Bela Offices manages workspace bookings and visitor access on one platform
Read Case Study1
platform for all operations
Bela Offices manages workspace bookings and visitor access on one platform
Read Case Study1
platform for all operations
Co-Working Spaces Management Solution
One Connected PMS for Flexible Workspace Operations
One platform for workspace bookings, contracts, payments, access and daily operations.
Space calendar
Bela Offices Central · 148 desks
Today
AllDesksRooms
09:0011:0013:0015:0017:00
Office 301Nimbus Studio
Office 305Kite Labs
Office 308
Dedicated 07R. Chow
Hot desk 12Day pass · 2
Meeting Rm AAcme Ltd · 8 pax
Meeting Rm BOnboarding · 6
ContractedHourlyAvailable91.4% desk utilisation
Trusted by flexible workspace operators
Our customers
The Member Journey
From Enquiry to Offboarding — Fully Connected
Every stage stays linked to the same member, company, workspace, agreement and payment record, reducing repeated entry across tools.
01
Enquiry
Capture leads from the website, brokers, corporate referrals, campaigns, walk-ins or day pass trials.
02
Space Selection
Let prospects compare hot desks, dedicated desks, private offices, meeting rooms, facilities and pricing.
03
Booking or Offer
Record the selected workspace, location, term, member details and any requested services or conditions.
04
Agreement & Payment
Generate the membership plan or lease agreement and collect deposits, rent, membership fees and charges.
05
Onboarding
Collect company and member information, complete required checks and confirm the access activation date.
06
Smart Access
Issue building, floor, office, meeting room or locker permissions according to the confirmed agreement.
07
Member Services
Manage room bookings, visitors, printing, lockers, maintenance, cleaning requests and community activities.
08
Renewal / Offboarding
Track renewal decisions, final balances, access expiry, handover checks, deposits and termination tasks.
01
Enquiry
Capture leads from the website, brokers, corporate referrals, campaigns, walk-ins or day pass trials.
02
Space Selection
Let prospects compare hot desks, dedicated desks, private offices, meeting rooms, facilities and pricing.
03
Booking or Offer
Record the selected workspace, location, term, member details and any requested services or conditions.
04
Agreement & Payment
Generate the membership plan or lease agreement and collect deposits, rent, membership fees and charges.
05
Onboarding
Collect company and member information, complete required checks and confirm the access activation date.
06
Smart Access
Issue building, floor, office, meeting room or locker permissions according to the confirmed agreement.
07
Member Services
Manage room bookings, visitors, printing, lockers, maintenance, cleaning requests and community activities.
08
Renewal / Offboarding
Track renewal decisions, final balances, access expiry, handover checks, deposits and termination tasks.
01
Enquiry
Capture leads from the website, brokers, corporate referrals, campaigns, walk-ins or day pass trials.
02
Space Selection
Let prospects compare hot desks, dedicated desks, private offices, meeting rooms, facilities and pricing.
03
Booking or Offer
Record the selected workspace, location, term, member details and any requested services or conditions.
04
Agreement & Payment
Generate the membership plan or lease agreement and collect deposits, rent, membership fees and charges.
05
Onboarding
Collect company and member information, complete required checks and confirm the access activation date.
06
Smart Access
Issue building, floor, office, meeting room or locker permissions according to the confirmed agreement.
07
Member Services
Manage room bookings, visitors, printing, lockers, maintenance, cleaning requests and community activities.
08
Renewal / Offboarding
Track renewal decisions, final balances, access expiry, handover checks, deposits and termination tasks.
Turn Enquiries into Confirmed Workspace Customers
Give sales teams a structured view of each prospect, workspace requirement, commercial proposal and next action.
- Lead and company records
- Workspace requirements
- Budget and contract term
- Pipeline and follow-up status
Instead of managing workspace enquiries across spreadsheets, emails and messaging applications, teams can review each opportunity, proposed space and next action in one place.
Demand and availability
Bela Central · next 60 days
Hot desks28/4012 free
Dedicated desks20/244 free
Private offices6/82 free
Open requirements
Acme Ltd
12 desks · from Oct 1
Halo Design
Office · 12 pax · from Oct 15
Pace Legal
10 desks · from Nov 1
Vela Group
Office · 8 pax · from Oct 1
Committed HK$507KShort on space 1Live
Help Customers Find and Reserve Space
Customer-facing channels can be configured for prospects and members to review locations, check availability, submit details and reserve eligible spaces or services.
- PC booking website
- Mobile booking page
- WeChat Mini Program
- Member portal
A structured self-service journey can reduce repetitive availability enquiries while allowing prospects and members to complete more booking steps online.
Booking portal
Bela Offices · member app
Bela Central
TodayWeekMonth
Hot desk
Open floor · 2F
HK$280/day
12 available
Dedicated desk
Quiet zone · 2F
HK$3,200/mo
4 available
Private office
4 pax · 3F
HK$18,000/mo
2 available
Meeting Room A
8 pax · 2F
HK$420/hr
09:00–11:00
Event space
40 pax · 1F
HK$1,800/hr
Fully booked
Day passes left 12Rooms free today 3Live
Connect Booking, Agreement, Payment and Access
EliteSys links each confirmed workspace booking with the relevant membership plan or lease agreement, invoices, receipts, deposits and onboarding tasks.
- Electronic agreements
- Deposit and fee collection
- Member information capture
- Access activation scheduling
Commercial, finance and onboarding records remain connected, allowing sales, finance and front desk teams to work from the same customer and agreement information.
Access issuing
Nimbus Studio · AG-2026-0142
Term
12 months
Desks
8
Start
Sep 1
Deposit
Paid
Credentials4 of 8 seats assigned
R. Chow
Admin · Face + App
J. Tang
Member · Access card
Y. Ko
Member · App
M. Sze
Member · Face
4 seats unassigned
Access expires with agreement Aug 31, 2027Issue all
Make Daily Workspace Operations Trackable
Manage cleaning, maintenance, room preparation, facility requests and internal tasks through structured workflows linked to the relevant site and space.
- Maintenance requests
- Cleaning and reset tasks
- Facility service categories
- Assignment and completion tracking
Operations teams can see what requires attention, who is responsible and whether the task has been completed without relying on scattered chat messages.
Space turnover
Today · Bela Central
All spacesRoomsOffices
SpaceLastNextStatus
Meeting Rm Aended 11:0013:00Reset
Meeting Rm Bends 15:0016:00Reset due
Event spaceended 12:3018:00In progress
Office 305handoverSep 1Reset due
Hot desk zonerollingdaily 18:00Scheduled
Booth 2ended 10:15on demandReset
Turnovers today 14Due within the hour 2Live
Keep Members Informed and Connected
Send announcements, booking reminders, payment notices and service updates to selected members, companies, locations or membership groups.
- Site announcements
- Targeted messages
- Scheduled reminders
- Emergency notifications
Member communication and service activity can remain connected with the company profile, active agreement, site and workspace records.
Member notices
Bela Offices · 1,120 members
Audience
All companies18 tenants
Floor 2 members240 people
Day pass today12 people
Expected visitors5 people
Reach258 people · 18 companiesSend now
Needs a reply
NSNimbus StudioCan we add 2 desks from October?2m
KBKite LabsMeeting Rm A projector still down5m
R. ChowVisitor passes for 3 guests on Thu22mOMOrbit MediaQuery on invoice #48211h
Track Occupancy, Revenue and Operations
Give management, sales, operations and finance teams a shared view of workspace inventory, commercial activity, collections and operating status.
- Occupancy and availability
- Revenue and collections
- Sales pipeline status
- Open operating tasks
Teams can work from the same occupancy, revenue and operating records without manually consolidating multiple spreadsheets for each reporting cycle.
Space performance
Bela Central · Aug 2026
By space typeBy siteHK$3.6M total
Space typeOccupiedRevenueShare
Private offices6 / 8HK$1.44M40%
Dedicated desks20 / 24HK$0.64M18%
Hot desks28 / 40HK$0.34M9%
Meeting rooms1,284 hrsHK$0.54M15%
Event space42 hrsHK$0.08M2%
Member services—HK$0.56M16%
Revenue per desk HK$4,860Collected 97.4%
Access Follows Every Agreement
EliteSys connects the PMS with smart locks, entrance readers, facial recognition terminals, card readers, lift control and compatible workspace devices.
- Office and meeting room locks
- Building entrance access
- Facial recognition access
- Card and QR access
- Lift floor permission
- Locker and printer permission
Access permissions can follow the member or tenant agreement period, assigned location and approved access scope, with activation and expiry records retained for review.
Access permissions
Bela Central · follows agreements
All groupsCompaniesVisitors
Lobby2/F3/FRoomsLockers
Nimbus Studio8 members
Kite Labs6 members
Pace Legal10 members
Day pass12 today09–18
Visitors5 expectedescortescort
Cleaning3 staff
Kite Labs ends Sep 30 — 12 credentials revoke automatically
AI for Workspace Enquiries and Member Operations.
AI Customer Service
Answer Workspace Enquiries Around the Clock
Answer configured questions about locations, workspace types, pricing, facilities, booking steps and member services.
AI customer serviceAI assistant · Bela Offices Online
Any 6-person office in Central from October?
2 options available
Private office · 6 pax · 3FHK$24,000/mo
Dedicated desks · 6 · 2FHK$19,200/mo
Book a tourCompare optionsContract terms
Understood
Location
Bela Central
Start
Oct 2026
Team size
6 people
Intent
Ready to tour
96 enquiries auto-replied · avg 4s response
Book a tourAI matched · 3 best fits38 spaces scanned
Orbit Media
6 people · Oct 2026 start
Office 305
95%
Desks 07–12
82%
Office 212
74%
Top match
Office 305 · Bela Central
Private office6 min to MTR12-month
Shortlist sent · 2m ago
Space Recommendation
Match Companies to the Right Space
Collect stated requirements and suggest suitable desks, offices, meeting rooms or locations.
Space recommendationAI Sales Follow-up
Follow Up Every Company Enquiry
Summarize what each company asked for, flag the pending action and keep the follow-up record with the account.
AI sales follow-upFollow-up queue6 due today
Halo Design
Enquiry 3 days ago · 12 pax
Summarized needs
Private office for 12, HK$28,000 budget, Oct start. Asked twice about meeting room hours.
Private office12 paxOct 202612-month
Enquiry logged
Mon · website
Options sent
Tue · 3 spaces
Follow up
Due today
Deposit
Pending
AI suggested · send space comparison
AI Facilities Workflow
Route Every Space Request
Classify room, desk and facility issues, suggest priority and route them into configured operating workflows.
AI facilities workflowNew request · 10m ago Urgent
Projector has no signal
Meeting Rm B · member app · 2 photos
Classified · 98% confidence
AV fault, not a network issue. Matches 6 past Meeting Rm B projector jobs — Team B closes these in about 40 minutes.
Category
Facilities
Priority
High
Routed to
Team B · KY
Response
ETA 40 min
Member notified · room free by 15:40
Received
Classified
Routed
Resolved
Auto-assigned · no dispatcher needed
AI Operating Summary
A Weekly Read on Every Site
Summarize enquiries, agreements, service requests and payment issues across every site for management.
AI operating summaryWeekly summaryJul 4–10
Enquiries
96
+18%Agreements
12
+9%Work orders
25
-6%Overdue
4
-1Enquiries per dayPeak Wed
M
T
W
T
F
S
S
4 overdue invoices need attention at Bela Central
2 service requests past their target response time
3 agreements up for renewal in the next 30 days
Sent to management · Mon 09:00
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Connected platform
Connect Payments, Devices and Reporting
EliteSys can connect member-facing booking, payment channels, smart access hardware, member communications, accounting exports and operating dashboards in one platform.
Book a Demo
Your questions answered
EliteSys is a property management system that manages workspace enquiries, bookings, membership plans and lease agreements, payments, onboarding, smart access, member services and reporting in one platform.
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