safeguarding, harassment, emergency, or vulnerable-person decisions.", "Sharing visitor or member presence information without verifying authority and purpose." ], "recommended_task_ids": [ "open-front-desk", "check-in-visitors", "issue-day-passes", "triage-member-requests", "manage-shift-handover" ], "easiest_hosted_stack": "Hosted visitor management, coworking platform, shared inbox, and searchable reception handbook with least-privilege access.", "hybrid_stack": "Hosted booking and visitor tools feeding a controlled service queue and locally maintained operating handbook.", "self_hosted_stack": "Self-hosted visitor log, service desk, knowledge base, and notification automation with retention and access controls.", "suggested_workflows": [ "visitor-management", "day-pass-checkin", "member-onboarding", "mail-package-handling" ], "kpis": [ "Median arrival wait and percentage of exceptions escalated to the correct owner.", "Handover actions completed without repeat fact-finding.", "Member feedback on welcome, clarity, and practical help." ], "improvement_plan_30_day": [ "Observe one week of arrivals and classify demand, delays, and judgment-heavy exceptions.", "Create a short service queue with clear owners and privacy-safe required fields.", "Pilot pre-arrival information for one visitor type while retaining a staffed fallback.", "Review the pilot with frontline staff and remove fields or steps that do not aid service." ], "implementation_owner": "General manager or community manager, with front-desk staff shaping the workable procedure.", "expert_help_triggers": [ "Identity verification, accessibility, safeguarding, surveillance, or data retention is involved.", "Visitor controls must integrate with physical access or emergency procedures." ] }, { "schema_version": "1.0.0", "id": "community-manager", "name": "Community manager", "description": "Builds trusted member relationships and useful connections through deliberate listening, facilitation, and service recovery supported by data that never substitutes for informed human judgment.", "responsibilities": [ "Understand member goals, participation preferences, and service friction with appropriate consent.", "Design inclusive community rhythms and connect people where mutual value is plausible.", "Resolve conflict fairly and escalate safety, legal, or contractual concerns." ], "daily_tasks": [ "Welcome members, monitor service themes, and make considered introductions.", "Follow up on sensitive or unresolved experience issues with the right context." ], "weekly_tasks": [ "Review upcoming programming, participation barriers, and members at renewal risk.", "Hold listening conversations and translate patterns into owned improvements." ], "monthly_tasks": [ "Assess community health using qualitative context alongside participation indicators.", "Review channel norms, consent practices, and inclusion across member groups." ], "revenue_impacting_work": [ "Improve retention through useful relationships, service recovery, and early risk detection.", "Inform programming and product changes from validated member needs." ], "member_experience_work": [ "Facilitate belonging without forcing participation or exposing private member information.", "Mediate disagreements and distinguish discomfort, policy breach, and safety risk." ], "repetitive_administrative_work": [ "Scheduling welcomes, maintaining opt-in interest records, and summarizing feedback themes.", "Publishing recurring program reminders and tracking agreed follow-up actions." ], "dangerous_to_automate_blindly": [ "Inferring member sentiment, compatibility, churn, or misconduct from activity data alone.", "Sending introductions or sensitive outreach without consent and relational context." ], "recommended_task_ids": [ "welcome-new-members", "make-member-introductions", "facilitate-member-connections", "manage-community-conflicts", "measure-community-health" ], "easiest_hosted_stack": "Hosted member platform, opt-in community directory, event calendar, and feedback system with explicit visibility controls.", "hybrid_stack": "Hosted member records and communications connected to a controlled research repository and action tracker.", "self_hosted_stack": "Self-hosted CRM, community forum, forms, calendar, and analytics with moderation and privacy ownership.", "suggested_workflows": [ "community-programming", "member-onboarding", "member-offboarding", "event-lifecycle" ], "kpis": [ "Member-reported belonging, usefulness, and confidence in getting help.", "Agreed service-recovery actions completed and recurrence reduced.", "Opt-in participation breadth without treating activity volume as belonging." ], "improvement_plan_30_day": [ "Interview a varied member sample and document needs, exclusions, and consent boundaries.", "Define a human-reviewed method for introductions and renewal-risk outreach.", "Pilot one small program tied to a validated need rather than generic engagement.", "Review outcomes with participants and nonparticipants before repeating or scaling." ], "implementation_owner": "Community manager, supported by the general manager for policy and escalation decisions.", "expert_help_triggers": [ "Harassment, discrimination, safeguarding, mental-health crisis, or legal dispute is alleged.", "Profiling or sensitive personal data is proposed for segmentation or matching." ] }, { "schema_version": "1.0.0", "id": "consultant-implementer", "name": "Consultant and implementer", "description": "Helps operators modernize bounded workflows through discovery, configuration, migration, training, and evidence-based handover without retaining hidden control or overstating tool capability.", "responsibilities": [ "Translate operator outcomes, constraints, and risks into the smallest viable implementation.", "Make data flows, assumptions, approvals, limitations, and ownership visible.", "Leave maintainable documentation, trained owners, test evidence, and exit options." ], "daily_tasks": [ "Resolve implementation questions against approved requirements and record consequential decisions.", "Test configurations with realistic roles, exceptions, and failure conditions." ], "weekly_tasks": [ "Demonstrate working increments to operators and update risks, decisions, and adoption plans.", "Review scope against the intended operational outcome and remove unnecessary complexity." ], "monthly_tasks": [ "Assess control effectiveness, support demand, data quality, and benefits after release.", "Hand over administrative knowledge and verify client-owned recovery access." ], "revenue_impacting_work": [ "Reduce implementation risk and accelerate useful adoption without creating avoidable dependency.", "Connect investment decisions to measurable operational and member outcomes." ], "member_experience_work": [ "Include frontline and member journey evidence before changing service workflows.", "Design fallbacks so people can still receive help when systems or assumptions fail." ], "repetitive_administrative_work": [ "Test evidence capture, migration reconciliation, configuration inventories, and action tracking.", "Generating draft documentation from verified configurations for owner review." ], "dangerous_to_automate_blindly": [ "Migrating, deleting, deduplicating, or reclassifying production records without owner sign-off.", "Configuring legal, financial, identity, safety, or employment decisions from generic templates." ], "recommended_task_ids": [ "maintain-operating-procedures", "review-retention-and-deletion", "perform-backup-restore-tests", "review-financial-controls", "audit-front-desk-service" ], "easiest_hosted_stack": "Client-owned hosted services configured through documented least-privilege accounts, sandboxes, exports, and approval records.", "hybrid_stack": "Hosted operational systems integrated with client-controlled data, knowledge, workflow, and monitoring components.", "self_hosted_stack": "Client-owned self-hosted services deployed with reproducible configuration, recovery tests, observability, and named maintainers.", "suggested_workflows": [ "multi-site-rollout", "compliance-review", "backup-restore-drill", "reporting-kpis" ], "kpis": [ "Acceptance criteria demonstrated with normal, exception, and recovery scenarios.", "Reconciled migration results and unresolved exceptions accepted by accountable owners.", "Client administrators able to operate, recover, and exit without consultant-only access." ], "improvement_plan_30_day": [ "Observe the workflow and define outcome, baseline, boundaries, owners, and stop conditions.", "Prototype with representative non-production data and judgment-heavy exceptions.", "Pilot with a small user group, parallel checks, and a documented fallback.", "Transfer ownership only after reconciliation, recovery, training, and risk acceptance." ], "implementation_owner": "Client-appointed product owner, with the consultant accountable for transparent delivery and handover.", "expert_help_triggers": [ "The change touches regulated decisions, active incidents, unsafe systems, or material financial records.", "No competent client owner can accept risk, administer the result, or execute recovery." ] }, { "schema_version": "1.0.0", "id": "event-manager", "name": "Event manager", "description": "Turns an approved event purpose into a safe, accessible, and commercially controlled delivery plan, with tools supporting coordination rather than deciding fit or live safety responses.", "responsibilities": [ "Assess event fit, capacity, accessibility, staffing, vendors, and operational conflicts.", "Maintain the run of show, decision rights, attendee communications, and closeout record.", "Protect members and neighbors from unmanaged disruption." ], "daily_tasks": [ "Review event requests, dependencies, registrations, vendor actions, and emerging risks.", "Coordinate changes with facilities, front desk, community, and event owners." ], "weekly_tasks": [ "Hold readiness reviews for upcoming events and closeout reviews for completed events.", "Reconcile inventory conflicts, staffing coverage, and required approvals." ], "monthly_tasks": [ "Assess program mix, contribution, incidents, accessibility feedback, and repeat demand.", "Update templates and supplier expectations from observed delivery failures." ], "revenue_impacting_work": [ "Qualify event opportunities and protect margin by surfacing full delivery requirements.", "Build repeatable programs that support member value and appropriate external demand." ], "member_experience_work": [ "Balance event energy with member access, noise, privacy, and shared-space expectations.", "Design accessible registration, arrival, participation, and issue-reporting routes." ], "repetitive_administrative_work": [ "Registration exports, reminders, checklists, vendor status chasing, and closeout compilation.", "Reusing approved run-of-show, briefing, and attendee communication templates." ], "dangerous_to_automate_blindly": [ "Capacity, alcohol, security, accessibility, safeguarding, or emergency decisions.", "Accepting event terms or vendors without checking insurance, authority, and site constraints." ], "recommended_task_ids": [ "assess-event-fit-and-risk", "build-event-run-of-show", "coordinate-event-vendors", "operate-event-day", "close-out-events" ], "easiest_hosted_stack": "Hosted event registration and coworking booking with shared run-of-show templates, vendor records, and incident escalation.", "hybrid_stack": "Hosted registration connected to controlled operations checklists, room inventory, communications, and outcome reporting.", "self_hosted_stack": "Self-hosted registration, forms, ticketing, knowledge base, and automation with payment, privacy, and reliability owners.", "suggested_workflows": [ "event-lifecycle", "room-booking", "visitor-management", "incident-response" ], "kpis": [ "Events delivered with required readiness approvals completed on time.", "Attendee and member experience, incidents, and accessibility issues by event type.", "Event contribution measured with complete delivery costs and stated assumptions." ], "improvement_plan_30_day": [ "Define event intake evidence, risk tiers, and approval owners.", "Build one source-linked run of show with clear live decision rights.", "Pilot automated reminders only for confirmed dependencies and retain manual escalation.", "Hold a cross-functional closeout and update the template from actual delivery evidence." ], "implementation_owner": "Event manager, with general management retaining approval for material safety, contract, and disruption risks.", "expert_help_triggers": [ "Alcohol, food safety, licensing, insurance, safeguarding, accessibility, or crowd controls apply.", "An event changes evacuation, security, network, payment, or personal-data requirements." ] }, { "schema_version": "1.0.0", "id": "finance-billing-administrator", "name": "Finance and billing administrator", "description": "Maintains accurate billing, collections, reconciliation, and close evidence while ensuring exceptions, refunds, write-offs, and member disputes receive authorized human review.", "responsibilities": [ "Keep member terms, invoices, payments, credits, and ledger records complete and reconciled.", "Operate segregation of duties and preserve approval evidence for financial exceptions.", "Communicate billing issues clearly and route hardship or disputes appropriately." ], "daily_tasks": [ "Review payment exceptions, unapplied receipts, billing questions, and approved refunds.", "Reconcile material integration failures before records are treated as complete." ], "weekly_tasks": [ "Review aging, collection actions, disputed balances, and upcoming billing changes.", "Sample invoices and adjustments against approved agreements and evidence." ], "monthly_tasks": [ "Complete reconciliations, close schedules, control reviews, and decision-ready reporting.", "Review recurring exception causes with sales and operations owners." ], "revenue_impacting_work": [ "Invoice accurately and collect fairly while preserving viable member relationships.", "Identify leakage from missing charges, failed changes, credits, or unreconciled payments." ], "member_experience_work": [ "Explain charges and remedies in plain language with access to the underlying evidence.", "Pause standard collection actions when a dispute or vulnerable circumstance needs review." ], "repetitive_administrative_work": [ "Recurring invoice preparation, matching receipts, aging reports, and close checklists.", "Routing exceptions and assembling approved supporting evidence." ], "dangerous_to_automate_blindly": [ "Refunds, write-offs, collection escalation, tax treatment, or dispute outcomes.", "Posting unmatched transactions or changing contractual billing terms from inferred data." ], "recommended_task_ids": [ "generate-recurring-invoices", "review-billing-exceptions", "reconcile-payments", "follow-up-overdue-invoices", "review-financial-controls" ], "easiest_hosted_stack": "Hosted accounting and coworking billing with payment reconciliation, approval workflows, and restricted financial reporting.", "hybrid_stack": "Hosted payment and member billing connected to a controlled ledger, exception queue, and reconciled reporting layer.", "self_hosted_stack": "Self-hosted invoicing, accounting, document, and workflow systems with qualified accounting, security, backup, and upgrade ownership.", "suggested_workflows": [ "invoice-collections", "reporting-kpis", "member-onboarding", "compliance-review" ], "kpis": [ "Invoices correct first time and billing exceptions resolved with approval evidence.", "Reconciled cash, unapplied receipts, aging, disputes, and collection promises kept.", "Close completed with documented outstanding items and reviewer sign-off." ], "improvement_plan_30_day": [ "Map agreement-to-invoice-to-cash controls and assign source ownership.", "Classify billing exceptions and define approval thresholds and dispute pauses.", "Pilot reconciliation suggestions with a human reviewer and retained evidence.", "Review one close cycle for duplicate entry, unsupported adjustments, and unclear handoffs." ], "implementation_owner": "Finance and billing administrator, with an authorized financial controller or owner approving material exceptions.", "expert_help_triggers": [ "Tax, revenue recognition, debt collection, insolvency, refund law, or segregation duties are unclear.", "Payment data, bank connectivity, or ledger migration changes security or audit boundaries." ] }, { "schema_version": "1.0.0", "id": "general-manager", "name": "General manager", "description": "Converts business goals into a reliable daily operating system, coordinating functional owners while retaining human control over exceptions, priorities, and member outcomes.", "responsibilities": [ "Maintain service standards, staffing coverage, escalation paths, and cross-functional rhythm.", "Turn performance signals into assigned operational improvements rather than passive reports.", "Ensure procedures are usable, current, and proportionate to local risk." ], "daily_tasks": [ "Review the shift handover, site readiness, unresolved member issues, and safety exceptions.", "Rebalance work when demand, staffing, or facility conditions differ from plan." ], "weekly_tasks": [ "Lead an operating review covering pipeline, members, events, facilities, finance, and risks.", "Inspect a sample of completed work for service quality and control adherence." ], "monthly_tasks": [ "Review workload, supplier performance, recurring failure modes, and procedure changes.", "Test whether dashboards reconcile to source systems and lead to owned actions." ], "revenue_impacting_work": [ "Coordinate capacity, sales commitments, service delivery, and renewal risks.", "Approve operational feasibility before nonstandard member or event commitments are made." ], "member_experience_work": [ "Resolve cross-team service failures and communicate fair, practical remedies.", "Protect consistency while allowing staff to use judgment for individual circumstances." ], "repetitive_administrative_work": [ "Compiling handovers, overdue actions, readiness checks, and weekly status reports.", "Routing standard requests to the correct owner and following up on stale work." ], "dangerous_to_automate_blindly": [ "Prioritizing incidents solely by ticket labels when safety or vulnerability may be hidden.", "Issuing disciplinary, access, refund, or contract decisions without hearing relevant people." ], "recommended_task_ids": [ "manage-shift-handover", "audit-front-desk-service", "review-member-service-trends", "inspect-space-readiness", "maintain-operating-procedures" ], "easiest_hosted_stack": "Hosted coworking operations suite plus ticketing, shared procedures, scheduling, and a concise exception dashboard.", "hybrid_stack": "Hosted booking and billing with a controlled knowledge base, workflow queue, and locally owned reporting model.", "self_hosted_stack": "Self-hosted service desk, knowledge base, scheduling, automation, and analytics with documented support and recovery duties.", "suggested_workflows": [ "reporting-kpis", "facility-maintenance", "member-onboarding", "incident-response" ], "kpis": [ "Opening readiness and critical handover items resolved before service impact.", "Member requests resolved within service targets, segmented by severity and cause.", "Repeat operational failures with completed corrective actions." ], "improvement_plan_30_day": [ "Map the daily control loop from opening check through handover and escalation.", "Define severity, owner, response target, and approval needs for common exceptions.", "Replace one duplicate status report with a source-linked exception view.", "Run a retrospective with frontline staff and adjust the procedure from observed friction." ], "implementation_owner": "General manager, with functional managers accountable for their queues and controls.", "expert_help_triggers": [ "A recurring failure could affect life safety, employment duties, privacy, or contractual rights.", "Cross-system data cannot be reconciled or an integration obscures accountable approval." ] }, { "schema_version": "1.0.0", "id": "it-security-administrator", "name": "IT and security administrator", "description": "Operates identity, network, endpoint, backup, and security controls for a mixed member environment, using automation for consistency while preserving human incident and risk decisions.", "responsibilities": [ "Maintain least-privilege access, network separation, supported configurations, and recovery capability.", "Triage security and availability signals with business and physical context.", "Document control ownership, exceptions, dependencies, and tested recovery procedures." ], "daily_tasks": [ "Review access, network, printing, backup, and security exceptions requiring action.", "Support users without bypassing identity, privacy, or change controls." ], "weekly_tasks": [ "Review privileged changes, vulnerabilities, failed jobs, and recurring support causes.", "Test a selected restore, access, or monitoring control and record evidence." ], "monthly_tasks": [ "Review accounts, suppliers, patches, retention, capacity, and incident actions.", "Update threat and continuity assumptions with operations leadership." ], "revenue_impacting_work": [ "Protect reliable connectivity and access services that underpin member trust and inventory use.", "Assess technical feasibility and risk before new products or integrations are promised." ], "member_experience_work": [ "Provide clear, respectful support while minimizing collection of member device information.", "Communicate outages and security actions with useful scope, alternatives, and updates." ], "repetitive_administrative_work": [ "Standard account provisioning, evidence collection, health checks, and review reminders.", "Producing access-change, backup, vulnerability, and incident status queues." ], "dangerous_to_automate_blindly": [ "Disabling identities, isolating systems, deleting data, or declaring incidents resolved.", "Applying patches or network changes without dependency, rollback, and service-impact review." ], "recommended_task_ids": [ "provision-member-access", "revoke-departing-access", "triage-security-alerts", "perform-backup-restore-tests", "review-privileged-access" ], "easiest_hosted_stack": "Managed identity, network, endpoint, backup, ticketing, and monitoring services with documented tenant ownership and export paths.", "hybrid_stack": "Managed identity and endpoints combined with locally controlled network, logs, procedures, and backup copies.", "self_hosted_stack": "Self-hosted identity, network management, monitoring, ticketing, and backup with redundant administration and tested break-glass access.", "suggested_workflows": [ "access-provisioning", "incident-response", "backup-restore-drill", "vendor-offboarding" ], "kpis": [ "Access changes completed accurately and privileged access reviewed by accountable owners.", "Restore objectives demonstrated by tests rather than inferred from successful backup jobs.", "Security and availability incidents contained, communicated, and followed by owned actions." ], "improvement_plan_30_day": [ "Inventory identities, networks, administrators, backups, logs, and critical suppliers.", "Define joiner, mover, leaver, incident, and emergency-access decision points.", "Test one representative restore and one access revocation end to end.", "Prioritize remediation by credible exposure and business impact, not scanner score alone." ], "implementation_owner": "IT and security administrator, with business owners accepting residual risk and qualified specialists reviewing high-impact controls.", "expert_help_triggers": [ "Active compromise, ransomware, payment exposure, legal notification, or forensic preservation is possible.", "Network architecture, building controls, identity federation, or recovery design exceeds internal competence." ] }, { "schema_version": "1.0.0", "id": "marketing-manager", "name": "Marketing manager", "description": "Creates evidence-based demand and clear market communication, using automation for controlled production and measurement while people approve claims, audiences, consent, and brand context.", "responsibilities": [ "Maintain positioning, audience understanding, campaign plans, and approved claims.", "Protect consent, suppression, accessibility, and channel-specific communication standards.", "Connect campaign measurement to qualified demand rather than superficial reach alone." ], "daily_tasks": [ "Review active campaign exceptions, inquiries, public listings, and scheduled content.", "Correct inaccurate claims or availability information with the responsible operator." ], "weekly_tasks": [ "Plan and review content, audience selections, experiments, and sales feedback.", "Inspect campaign delivery and suppression behavior before interpreting performance." ], "monthly_tasks": [ "Analyze channel contribution, message quality, audience fatigue, and consent health.", "Refresh assumptions from prospect, member, and sales evidence." ], "revenue_impacting_work": [ "Generate qualified demand with specific, truthful propositions and useful local content.", "Improve conversion by aligning public information with inventory and service reality." ], "member_experience_work": [ "Keep member communications relevant, accessible, and respectful of preferences.", "Obtain permission before using member stories, images, or identifying details." ], "repetitive_administrative_work": [ "Campaign assembly, approved asset resizing, scheduling, tagging, and report preparation.", "Listing consistency checks and consent-safe audience synchronization." ], "dangerous_to_automate_blindly": [ "Publishing generated claims, testimonials, images, or offers without factual review.", "Building sensitive or inferred audiences without a lawful, fair, documented purpose." ], "recommended_task_ids": [ "plan-marketing-campaigns", "produce-campaign-content", "review-content-claims", "analyze-campaign-performance", "maintain-consent-and-suppression" ], "easiest_hosted_stack": "Hosted email and content tools, consent-aware CRM, analytics, and an approved asset and claims library.", "hybrid_stack": "Hosted campaign delivery connected to controlled content, consent, and analytics stores through observable workflows.", "self_hosted_stack": "Self-hosted mailing, CRM, analytics, forms, and asset management with deliverability and privacy expertise assigned.", "suggested_workflows": [ "marketing-campaigns", "tour-to-close", "community-programming", "reporting-kpis" ], "kpis": [ "Qualified inquiries and signed outcomes attributable within documented limitations.", "Campaign error, complaint, unsubscribe, and suppression-failure rates.", "Public listings and active claims verified by their accountable owners." ], "improvement_plan_30_day": [ "Inventory active claims, audiences, consent sources, and suppression paths.", "Choose one audience need and create a campaign with a measurable operational outcome.", "Add human approval for factual claims, audience selection, and publication readiness.", "Review results with sales and operations before changing spend or scaling production." ], "implementation_owner": "Marketing manager, with product, operations, and privacy owners approving relevant claims and data use.", "expert_help_triggers": [ "Consent, cookies, tracking, testimonials, promotions, or advertising rules are unclear.", "Deliverability, domain reputation, or personal-data sharing crosses organizational boundaries." ] }, { "schema_version": "1.0.0", "id": "member", "name": "Member", "description": "Uses the workspace and its services, provides informed preferences and feedback, and retains clear routes to human help, correction, appeal, accessibility support, and privacy choices.", "responsibilities": [ "Use shared resources within agreed terms and report hazards or service issues promptly.", "Keep authorized contacts and access credentials accurate and secure.", "Respect community norms, other members, staff, visitors, and confidential information." ], "daily_tasks": [ "Reserve and use space responsibly and seek human support when circumstances differ from standard flows.", "Protect access credentials and report loss, misuse, hazards, or significant service failures." ], "weekly_tasks": [ "Review upcoming bookings, events, visitors, or service needs that require coordination.", "Update staff on unresolved issues rather than relying only on repeated automated requests." ], "monthly_tasks": [ "Review account, contact, billing, consent, and access details for material changes.", "Offer specific feedback through the available listening route when useful." ], "revenue_impacting_work": [ "Communicate changing workspace needs so staff can discuss suitable options and constraints.", "Provide informed renewal feedback rather than being treated as a predicted score." ], "member_experience_work": [ "Participate by choice and help maintain an inclusive, safe shared environment.", "Request accommodations, clarification, or service recovery from an accountable person." ], "repetitive_administrative_work": [ "Entering standard booking, visitor, billing-contact, and service-request details.", "Confirming recurring preferences where a clear correction path remains available." ], "dangerous_to_automate_blindly": [ "Access denial, account sanctions, billing disputes, or complaint outcomes without human review.", "Inferring behavior, relationships, eligibility, or sentiment from presence and usage data." ], "recommended_task_ids": [ "manage-room-bookings", "check-in-visitors", "capture-member-feedback", "resolve-member-account-questions", "triage-network-connectivity" ], "easiest_hosted_stack": "Member portal for bookings, billing, visitors, help, and preferences with a visible human support and appeal route.", "hybrid_stack": "Hosted member portal backed by staff-owned service queues and locally controlled access and facility procedures.", "self_hosted_stack": "Self-hosted member portal and support channels operated with accessible alternatives, security maintenance, and tested recovery.", "suggested_workflows": [ "room-booking", "visitor-management", "community-programming", "invoice-collections" ], "kpis": [ "Member can complete common tasks and reach an accountable person when the standard path fails.", "Corrections, complaints, accommodations, and billing questions resolved with clear explanations.", "Privacy and communication preferences applied consistently across relevant systems." ], "improvement_plan_30_day": [ "Identify the three highest-friction member journeys from direct member and staff evidence.", "Verify each journey has plain-language instructions, accessible alternatives, and a human fallback.", "Pilot one reduced-step journey with volunteers and record exceptions rather than hiding them.", "Review outcomes with affected members before broader release." ], "implementation_owner": "General manager or designated service owner, with participating members consulted on usability and impact.", "expert_help_triggers": [ "Accessibility, discrimination, harassment, privacy, contract, or consumer-rights concerns arise.", "A digital-only process prevents a member from accessing an essential service or appeal." ] }, { "schema_version": "1.0.0", "id": "multi-location-operator", "name": "Multi-location operator", "description": "Establishes comparable controls and shared services across locations while preserving local context, accountable site leadership, and deliberate review before standards are scaled.", "responsibilities": [ "Define minimum controls, shared data definitions, and local decision rights.", "Compare sites fairly and support adaptation where property, market, or law differs.", "Stage rollouts with readiness evidence, rollback paths, and local feedback." ], "daily_tasks": [ "Review material site exceptions and shared-service failures needing cross-location coordination.", "Resolve ownership conflicts without bypassing the accountable local operator." ], "weekly_tasks": [ "Compare performance using reconciled definitions and discuss contextual causes with sites.", "Review rollout readiness, dependencies, adoption friction, and unresolved risks." ], "monthly_tasks": [ "Assess standard controls, vendor performance, data quality, and location-level capacity.", "Retire central requirements whose burden exceeds demonstrated value." ], "revenue_impacting_work": [ "Allocate demand and investment across sites using capacity and local market evidence.", "Scale proven products without carrying hidden operational failure into every location." ], "member_experience_work": [ "Provide predictable cross-site access and service while communicating local differences.", "Ensure central metrics do not suppress important local member feedback." ], "repetitive_administrative_work": [ "Consolidating site reports, checking definitions, tracking rollouts, and chasing attestations.", "Publishing approved templates and synchronizing non-sensitive reference data." ], "dangerous_to_automate_blindly": [ "Ranking sites or staff without context, normalized definitions, and data-quality review.", "Applying access, pricing, retention, or operating changes simultaneously without staged evidence." ], "recommended_task_ids": [ "publish-availability", "analyze-space-utilization", "forecast-sales-and-renewals", "run-business-continuity-exercises", "maintain-operating-procedures" ], "easiest_hosted_stack": "Multi-site coworking platform, shared knowledge base, controlled analytics, and centralized identity with local administration boundaries.", "hybrid_stack": "Shared hosted systems integrated with site-owned facility, access, and continuity controls through documented interfaces.", "self_hosted_stack": "Federated self-hosted operations, identity, reporting, and knowledge services with central standards and tested site independence.", "suggested_workflows": [ "multi-site-rollout", "reporting-kpis", "access-provisioning", "compliance-review" ], "kpis": [ "Sites reporting comparable measures with reconciled definitions and stated caveats.", "Rollout gates passed, local exceptions resolved, and rollback readiness demonstrated.", "Cross-site member journeys completed without avoidable access or billing failures." ], "improvement_plan_30_day": [ "Define the minimum shared control set and explicitly list local decision rights.", "Reconcile three high-value measures across sites before expanding the dashboard.", "Pilot one change at a representative site with local success and stop criteria.", "Review adoption and unintended effects before authorizing the next rollout wave." ], "implementation_owner": "Multi-location operator, with named site leaders accountable for local readiness and outcomes.", "expert_help_triggers": [ "Data residency, employment, tax, access, lease, or privacy requirements differ by location.", "Shared identity, network, finance, or vendor failure could disable multiple sites." ] }, { "schema_version": "1.0.0", "id": "operations-facilities-manager", "name": "Operations and facilities manager", "description": "Keeps spaces safe, ready, comfortable, and maintainable through risk-based inspections and accountable work orders, with qualified people deciding technical and life-safety actions.", "responsibilities": [ "Maintain site readiness, preventive maintenance, statutory checks, and supplier coordination.", "Triage defects by safety and service impact and verify work before closure.", "Keep asset, procedure, and emergency information current and accessible." ], "daily_tasks": [ "Perform readiness and safety walks and review open critical maintenance items.", "Coordinate repairs, cleaning, environmental comfort, and space change impacts." ], "weekly_tasks": [ "Review overdue work, repeat defects, parts or vendor dependencies, and planned disruptions.", "Inspect samples of completed work and communicate member-facing impacts." ], "monthly_tasks": [ "Review preventive maintenance, asset risk, utility patterns, and supplier performance.", "Test an operational fallback or emergency dependency with the responsible teams." ], "revenue_impacting_work": [ "Protect sellable inventory and prevent avoidable downtime or unplanned capacity loss.", "Scope facility commitments before sales or event teams promise them." ], "member_experience_work": [ "Maintain clean, functional, accessible, and comfortable spaces with timely updates.", "Prioritize impacts using member context as well as technical severity." ], "repetitive_administrative_work": [ "Work-order routing, preventive reminders, meter capture, supplier updates, and closure reports.", "Publishing approved disruption notices and readiness checklists." ], "dangerous_to_automate_blindly": [ "Life-safety, electrical, structural, environmental, accessibility, or evacuation decisions.", "Closing work from vendor status alone without inspection where consequences are material." ], "recommended_task_ids": [ "perform-opening-safety-walk", "triage-maintenance-requests", "dispatch-maintenance-work", "inspect-life-safety-equipment", "plan-preventive-maintenance" ], "easiest_hosted_stack": "Hosted maintenance system, asset register, supplier portal, sensor dashboards, and controlled emergency procedures.", "hybrid_stack": "Hosted work orders connected to local building controls, asset records, procedures, and member communications through reviewed interfaces.", "self_hosted_stack": "Self-hosted maintenance, asset, monitoring, and knowledge systems with resilient local access and named patching and backup owners.", "suggested_workflows": [ "facility-maintenance", "incident-response", "vendor-offboarding", "room-booking" ], "kpis": [ "Safety-critical work acknowledged, controlled, and verified within approved targets.", "Repeat defects, inventory downtime, and preventive work completed by risk tier.", "Member-reported cleanliness, comfort, accessibility, and disruption clarity." ], "improvement_plan_30_day": [ "Build a risk-ranked asset and recurring-check register from verified source records.", "Define triage, isolation, approval, communication, and closure evidence for work orders.", "Pilot mobile issue capture for one asset group without auto-closing or auto-dispatching risk.", "Review repeat failures with technicians, staff, and affected members before changing plans." ], "implementation_owner": "Operations and facilities manager, with qualified contractors and statutory duty holders retaining technical authority.", "expert_help_triggers": [ "Life safety, hazardous materials, structural, electrical, HVAC, water, or accessibility risks arise.", "Building controls or sensors will be remotely accessible or connected to other networks." ] }, { "schema_version": "1.0.0", "id": "owner-operator", "name": "Owner-operator", "description": "Owns the coworking business model, risk posture, capital allocation, and service promise while keeping consequential decisions accountable to people with local operating context.", "responsibilities": [ "Set strategy, operating guardrails, and decision rights for the workspace.", "Balance sustainable revenue, member value, staff capacity, safety, and compliance.", "Sponsor modernization only where ownership, controls, and measurable outcomes are clear." ], "daily_tasks": [ "Review material service, safety, cash, and staffing exceptions requiring executive judgment.", "Remove blockers for accountable operators without taking routine decisions away from them." ], "weekly_tasks": [ "Review sales, occupancy, cash, member experience, and operational risk as one decision set.", "Confirm that priority actions have named owners, due dates, and escalation paths." ], "monthly_tasks": [ "Review financial controls, capacity assumptions, vendor performance, and modernization outcomes.", "Revisit which reports or automations create action and retire those that create noise." ], "revenue_impacting_work": [ "Approve positioning, capacity, discount guardrails, and nonstandard commercial terms.", "Decide investments that improve retention, utilization, or reliable service delivery." ], "member_experience_work": [ "Define the service promise and review whether policies produce fair member outcomes.", "Personally own escalations with reputational, contractual, or community-wide impact." ], "repetitive_administrative_work": [ "Consolidating recurring operating reports and chasing action updates.", "Rechecking approval queues that should have explicit thresholds and delegated owners." ], "dangerous_to_automate_blindly": [ "Pricing, contract exceptions, refunds, staffing decisions, or member sanctions without context.", "Safety, legal, privacy, or security decisions based only on dashboard thresholds." ], "recommended_task_ids": [ "forecast-sales-and-renewals", "monitor-cash-flow", "review-financial-controls", "run-business-continuity-exercises", "review-workload-and-wellbeing" ], "easiest_hosted_stack": "Coworking management platform, hosted accounting, shared knowledge base, and role-based KPI dashboard with documented owners.", "hybrid_stack": "Hosted member and finance systems connected through reviewed exports or integrations to a controlled analytics and procedure layer.", "self_hosted_stack": "Self-hosted CRM, invoicing, knowledge base, workflow automation, and analytics operated with assigned security, backup, and upgrade owners.", "suggested_workflows": [ "reporting-kpis", "compliance-review", "multi-site-rollout", "incident-response" ], "kpis": [ "Contribution margin and cash runway interpreted with documented assumptions.", "Retention, occupancy, utilization, and qualified pipeline by product and location.", "Material risks and corrective actions closed by their accountable owners." ], "improvement_plan_30_day": [ "Define five decisions the operating dashboard must support and remove vanity measures.", "Publish approval thresholds for discounts, refunds, incidents, and vendor commitments.", "Baseline staff time spent on reconciliation, duplicate entry, and status chasing.", "Select one reversible workflow improvement and review member, staff, and control outcomes." ], "implementation_owner": "Owner-operator, with each operating control delegated to a named functional owner.", "expert_help_triggers": [ "Contract, employment, tax, accessibility, privacy, or life-safety obligations are unclear.", "A modernization proposal changes core financial records, identity controls, or member rights." ] }, { "schema_version": "1.0.0", "id": "sales-leasing-manager", "name": "Sales and leasing manager", "description": "Guides qualified prospects from need discovery through an accurate commitment, using structured pipeline support while retaining human ownership of fit, fairness, negotiation, and disclosure.", "responsibilities": [ "Maintain a truthful, consent-aware pipeline and timely next actions.", "Match needs to available products without promising operationally infeasible outcomes.", "Coordinate nonstandard terms with authorized finance, operations, and legal reviewers." ], "daily_tasks": [ "Qualify inquiries, prepare tours, follow up commitments, and update material pipeline facts.", "Confirm availability and constraints before making offers or commitments." ], "weekly_tasks": [ "Review pipeline aging, conversion barriers, upcoming capacity, and renewal signals.", "Coach tour and discovery quality using sampled records rather than activity volume alone." ], "monthly_tasks": [ "Reconcile forecasts to signed outcomes and investigate systematic forecast bias.", "Review discount use, lost reasons, lead sources, and product-market feedback." ], "revenue_impacting_work": [ "Conduct discovery, negotiate within authority, and protect value through accurate fit.", "Identify expansion, renewal, and product opportunities grounded in expressed needs." ], "member_experience_work": [ "Set clear expectations so onboarding begins with accurate terms and service understanding.", "Hand off context without making new members repeat important requirements." ], "repetitive_administrative_work": [ "Scheduling, reminders, proposal assembly, pipeline hygiene prompts, and forecast compilation.", "Recording standard requirements and routing approvals to named owners." ], "dangerous_to_automate_blindly": [ "Lead scoring, eligibility, pricing, discounting, or rejection using opaque proxies.", "Generating contractual commitments without checking inventory, authority, and special terms." ], "recommended_task_ids": [ "qualify-inbound-leads", "prepare-tour-briefs", "conduct-prospect-tours", "review-nonstandard-deal-terms", "forecast-sales-and-renewals" ], "easiest_hosted_stack": "Hosted CRM and coworking inventory with scheduling, approved proposal templates, and explicit approval stages.", "hybrid_stack": "Hosted CRM connected to controlled inventory, e-signature, reporting, and approval workflows through reviewed integrations.", "self_hosted_stack": "Self-hosted CRM, scheduling, document workflow, and analytics with consent, audit, backup, and support ownership.", "suggested_workflows": [ "tour-to-close", "member-onboarding", "reporting-kpis", "compliance-review" ], "kpis": [ "Qualified inquiry to tour and tour to signed agreement conversion by validated segment.", "Forecast accuracy and pipeline records with a dated, owned next action.", "Commitments requiring operational correction after sale." ], "improvement_plan_30_day": [ "Define qualification evidence, disallowed proxy criteria, and approval thresholds.", "Map inventory truth from source system through proposal and signed handoff.", "Standardize tour briefs and post-tour notes while preserving conversational judgment.", "Audit a sample of won and lost opportunities for fairness, accuracy, and handoff quality." ], "implementation_owner": "Sales and leasing manager, with finance and operations approving exceptions within documented authority.", "expert_help_triggers": [ "Lease, consumer, fair-access, advertising, tax, or e-signature obligations are uncertain.", "Automated scoring or identity data could create discriminatory or opaque outcomes." ] }, { "schema_version": "1.0.0", "id": "virtual-office-mailroom-manager", "name": "Virtual office and mailroom manager", "description": "Maintains documented custody and authorized release of client mail and packages, combining efficient notifications with human verification for identity, authority, exceptions, and disputes.", "responsibilities": [ "Maintain client instructions, authorized recipients, custody records, and secure storage.", "Apply retention, forwarding, release, and exception procedures consistently.", "Escalate suspicious, prohibited, damaged, legal, or disputed items appropriately." ], "daily_tasks": [ "Receive, identify, log, store, notify, and release items using the approved custody process.", "Reconcile unmatched items and access exceptions before the end of the operating period." ], "weekly_tasks": [ "Review aging items, forwarding queues, storage capacity, and incomplete authorization records.", "Sample custody entries against physical inventory and notification evidence." ], "monthly_tasks": [ "Review client eligibility, authorized contacts, retention actions, and access permissions.", "Analyze loss, delay, misrouting, and dispute causes without exposing contents unnecessarily." ], "revenue_impacting_work": [ "Deliver a reliable virtual-office service within documented product and compliance boundaries.", "Identify capacity or service issues before accepting additional commitments." ], "member_experience_work": [ "Communicate clearly about arrival, collection, forwarding, delays, and required evidence.", "Resolve mistakes discreetly and preserve a usable record for affected clients." ], "repetitive_administrative_work": [ "Barcode or reference capture, standard notifications, aging reports, and forwarding queues.", "Matching expected recipients and producing custody audit samples." ], "dangerous_to_automate_blindly": [ "Client eligibility, identity, authority to collect, legal process, or suspicious-item decisions.", "Discarding, returning, opening, scanning, or forwarding items without approved instructions." ], "recommended_task_ids": [ "verify-mail-handling-authorizations", "receive-and-log-mail", "release-mail-and-packages", "process-mail-forwarding", "audit-mailroom-custody" ], "easiest_hosted_stack": "Hosted mailroom and coworking client records with secure notifications, authorization history, and role-based custody reporting.", "hybrid_stack": "Hosted client system connected to a controlled custody register, notification workflow, and retention review queue.", "self_hosted_stack": "Self-hosted client registry, custody log, secure storage index, and notifications with backup, audit, and device controls.", "suggested_workflows": [ "mail-package-handling", "member-onboarding", "member-offboarding", "compliance-review" ], "kpis": [ "Items with complete custody records and authorized release evidence.", "Receipt-to-notification time and unresolved unmatched or aging items.", "Loss, misrelease, forwarding error, and substantiated complaint rates." ], "improvement_plan_30_day": [ "Map custody from receipt through final disposition and identify every human authorization.", "Define minimum data, retention, access, and exception categories with local review.", "Pilot standardized notifications and aging queues without automating release decisions.", "Reconcile a physical sample and fix process causes rather than only correcting records." ], "implementation_owner": "Virtual office and mailroom manager, overseen by the general manager or compliance owner.", "expert_help_triggers": [ "Postal, business-address, identity, privacy, customs, or suspicious-item duties are uncertain.", "Scanning contents, cross-border forwarding, legal process, or law-enforcement requests arise." ] } ] }