Introduction
The modern way of work demands flexibility and scalability that superpowers growth. Every co-working brand’s objective is to deliver a hassle-free professional experience where the infrastructure and amenities provided foster networking and collaboration. Shared resources like high-speed internet, printers, meeting rooms, that improves the quality of the digital workspace experience should be considered to provide a welcoming and productive atmosphere.
A fast-expanding co-working operator, known for its vibrant community and flexible workspace offerings, soon discovered that growth brought along operational blind spots. One of the most persistent among them was printing.
As member footfall rose and locations multiplied, printing infrastructure buckled under pressure — from device downtime and supply shortages to slow queues that impacted user experience across the board.
To regain control, improve uptime, and deliver consistency at scale, the operator turned to Wepsol’s fluidPrint, a fully managed print ecosystem built to streamline print operations for modern co-working and hybrid workplaces.
The Challenges
1. Digital Workplace Experience Was Getting Compromised
Even with a seemingly adequate printer fleet, the workspace frequently faced downtime. Recurring device errors, sluggish performance, and toner outages during peak hours created long queues and frustrated members — diminishing the overall digital workspace experience and service quality expected from a premium co-working environment.
2. No Control Over Monthly Print Costs
With no visibility into print behaviour — such as colour vs. mono usage, unnecessary reprints, or uneven device distribution — print expenses swung unpredictably month after month. The management lacked the analytics needed to forecast demand or curb wasteful usage.
3. Manual, Error-Prone Tenant Billing
The admin team relied on manually pulling logs and reconciling usage to raise monthly print bills. This time-consuming process often resulted in inaccuracies, leading to member disputes, delayed invoicing, and avoidable operational friction including customer disputes.
4. Zero Visibility Across Centres
Each centre functioned in isolation, leaving the leadership blind to critical metrics such as device failures, underutilized assets, and locations running short on consumables. The absence of a unified monitoring system made proactive management impossible.
5. Security Risks Around Confidential Printouts
Documents left behind on print trays — particularly by enterprise and consulting clients — exposed sensitive information. Without secure-release controls, the workspace faced increased data privacy concerns, impacting the coworking space’s reputation in terms of trust and compliance.
6. High Workload for IT & Admin Teams
Internal teams spent several hours each week firefighting print issues: troubleshooting breakdowns, replacing consumables, managing complaints, and coordinating service calls. The admin and IT teams were perpetually in “fix mode,” leaving them unable to concentrate on initiatives that support growth and build better member experience
7. Inconsistent User Familiarity Led to High Wastage
Not all members were adept at using shared devices. Incorrect print selections, accidental reprints, and poor usage practices contributed to significant wastage — costs that ultimately had to be absorbed by the co-working provider. IT teams struggled to support users while trying to keep operations smooth.
Wepsol’s fluidPrint Solution
1. Centralized, Standardized Print Infrastructure
Wepsol redesigned the print environment using device-right-sizing and strategic placement based on actual user footfall, ensuring balanced workload and smoother access.
2. Secure Member-Based Printing
Every user authenticated their print jobs through card/ID login. Prints were released only when the user reached the device, improving privacy and reducing waste.
3. Automated Monitoring & Predictive Supply Management
fluidPrint’s monitoring tools detected toner levels, device health, and error patterns automatically — allowing Wepsol to replenish supplies and fix issues before disruption occurred.
4. Real-Time Analytics for Management
Dashboards provided complete insight into print volumes, colour vs. mono usage, device uptime, and user-wise activity — helping control cost and capacity.
5. Integrated Tenant Billing
All usage was logged accurately and mapped to specific teams or members. Monthly bills became automatic, transparent, and error-free.
6. End-to-End Support with 99% Uptime
Remote monitoring, preventive maintenance, and onsite support ensured a consistently high-performance print environment across all centres.
Impact Delivered
• Reduced Print Costs
Optimized printing habits and balanced device usage helped the co-working space cut costs by 30%, giving management predictable monthly expenses.
• Drop in Member Complaints
Proactive monitoring and fewer breakdowns resulted in a significant reduction in print-related complaints, leading to a smoother daily experience for members.
• Accurate, Dispute-Free Billing
User-level tracking eliminated manual effort and removed billing disputes entirely. Monthly reconciliation time dropped drastically.
• Enhanced Security & Privacy
Secure release printing ensured sensitive documents were never left unattended, strengthening trust among enterprise teams.
• Lower IT/Admin Workload
With Wepsol managing devices end-to-end, the client’s teams regained valuable hours previously spent on troubleshooting and supply follow-ups.
• Scalable Print Framework Across Centres
fluidPrint scaled seamlessly as new locations opened, giving every centre the same controlled, reliable, and high-performance print environment.
Conclusion
By partnering with Wepsol, the co-working provider transformed printing from a recurring operational pain point into a smooth, secure, and fully managed service.
fluidPrint helped them lower costs, improve member satisfaction, strengthen document privacy, and build a print infrastructure that grows effortlessly with every new centre they launch. Today, printing is no longer a daily challenge — it is a stable, efficient, and predictable service that enhances the overall co-working experience.