A WhatsApp AI agent for coworking and flexible office spaces: answer membership and day-pass pricing, book tours and meeting rooms, answer member questions about access, printing and guests, and hand over contracts and complaints
A community manager's inbox has two halves: prospects asking about memberships and tours, and members asking how to print, where to find the guest Wi-Fi, and whether the big room is free at three. Both halves are fully answerable from documents the space already has. The manager's job is the community, not the FAQ.
Quick answer
Give a WhatsApp AI agent your membership tiers and prices, day-pass and meeting-room rates, amenities and hours, access rules, a member FAQ (Wi-Fi, printing, mail, guests, parking, events), your tour availability and meeting rooms as bookable services, and it answers prospects and members in seconds, books tours and rooms into real slots with reminders, logs maintenance requests, and hands over private office enquiries, contracts and complaints. ReplyKit runs this from $29 a month on the space's number and website.
Prospects: pricing and tours
- Tiers (hot desk, dedicated desk, private office, virtual office) with prices, what is included, minimum terms, deposits.
- Day passes and how to buy them.
- Amenities: meeting rooms, phone booths, kitchen, showers, parking, 24/7 access, events.
- Tours booked into real slots with a reminder; the agent collects company, team size and start date for the sales follow-up.
- Private office enquiries handed over with the details for a proposal.
Members: the FAQ and the rooms
- A member FAQ answers Wi-Fi, printing, mail handling, guest policy, after-hours access, noise rules, event bookings.
- Meeting rooms as bookable services with hourly availability; the agent books a room into a real slot and sends a confirmation; the mechanics are in booking without double-booking.
- Maintenance and issues ("the AC is off on level 2") logged with location and handed to facilities.
- Events: schedule and sign-up from the events note.
- Billing questions from a note on invoice dates and payment methods; disputes handed over.
Keep prospects and members on one number with one agent; the agent tells them apart by context. Or give members a separate number on the Growth plan so sales enquiries never queue behind "the printer is jammed".
The website assistant
Most prospects start on the website. The same knowledge runs as a website assistant that answers pricing and books the tour from the page, then the conversation continues on WhatsApp if they prefer; see AI chat widget for websites.
What the manager keeps
What stays with a person:
- Private office proposals, contracts and negotiation.
- Complaints between members and conduct issues.
- Billing disputes and refunds.
- Access security incidents.
- Partnership and event-hire enquiries.
Everything else the agent handles, and when it is unsure it says so and offers a human rather than guessing; see why the agent says it is not sure.
One honest note before the setup. ReplyKit connects to your number by QR pairing, the same linked-device mechanism as WhatsApp Web. It is live in minutes and needs no Meta approval, but Meta does not sanction automation this way, so a number can be restricted. We enforce limits of 30 replies an hour and 200 a day per number with a warm-up ramp for new numbers, reply to inbound messages only, and recommend a dedicated number rather than your main line. The full picture is in our ban guide.
Starter at $29 a month covers one number, one agent, one website assistant and 1,000 AI replies; Growth at $49 adds two more numbers, five agents and follow-up nudges; the 7-day free trial needs no card. Only the agent's own messages count. Pricing is in USD and the service works wherever WhatsApp does. What it costs in practice.
Frequently asked questions
Can the agent book tours?
Yes, into real slots, with a reminder, collecting company and team size for the follow-up.
Can members book meeting rooms through it?
Yes, if rooms are set up as bookable services with hourly availability.
Does it answer member FAQs?
Yes, from a member FAQ you write: Wi-Fi, printing, mail, guests, parking, events.
Can it handle private office enquiries?
It collects the requirements and hands over for a proposal.
Should members and prospects share a number?
They can. Spaces with heavy member volume give members their own number on the Growth plan.
Tours and rooms booked, FAQs answered, community kept
Memberships, day passes, meeting rooms and member support from one knowledge base. 7-day free trial, no card.
Sources and further reading
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
- WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
- ReplyKit, Will WhatsApp ban my number for automation? · our own account of the risk and the limits we enforce
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.