At 3 co-working locations, spreadsheets are manageable. At 10 they fracture. At 30 they become a full-time job — vendors untracked, PM tasks missed, member complaints rising, and the operations team spending more time chasing status updates than resolving actual problems. OxMaint's Multi-Site Dashboard gave one rapidly growing flexible workspace operator a single system that scaled with their portfolio — from 3 locations to 30 in 26 months, with PM compliance holding above 89% and member maintenance complaints down 61%.
Case Study · Co-Working · Multi-Site Dashboard
How a Co-Working Operator Scaled to 30 Locations with Standardized Maintenance
Growing a co-working portfolio is a real estate problem and an operations problem. One operator solved both — keeping maintenance consistent, vendors accountable, and members satisfied at every location on one platform.
3 → 30
Locations in 26 months
89%
Portfolio-wide PM compliance
61%
Fewer member complaints
34%
Lower vendor repair costs
5 days
To launch each new site
Operator Profile
TypeFlexible workspace — private offices, hot desks, meeting rooms, event space
Portfolio30 locations across 8 cities — leased floors and managed buildings
Members4,200+ active members — SMEs, remote teams, enterprise satellite offices
Ops Team14 central staff + 1 site lead per location — no in-house trades
Before OxMaint
The Four Ways Reactive Multi-Site Operations Breaks
Problem 01
No Standard Exists Across Sites
Site 4 runs quarterly HVAC checks. Site 11 has no written PM schedule. Site 19's site lead does what the previous lead taught them informally. Standards live in individual memory — which means they transfer poorly and disappear entirely when people leave. Without centralised visibility, every site operates as a separate business with no connection to portfolio-wide standards.
Problem 02
Vendor Management by Message Thread
30 locations across 8 cities means 20+ active contractors. Selection, pricing, and performance review are all informal. The same repair cost $240 at one site and $680 at another with no explanation anyone could surface — because there was no system recording the variance. Portfolio leverage on vendor pricing is impossible without portfolio-level data.
Problem 03
Member Complaints Are the Alert System
When the first signal of a problem is a member complaint, the problem has already existed for days. In a co-working business where memberships cancel monthly, every avoidable complaint is a commercial risk. An HVAC underperforming for 3 days before a member reports it is 3 days of degraded experience across every person working in that zone.
Problem 04
Leadership Has No Real-Time View
The operations director could not answer: which 5 of our 30 locations have the worst PM compliance right now? Answering required calling each site lead and manually compiling responses. A centralised CMMS makes that answer available in 30 seconds — live, without anyone reporting it.
How the Portfolio Grew on OxMaint
Deployment started with the 3 highest-maintenance sites. OxMaint went live at those 3 in week 1 — PM templates active, vendors assigned, dashboard running. Each subsequent site launched using the same templates and configuration already established. By month 8, all 30 locations were live on one dashboard.
Sites Live on OxMaint Over Time
Month 1
3 sites
Month 3
7 sites
Month 6
12 sites
Month 8
20 sites
Month 14
25 sites
Month 26
30 sites
Each new site launched in under 5 days — using PM templates, vendor assignments, and workflows already live on the portfolio
Three Things OxMaint Did That Spreadsheets Could Not
01
One PM Template, Deployed Across Every Site
The ops team built PM templates for 8 asset categories shared across all locations — HVAC, plumbing, AV, access control, kitchenette equipment, fire safety, electrical, and cleaning equipment. Every new site launched with those templates active from day one. No site lead needed to design a maintenance schedule. No variation between locations. Standardised PM deployed across a growing portfolio is the single highest-leverage maintenance decision a multi-site operator can make.
02
Vendor Performance Tracked by Data, Not Instinct
Every vendor work order in OxMaint recorded response time, completion time, cost, and site lead sign-off. After 6 months, the ops director could compare every contractor across every metric simultaneously. Three underperforming vendors were replaced based on documented evidence. Average emergency repair cost dropped 34% in year one. That decision was only possible because the data existed.
03
A Dashboard That Replaced 90-Minute Monday Calls
The ops director's Monday status call — 60 to 90 minutes, 30 site leads, manually assembled — is gone. OxMaint's portfolio work order dashboard shows PM compliance, open work orders, overdue inspections, and emergency call frequency for every site — ranked by performance, updated in real time. The 5 worst-performing sites are visible in 30 seconds without anyone reporting them.
Stop managing 10 locations the way you managed 3. One system that scales with your portfolio.
Before vs. After — Portfolio-Wide
| Area | Before OxMaint | After OxMaint | Result |
|---|---|---|---|
| PM Compliance | ~40% — unmeasured per site | 89% — tracked live across all 30 sites | +49 points |
| Member Complaints | 18 avg per month portfolio-wide | 7 avg per month | 61% fewer |
| Vendor Cost Control | No benchmark — 180% price variance | Tracked per vendor — data-led rationalisation | 34% lower cost |
| New Site Launch | 3–4 weeks to establish maintenance ops | Under 5 days — templates deploy from library | 75% faster |
| Portfolio Visibility | 90-min Monday call — always outdated | Live dashboard — 30 seconds for full picture | Real-time |
| Compliance Records | Paper per site — 2–3 days for audit | Digital — full audit export under 10 minutes | 95% faster |
"
Co-working operators seriously underestimate the maintenance complexity they are creating with every new location. You are not just adding space — you are adding another vendor roster, another compliance calendar, another PM schedule, and another site lead who may have entirely different ideas about what maintenance looks like. The operators who scale successfully are not the ones hiring more ops staff. They are the ones who build a system where each new location plugs into an existing standard rather than inventing one from scratch. Site 27 launched in 4 days on OxMaint because sites 1 through 26 had already defined what the standard was.
Head of Operations, Flexible Workspace Operator
30 locations · 8 cities · 4,200+ members · OxMaint from site 1
Frequently Asked Questions
Can OxMaint support a portfolio still actively growing — adding new sites every few months?
Yes — OxMaint is designed specifically for portfolios in active expansion. Each new site deploys from the existing PM template library, vendor roster, and compliance configuration already established on the portfolio account. There is no per-site setup project and no additional implementation cost. Most co-working operators add a new location in under 5 days. See how rapid multi-site deployment works for property portfolios in growth.
How does OxMaint handle vendor management across multiple cities with different local contractors?
OxMaint supports a central vendor registry with site-specific assignments — so a contractor covering 3 sites in one city is visible at portfolio level but assigned only to those locations. Every work order records response time, completion time, and cost per vendor. The dashboard surfaces performance across all metrics, making underperformers identifiable from data rather than escalated complaints. See how centralised vendor management works across a multi-city portfolio on OxMaint.
How do member maintenance requests flow into OxMaint without exposing internal systems?
Members submit requests via a simple branded web form or QR code at the relevant space — no login or system access required. Each submission becomes a tracked work order in OxMaint, routed to the site lead and assigned vendor automatically. Members receive status updates by email at submission and resolution. They see nothing of internal operations. Full work order management and tracking runs behind the scenes, fully auditable for the ops team but invisible to members.
Scale Your Locations. Not Your Operational Complexity.
One dashboard. Every site. PM compliance, vendor performance, member requests, and compliance records — standardised across your entire portfolio from day one of every new launch.
