WhatsApp AI agent for coworking spaces: plans, availability, tours and member questions answered from the front desk that never leaves
A coworking front desk serves two audiences: prospects asking about plans and availability, and members asking about WiFi, printing, meeting rooms and the aircon. Both message the same number, usually when the community manager is showing someone around. An AI agent handles both from one knowledge base and hands the community manager the things that need a person.
Quick answer
Put a WhatsApp AI agent on your space's number with plans, prices, availability notes, house rules, facilities and member FAQs as knowledge. It answers prospects and books tours, answers members' day-to-day questions, and books meeting rooms from an availability note. Contracts, billing, access issues and complaints go to the community manager. ReplyKit does this from $29 a month.
What the agent handles
Automate
- Plans and prices: hot desk, dedicated desk, private office by size, virtual office, day passes.
- Availability from a note you update weekly: which office sizes are open, waitlists.
- Tour booking into real slots, with a reminder.
- Member FAQs: WiFi, printing, mail handling, guest policy, opening hours, parking, the coffee machine.
- Meeting room booking from an availability note or into slots you configure as services.
- House rules and community events you publish.
- Collecting prospect details: team size, start date, plan of interest, onto the lead's card.
Keep with a person
- Contracts, deposits, invoices and billing disputes.
- Access problems: lost cards, door not opening. The agent gives the on-call number and hands over.
- Complaints about other members, noise, cleanliness.
- Custom deals for large teams.
Two audiences, one agent
Instruct the agent to work out who it is talking to from the first message. "How much is a hot desk?" is a prospect: answer, ask team size and start date, offer a tour. "The printer isn't working" is a member: answer from the facilities FAQ or hand over. The leads list keeps prospects moving through stages, while member conversations sit in the inbox for the community manager to skim. On Growth, a second number separates the two audiences entirely if you prefer.
Setup for a space
- Use a dedicated number. ReplyKit connects your number through Meta's official WhatsApp Business Platform: keep the number you already use in the WhatsApp Business app and the agent works alongside it, or add a dedicated number. Personal WhatsApp numbers cannot be connected. Keep your long-standing number out of it; details in Meta's messaging limits explained
- Paste your website for plans and prices; write the member FAQ and house rules as text.
- Keep an availability note for offices and update it weekly.
- Add tours and meeting rooms as services with hours.
- Instruct the boundaries: billing and contracts to the manager, access problems to the on-call number.
- Connect the number through Meta's sign-in and test as a prospect and as a member in the same session.
Frequently asked questions
Can the agent serve members and prospects on one number?
Yes. It works out which from the message, answers prospects and books tours, and answers members from the facilities FAQ.
Can it book meeting rooms?
Yes, as services with hours, or from an availability note you keep for rooms managed elsewhere.
Does it know which offices are free?
From an availability note you update weekly. It never invents availability.
What about access problems?
It gives the on-call number and hands over immediately.
How much does it cost?
From $29 a month for one number and 1,000 replies. Multi-location operators use the $49 or $99 plans.
A front desk that never steps away
Plans, availability, tours, member FAQs, connect your number through Meta's sign-in. 7-day free trial.
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? · how Meta's messaging limits and quality rating work
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.