The way artificial intelligence is making inroads into the flexible workspace sector is not exactly as some of the more strident early forecasts had it. AI is not rendering the office obsolete, at least not yet. What it is doing is altering the calculus for businesses in terms of how much space they require, what they want out of it and how operators have to run it.
AI will do more than alter the need for space; it is set to transform the running of flexible workspaces. With AI-driven systems, one can expect the automation of day-to-day tasks such as member onboarding, access and facilities management, customer service and the like. But the greater value for operators lies in the shift these tools enable: away from a reactive approach and into predictive operations that are guided by data.
Take the case of a coworking or flexible workspace operator: there are opportunities here but also challenges. AI can take over aspects of day-to-day work; on the other hand, the way companies work has made demand for their space less predictable.
In its 2026 European Office Occupier Sentiment Survey, CBRE reported that 61% of occupiers believe AI will reshape their space needs in the next couple of years. For an industry that has already been forced to come to terms with hybrid working, that is no small shift.
How Is AI Changing Flexible Workspace Operations?
You see the impact first on the operational side of things. A flexible workspace is rife with repetitive work, from member enquiries and bookings to contracts, invoices and the like. Staff time is often consumed by these basic support requests and follow-ups.
We can expect a broader scope in the next phase. It is possible for AI-driven systems and bots to be put to work on routine phone calls, to field member enquiries or to manage the taking and distribution of messages. The automation of check-in would be another function they could perform.
AI may well be called upon to see much of that through, whether it is putting in place building and Wi-Fi access credentials or provisioning what is needed from an IT and data standpoint. Any day-to-day complaints or requests can be logged and sorted by the system before being put in front of the right staff member.
Then there is the matter of putting empty space to better use, an area where AI can be of service to operators. With the ability to scrutinise historical data as well as current bookings and occupancy levels, these systems will spot desks or meeting rooms that are not being utilised as they should be. In turn, this gives operators the insight they need to decide on the best way and time to put such space at their disposal.
JLL’s 2026 research found that global office utilisation averages 54%, well below the 79% average corporate target. This gap highlights why flexible workspace can help businesses adjust their office footprint as needs change.
From Reactive Operations to Predictive Workspace Management
AI has the potential to be of considerable value in the flexible workspace sector by shifting operations from a reactive approach to one that is predictive and driven by data. Rather than simply responding to issues as they arise, AI can put occupancy, booking and building information to work, analysing it to forecast everything from demand and energy consumption to what will be required in the way of maintenance or cleaning.
AI and Physical Workspace Management
With the help of AI, it is possible to do more than adhere to set timetables for cleaning; the technology can be put to work to optimise such tasks in line with how a space is really being used. It serves to regulate heating, cooling, and lighting, as well as to monitor air quality. Moreover, AI can spot equipment issues in their early stages so they do not cause any disruption.
AI Could Change How Space Is Planned
One could argue that space planning will become a prime application for AI. An operator might review historical booking data to see when a desk or private office was in use, but AI can go further, spotting patterns to forecast what is coming down the line. This has implications for staffing, cleaning schedules and even the physical layout of the workspace.
According to CBRE’s 2026 research, 52% of occupiers are looking to AI to trim their space requirements, 48% foresee a need for more reconfigurable and multipurpose areas, with 38% wanting greater flexibility. In short, AI may mean some firms need less room, but it adds value to the kind of space that can be easily changed.
What Will AI Mean for the Member Experience?
Members will be more aware of AI as well. There is no need to wait on a community manager to check a booking or get an answer to a routine query when an AI assistant can handle it. But do not mistake that for the human element losing its place.
Gensler’s 2026 Global Workplace Survey indicates that while AI users spend more time collaborating virtually, 26% of their week is still accounted for in third places like coworking spaces. The quality of the physical experience matters perhaps more than ever.
There is no need for workspace teams to be tied up with the day-to-day administration when AI can take care of it. The technology is well suited to deal with routine enquiries and message management, or to automate the check-in process, onboard new customers and issue their Wi-Fi and access details.
It can also be left to sort out any routing of complaints or requests. In this way, the team has the freedom to devote their time to what really matters: fostering community, tending to long-term relationships with members and working through more involved problems.
The Future: Smarter Workspaces, Not Empty Workspaces
Down the line, AI will be woven into the very operating system of the workspace rather than being just another tool. Instead of a post-mortem report, the system might flag a drop in meeting-room utilisation or unusual occupancy trends and suggest a change in staffing. For those running multiple sites, it can be used to benchmark performance and decide where an investment is warranted.
So what should an operator be doing? The answer is not to rush out and acquire every AI tool on the market. If your access control, billing and membership data are siloed in different systems, an AI has little context to work with. You need reliable, interconnected systems. The future of AI in coworking will be determined by the accuracy of the underlying information, not by the presence of a chatbot.
Wrap Up
One could argue that the enduring effect of AI in flexible workspace will be defined not by the displacement of staff, but by a shift in how they allocate their time. With routine operational and repetitive administrative work being taken over by automation, those on the workspace team are free to devote greater attention to fostering community and tending to the members and relationships that matter.
Operators, for their part, can rely on predictive systems driven by data to head off issues with space, energy or maintenance and customer service before they become problems, as opposed to dealing with them in the aftermath.
UltraSoftBIS solutions bring sales, proposals, contracts, bookings, billing and analytics together in one modular platform, giving flexible workspace operators a connected view of their operations.
