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How to Offer Coworking Space Access as a Remote Work Perk with 4Geeks Perks

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As remote and hybrid work models become the standard, employees increasingly value the option to work from professional environments outside their homes. Offering coworking space access as a perk can significantly boost productivity, providing a dedicated workspace for deep focus or team collaboration. With 4Geeks Perks, you can easily manage this benefit by allocating funds specifically for coworking memberships or day passes, giving your team the flexibility to choose where they work best.

This guide details how to set up a coworking allowance, configure spending restrictions, and track usage to ensure your remote work strategy is both effective and budget-friendly.

Prerequisites

To implement a coworking space perk, ensure the following are in place:

  • Admin Access: You must have an administrator account on the 4Geeks Console.
  • Perks Module Active: The 4Geeks Perks module must be enabled for your organization.
  • Employee Enrollment: Team members must have active accounts and access to the 4Geeks Perks mobile app or RFID card.

Step-by-Step Instructions

Follow these steps to create and manage a coworking space allowance for your team.

Step 1: Create a “Workspace” Wallet

Establish a dedicated wallet to separate coworking funds from other stipends like meals or wellness.

  1. Log in to the 4Geeks Console.
  2. Navigate to the Perks module and select Wallet Management.
  3. Click Create New Wallet.
  4. Name the Wallet: Use a clear name like “Coworking Pass,” “Remote Office Stipend,” or “Workspace Allowance.”
  5. Select Category: Choose Office Supplies & Workspace or a similar category. This ensures accurate reporting and allows you to restrict spending to relevant vendors.

Step 2: Define Allocation Rules

Determine the budget and frequency for the coworking benefit.

  1. Go to the Allocation Rules tab within your new wallet.
  2. Set Recurrence:
    • Monthly: Best for ongoing memberships (e.g., $300/month for a hot desk).
    • One-Time: Useful for occasional day passes or specific team meetups.
  3. Set Limits: Define the monetary cap per employee.
  4. Expiration Policy: Decide if unused funds expire at the end of the month. For coworking memberships, a “use it or lose it” model often aligns with monthly billing cycles.

Step 3: Configure Merchant Restrictions

Ensure the funds are used exclusively for coworking spaces.

  1. Navigate to Merchant Restrictions.
  2. Whitelist Vendors: You can restrict transactions to specific major coworking chains (e.g., WeWork, Regus) or local hubs.
  3. Category Restrictions: Alternatively, restrict spending to the “Real Estate Agents and Managers - Rentals” or “Business Services” merchant categories to cover a broader range of independent spaces.
  4. Block Non-Compliant Categories: Ensure categories like “Retail” or “Dining” are blocked for this specific wallet to prevent misuse.

Step 4: Assign and Notify

Roll out the benefit to your remote or hybrid employees.

  1. Go to the Employees tab.
  2. Filter by Location or Department (e.g., “Remote Staff”) and assign the wallet.
  3. Send Notification: Inform employees via email or the app. Explain that they can use their 4Geeks Perks card to pay directly at the coworking space or link the card to a membership app for recurring billing.

Common Use Cases

Scenario 1: The Hybrid “Hot Desk”

  • Situation: A company has a “work from anywhere” policy but wants to support employees who need a break from their home office.
  • Configuration: A monthly “Flex Desk” wallet of $200 is assigned to all remote employees. The wallet is restricted to recognized coworking vendors.
  • Result: Employees use their allowance to book day passes at local hubs whenever they need a professional environment, without needing to file expense reports.

Scenario 2: Regional Team Hubs

  • Situation: A distributed team wants to meet up once a week in a specific city.
  • Configuration: The manager assigns a “Team Day” wallet to employees in that region.
  • Result: The team uses their collective funds to rent a meeting room or private office for the day at a local coworking space, fostering collaboration and team bonding.

Troubleshooting

Issue 1: Payment Declined for “Unauthorized Merchant”

  • Cause: Smaller, independent coworking spaces might be categorized differently by payment processors (e.g., as “Consulting” or “Education”).
  • Solution: Check the transaction details in the Analytics tab. Manually whitelist the specific vendor ID to allow future payments.

Issue 2: Recurring Membership Fails

  • Cause: If the wallet balance is insufficient at the time of the automated renewal charge, the transaction will decline.
  • Solution: Advise employees to align their membership billing date with the wallet refill date (e.g., the 1st of the month). Consider adding a small buffer to the allocation if taxes or fees vary.

Conclusion

Offering coworking access via 4Geeks Perks empowers your team with choice and flexibility while keeping your budget under control. By automating the disbursement and restriction of funds, you provide a high-value benefit that supports productivity and work-life balance without the administrative burden.

For more insights on managing remote teams and benefits, explore the 4Geeks Talent resources or contact support at 4geeks.io/contact.