The WhatsApp of your coworking, your centre, your meeting rooms, your space, answered.

Monday, 9:20. A member company has a client meeting at ten and the Mirador room reads 29°C. They tell the community manager in the corridor; at the same moment another member mentions that the second-floor printer is down. It all goes into one head. With Bedel, the community manager messages the coworking's WhatsApp with a photo: the ticket lands on the maintenance phone, and they find out when it's been picked up so they can tell the member.

One important detail. Member companies don't message Bedel: the community manager (or the front desk) does, forwarding what they're told. It doesn't book rooms or desks, doesn't invoice and doesn't open doors: that's what your centre's management software is for.

What a member says and they forward: "A member company says the air con in the Mirador room isn't cooling and they have a meeting at ten", with a photo

What follows: A fault ticket is created and rings on the phone of the person who looks after climate control, with buttons. The community manager is told when it's accepted and when it's resolved, and passes it on to the member

What a member says and they forward: A photo of the jammed printer, not a word with it

What follows: It goes to the IT role's phone, not to maintenance

What a member says and they forward: "The lift has stopped with two people inside"

What follows: It's an emergency: it rings at once on the duty phone, and the sender is told to call 112 if anyone feels unwell

What a member says and they forward: "How late can we stay in the meeting rooms?"

What follows: It answers from the house rules, if they're written down; if not, the question passes to a person

What a member says and they forward: A voice note in Spanish from someone on the team

What follows: It's transcribed and the reply goes out in Spanish

A member company spots the fault and mentions it to the community manager. Between there and the person who fixes it lies a route nobody has ever written down.

• The member says it in the corridor or in the community chat, and the community manager makes a mental note.
• The technician hears about it through a call, an email to "maintenance@" or a stray message, and has no idea how many are open.
• Three members report the same failure, and the community manager relays it three times.

What breaks is a mix of office faults and the wear of a place open every day, with companies coming and going at all hours.

• Climate control: a room at 16°C or at 29°C. It tops the list.
• Meeting rooms and phone booths: the screen that won't connect, the door that won't open, the video call with no sound, with the client watching.
• Network and printers, which belong to IT; and the coffee machine, the dishwasher or the communal fridge in the shared kitchen.
• Lifts, entry systems and toilets: the things that depend on an outside supplier, best chased with the time of the report to hand.

The centre defines its roles: maintenance, IT, cleaning, the landlord, a supplier. Each report goes to the phone of one of them, and whoever has it accepts it, asks for more details or hands it on with buttons, then closes it with a photo.

• Every type of report carries its own deadline: a reminder halfway and another as it's about to expire. If it expires, it climbs once to the person above; urgent ones ring again every day until closed.
• Roles you pick get nothing at night or at weekends: their tickets arrive as their shift begins, and urgent ones go to the person you leave on duty.
• The community manager gets a message when a ticket is accepted and when it's resolved; the account's email gets the summary on each night with tickets.

A coworking brings together people from different employers, and that comes with its own rules. A time-stamped ticket doesn't meet them on its own; it records what was known and when it was fixed. The articles below are Spanish law; how any rules apply to your centre depends on the country, and your adviser confirms it.

• In Spain, Law 31/1995 on the Prevention of Occupational Risks, art. 24.1 and 24.2: when people from two or more companies work in the same workplace, those companies cooperate, and the holder of the workplace takes the steps needed so the others receive information and instructions on its risks and emergencies.
• In Spain, Royal Decree 171/2004: the holder is whoever can make the workplace available and manage it (art. 2.b), and a coworking usually is. The holder informs the other companies about the workplace's risks and emergency measures before they start (art. 7) and, if its own staff work there, gives them instructions (art. 8).
• In Spain, Royal Decree 486/1997 on workplaces: for sedentary office work, between 17 and 27°C (art. 7.1 and annex III, section 3.a), and regular maintenance of the facilities (annex II, section 4). Each company answers for its own people (art. 3), but the room is the coworking's: if someone complains, you show the time of the report and the time of the fix.
• None of these articles requires a coworking to keep a log of faults or to set a deadline for fixing them. If your membership agreement sets one, that's the deadline you configure.

Half an hour with whoever runs the centre, the community manager and whoever looks after maintenance. Nobody downloads anything: the team messages a WhatsApp number.

• Who's who (maintenance, IT, cleaning, the landlord) and what things are called in your centre: "climate", "rooms", "network", "kitchen".
• The phone number and the team's details (name, role and mobile), in the European Union, with a processing contract and art. 28 of the EU Regulation (EU) 2016/679; more on GDPR.

• Booking rooms or desks, invoicing membership fees, managing access cards or opening doors, or connecting to the software that does.
• Taking reports straight from member companies: the people on the centre's list report, usually the community manager.
• Asking for or storing health data, ID documents or payment details over the chat.
• Putting several centres on one screen (each account is one location), or signing up without a call.

• Incident management on WhatsApp
• Restaurants
• Hotels
• Gyms
• Sports centres
• Offices
• Shops
• Franchises
• Blocks of flats
• Schools
• Academies and training centres
• Clinics
• Warehouses and plants