Coworking space business plan

14 ways to make your coworking space more secure

It’s easy to push security to the back burner but there’s nothing more important than making sure your space is both physically and digitally secure. Here are some (mostly) quick steps that we recommend to keep your business secure. 


Review who has admin permissions in your coworking management software account

It’s easy to forget to remove people who should no longer have access. Take a few minutes to review who had admin permissions. Do this not only with your coworking management software but any software where you may have given access to someone else.


If you’re not using digital door access, now is a great time to consider it

Make sure you choose a door access system that integrates with your coworking management software so you can turn member keys off and on with the click of a button. Bonus points if you use a software like Proximity that ties door access to membership status - if the member doesn’t pay their bill, they can’t access the building.


If your space is using one pin code to access your door via keypad, change that code

Best practices are to assign a pin code to each person individually. Even better practices are to assign key access digitally which is a lot harder to share than a pin code.


Review your security cameras

When was the last time you reviewed your security cameras? Make sure they’re still covering the areas you’d like them to and review your subscription with your camera service. You may need to upgrade for more storage or go in and delete old recordings.


Change your internet access passwords

If you’re not using an internet integration that ties internet access to memberships and reservations, be sure to change your internet passwords periodically. 


Review your terms of service and cancellation policies

It's always a good idea to review these policies to make sure they align with your business practices. It’s especially important to make sure you have clear refund policies set so if a member disputes a charge, you're protected by your policies. Proximity’s software automatically notifies members when a space changes their policies. If your software doesn’t do this, it’s a good idea to include the update in your communication to your members. 


Don’t re-use the same password and use a password manager

For all of the logins that you use for your business, be sure you’re using the most secure password possible. A password manager like 1Password will store your passwords and generate new ones when you need one. Proximity made a policy that our employees are required to store all work-related passwords in 1Password and they can’t re-use passwords. The policy helps get everyone in the good habit of being ultra-careful with passwords.


Set up 2FA anywhere you can

Set up two factor authentication whenever you can. If you haven’t done this on your social media accounts, stop reading and go set that up right now! Nothing is worse than trying to get your Instagram account back from a hacker. Well, except for trying to get back into your bank account! The most secure form of 2FA is to use a password manager to generate a one time password (OTP). Getting a code sent via text to your cell phone or email is less secure but definitely better than nothing.


Implement security policies for your employees

Write up a few simple security policies for your employees and make sure they’re included in your employee handbook. Even if they only include the suggestions listed here, it’s a great start to getting into more secure habits at work.


Keep your computer and software up to date 

We’ve all done it. The software update box pops up on our home screen and we close it, telling ourselves, we will come back to it and never do. Software updates can have important security updates so don’t sit on those updates. Make sure to keep all of your devices, not just your computer, up-to-date too.


Document where your tech can be found

It might sound silly, but be sure everyone who works for you knows where to find your security devices. Nothing is worse than a door controller or Wifi access point that needs to be reset and no one can find it!


Review your insurance coverage 

No one loves to talk about insurance, but you’ll never regret having the coverage you need. Take a few minutes to sit down with your insurance agent and ensure that you’re adequately covered. Be sure to talk through potential scenarios so they can help you get what you need.


Create an off boarding checklist

It’s easy to forget what your employees have access to. Create a simple checklist of all of the access you need to remove when an employee moves on. You never expect a relationship with an employee to go south, but if it does, you’ll be grateful to have a list to work through quickly. (This can also be a starting point for an onboarding checklist which is also a great practice for new hires so you don’t forget to give important access.)

Use a digital greeting app

Using a tablet at the front door to greet visitors and delivery drivers, like Proximity Wave, helps keep strangers from wandering through your space. Members appreciate getting a notification on their phone that their meeting is waiting for them and it’ll save you time too.


While this list is not comprehensive, it’s a great start. Remember, the best security practices are the ones you commit to and follow. If it’s overwhelming to implement all of these at once, make a plan to implement a few at a time.

Proximity makes coworking software that’s easy to use for both operators and members. We started out as coworking space operators so we know what it’s like to run a coworking space. We purpose-built Proximity to allow you to focus on your community, not your software. 

Proximity announces SOC 2 compliance

Proximity is proud to announce that we've recently received SOC 2 Certification.

Security has always been one of Proximity's core values. We take seriously that hundreds of coworking and flexible workspaces around the world that count on Proximity to be the backbone of their business. We know that security is important to our customers as well and we take pride in the secure infrastructure, hardware, and software that we've built.

SOC 2 is short for “Service Organization Control.” SOC 2 is a standard of security and confidentiality that is designed for service organizations - specifically, service organizations that have contact with their customer's data. SOC 2 compliance tells our customers that we have the tools and protocols in place to safely handle their data. Here are the pillars of Proximty's Security Committments:

  1. Security: Customer data is stored securely. Our system features and configuration is designed to authorize user access while restricting those who are not authorized.
  2. Availability: Ensuring continuously reliable service and preventing outages.
  3. Confidentiality and Privacy: We use encryption technologies to protect customer data both at rest and in transit. We maintain operational procedures to retain, store and dispose of personal information in a prescribed manner.
  4. Detection: We use intrusion detection systems to prevent and identify potential security attacks. The system and network is regularly scanned for vulnerabilities with operational procedures in place to remediate any determined issues.

We are thrilled to achieve this milestone for our business and hope it demonstrates our commitment to security, privacy and confidentiality.


Addressing Coronavirus Concerns in Your Coworking Space

Right now you can't go anywhere without hearing about COVID-19. As businesses and schools are closing and many public events are being cancelled, we too are navigating the impacts of coronavirus and taking careful precautions to protect our staff and our coworking space members.

To keep our three Colorado coworking spaces open, operating and healthy for our staff and members we've implemented the following:

  • Coworking spaces are open to members and are closed to the public. During this time there are no drop-ins or tours accepted.
  • We are diligently performing daily wipe down of surfaces, doorknobs and light switches with Clorox wipes (while wearing disposable gloves).
  • Spaces are stocked with Clorox wipes, hand sanitizer, hand soap, antibacterial dish soap and tissues.
  • Paper towels are provided near all sinks, even for bathrooms that have air dryers.
  • Waste bins in restrooms are moved near the door.
  • Shared snack programs are suspended and we've removed candy dishes from the front desk.
  • Kitchens are stocked with disposable cups, silverware and plates.
  • We've cross-trained our staff to be able to do all of these tasks should our community manager or cleaners fall ill.
  • Signs are in place to remind staff and coworking space members to frequently wash their hands. The CDC recommends washing hands for at least 20 seconds (sing the ABC's or the chorus to your favorite rock ballad).
  • We've ensured our cleaning company is using disinfecting processes. They are also cleaning more frequently.
  • We've extended membership renewal dates and rolled over paid coworking days should members need to stay home.
  • Member communication is increased in our virtual channels (Slack, email newsletters, social media) to keep members updated with the precautions we've taken.

Most importantly, we require coworking space members to stay home if anyone is not feeling well or showing any cold or flu symptoms.

We will pay sick staff for time off and have a plan to be flexible if they run out of PTO.

Proximity wishes everyone good health and would love to hear about what you’re doing to keep those in your coworking space healthy.