Coworking Space Membership Pause Request Form

Managing a coworking space means juggling member needs, billing cycles, and access systems—all while keeping the experience seamless. When members need to pause their membership temporarily (whether for travel, project breaks, or personal reasons), you need a clean, organized way to capture their request, confirm the details, and trigger the right changes across billing and access systems.

This Coworking Space Membership Pause Request Form gives your members a simple, transparent way to request a temporary suspension. It captures their pause dates, confirms billing hold arrangements, handles desk access deactivation, and gives you all the information you need to process the request smoothly.

Why this template works for coworking spaces

Coworking operators need to balance member flexibility with operational clarity. This form helps you:

• Capture pause dates clearly so there's no confusion about when the suspension starts and ends
• Confirm billing arrangements including prorated amounts, pause fees, or membership holds
• Manage desk access by deactivating keycards, fobs, or app access during the pause period
• Set expectations around reactivation, desk availability, and community access
• Reduce admin back-and-forth by collecting all necessary information upfront

The form uses conditional logic to adapt based on membership type, pause duration, and whether the member wants to return to their current desk or switch to a different plan upon return.

Automate the pause process with Stepper

Once a member submits a pause request, you can use Stepper to automate what happens next:

• Notify your operations team or community manager via Slack or email
• Update your member database (Airtable, Google Sheets, or CRM) with pause dates and status
• Trigger billing system changes in Stripe, Xero, or your accounting tool to hold or pause subscriptions
• Schedule desk access deactivation in your building management or access control system
• Send a confirmation email to the member with pause details and reactivation steps
• Set a reminder to follow up before their return date to confirm reactivation

This keeps your team in sync and ensures nothing falls through the cracks during member transitions.

Built for flexibility and professionalism

Whether you run a boutique coworking space or manage multiple locations, this template adapts to your policies. It's designed to feel friendly and supportive while capturing all the operational details you need—membership ID, current plan, pause reason, desk preferences, and special requests.

Built with Paperform, the template is easy to customize with your branding, integrate with your existing tools, and embed directly on your member portal or send via email. You can adjust pause policies, add location-specific questions, or include terms and conditions with a single click.

Trusted by coworking spaces, community hubs, and flexible workspace operators, this form helps you offer the flexibility members expect while keeping operations running smoothly.