The vision

The Arena concept offers a unique coworking experience for its members with locations across 4 major cities in Sweden: Stockholm, Gothenburg, Malmö, and Uppsala. Arena's coworking is characterized by thoughtfully designed workspaces with integrated scents, sounds, and exceptional service.

The implementation approach jointly prepared with Vasakronan was well thought through, with the existing ecosystem remaining the centerpiece of the strategy. Workflows envisioned by the Arena teams steered the way.

The process was thought of before the system, an approach that Vasakronan has reaped many benefits from when implementing Spaceflow as their all-in-one app to complement the already-existing tech stack. The process wasn't an afterthought; it was the blueprint.

Objective: automate and digitalize

The goal was crystal clear: to automate Arena Managers' manual administrative tasks and provide members with a streamlined, fully digitalized experience. This allows Arena managers to focus on what really matters–the service level and member satisfaction.

The long term aim is to improve other aspects of the Arena teams' workflows such as order-and payment flows and membership-and-service management.

“We envisioned a seamless operation for our Arena teams, aiming to deliver the optimal experience for our members.”

^{Karin Boggby | Senior Consultant & Project Manager}

Solution: a seamless and efficient work experience

Spaceflow has been an integral part of the Arena DNA since its inception, pre-dating the opening of the first Arena, ensuring members enjoy a complete experience right from day one.

For Arena members, Spaceflow serves as a single digital gateway to all Arena services, including

• Meeting room bookings
• Meeting services
• Community engagement
• Well-being guidelines
• Rules of conduct
• Essential Arena information

"Having Spaceflow as an integral part of our offering right from the start was a natural choice, simplifying the process of achieving high adoption and engagement through the app."

^{Karin Boggby | Senior Consultant & Project Manager}

Members also benefit from smart building features such as mobile access through our integration with Accessy, automatic inclusion in the onsite wifi via Netgraph, and Flowscape, enabling them to access a real-time calendar of bookings outside their meeting rooms.

The full digital transformation

In line with Vasakronan's mission to establish a seamless and efficient working experience for both members and the arena team, Spaceflow has digitalized crucial day-to-day processes. This digital transformation contributes significantly to enhancing the overall experience for both members and arena teams alike.

• Bookings are fully automated thanks to integrations with Accessy & Flowscape
  • Our native booking system handles meeting room reservations, with members receiving access details 10 minutes prior to their scheduled booking through Accessy. Additionally, an integration with Flowscape displays the meeting room availability on screens positioned outside each room.
  • With the Accessy integration, there’s no longer a need to manually open booked meeting rooms for every member in over 127 meeting rooms.
  • Through the automation of bookings alone, Spaceflow saves 20+ ops hours every month.

• Accessy's access control system extends beyond just meeting room bookings, granting members access to the entire Arena.
• The invoice report feature from our bookings dashboard helps Arena teams with the invoicing process at the end of the month.

“A streamlined booking system with integrated access has saved us lots of time and resources that would have otherwise been spent on repetitive manual tasks such as leaving the reception to open meeting rooms or gathering correct invoicing data at the end of the month from multiple systems,” said one Arena Site Manager.

• Community is crucial for what Arenas have to offer, and Spaceflow plays a key role with features like:
  • Polls: Breakfast suggestions, best dates for yoga sessions
  • Events: Regular yoga, Easter egg hunts, gingerbread house challenge, breakfast meetup, networking & mingling events, local comedy events, business events
  • Operational communication: Fire alarm tests, lost & found, emptying fridges & bringing back tupperware, network maintenance, phone booth rules

• Documents are accessible within the Spaceflow app and are used to distribute information relating to rules of conduct, wellbeing guidelines and FAQs.
• Ticketing directs member queries directly to Arena managers, cutting out middlemen and simplifying the resolution process without the complications of email and phone calls.

“Spaceflow not only empowers members to self-onboard, but also grants arena managers the freedom to concentrate on fostering vibrant professional communities, prioritising member well-being, and upholding exceptional service standards,” said Boggby.

The results: unlocking full potential

Unlocking the full potential of the Arenas coworking spaces through streamlining administrative tasks and supercharging the workflow is a game-changer.

At the heart of Vasakronan's success are its dynamic meeting rooms and connected services, seamlessly managed by Spaceflow. Imagine this: meeting rooms available 24/7, generating revenue around the clock, all without requiring a single input from Arena teams.

It's not just self-operating, it's a revenue-generating automation even when the Arenas are unstaffed. Welcome to the future of efficiency and profitability!

Highlights