Incubators dramatically increase a startup’s odds of survival. Modern incubators juggle applications, cohorts, funding rounds, mentors, workshops, tracking, and reporting. The wrong software creates silos; the right one centralizes work and delivers insight. Here’s what to look for and why it matters.

Features to Look For

  • Program & Cohort Management – You need to be able to accept applications, review them, form cohorts and manage curricula in one place. A good platform should handle applications, reviews, attendance and communications seamlessly.
  • CRM & Community Data – Your software should act as a single source of truth for participant data. This means combining demographics, interactions (events, resources, advising sessions, payments) and notes so mentors and staff have a 360‑degree view of each founder.
  • Impact & Data Dashboards – Funders expect evidence. Look for dashboards that allow you to track metrics across users, events, mentoring and resources, personalize views and export data for reporting. The ability to gamify engagement (e.g., leaderboards) can also motivate participation.
  • Notifications and Mobile Access – Alerts/notifications, chat/messaging, gamification, mobile access can ensure participants stay engaged on the go.

Metrics That Matter

Great software doesn’t just manage tasks, it helps you measure progress. According to the best practices we’ve found for accelerators and incubators, key engagement metrics include:

  • Number of mentorship hours per startup.
  • Number of networking events and number of workshops or training sessions delivered. 
  • Operational metrics such as:
    • Resource utilization (the extent to which mentors, space or equipment are used), 
    • Mentorship network strength (hours per startup, sessions per startup and feedback quality)
    • Operational efficiency (time to onboard startups, time to graduation and cost per startup) are also essential. 

Tracking these metrics within your software helps identify bottlenecks and demonstrates impact to stakeholders.

Pitfalls to Avoid

  • Choosing on price alone – Bargain software often lacks scalability, customization and reporting. Focus on long‑term value.
  • Avoiding migration because of data‑loss fears – Fear of moving from spreadsheets or outdated tools shouldn’t trap you. Modern platforms offer data import and integration services.
  • Believing hype without proof – Request demos and case studies. Check whether the vendor can handle your specific workflows and reporting needs.

Case Study

Georgia Southern University & GENIE

Georgia Southern University’s Business Innovation Group (BIG) manages a statewide network of incubators and uses our Startup Space platform to power the Georgia Enterprise Network for Innovation and Entrepreneurship (GENIE). GENIE is a technology‑enabled platform that connects entrepreneurial resources across the state and supports economic development in more than 100 communities. It links entrepreneurs to university resources and provides opportunities for student experiential learning.

BIG operates three incubators:

  • Statesboro Innovation Incubator (I2) – this cross‑industry incubator provides flexible workspace and programming for a wide range of founders.
  • Georgia Grown Innovation Center in Metter – created in partnership with the City of Metter and Georgia Grown, this incubator focuses on agricultural and ag‑related businesses. 
  • Hinesville Business Incubator – launched in December 2023 through a partnership between the City of Hinesville, the Hinesville Development Authority and Georgia Southern University, this incubator focuses on military and veteran families but is open to all entrepreneurs.

BIG works to build an ecosystem throughout Georgia that helps entrepreneurs create, incubate and accelerate their for‑profit business enterprises while facilitating access to university resources and student experiential learning. By combining GENIE’s statewide resource compass with local incubators that offer tailored space and mentoring, Georgia Southern University demonstrates how a university can use a purpose‑built platform to coordinate multiple programs and expand its impact across diverse communities.

If you’re interested in learning more about how University Incubators can use software, access our webinar with GSU here. 

Detroit’s BUILD institute

Detroit’s BUILD Institute is an idea activator and small‑business incubator focused on equitable entrepreneurship. Since its founding in 2012, BUILD has taught 125 classes and produced more than 2,600 graduates; 77% of those graduates are women and 81% are people of color. BUILD Institute’s graduates have started or retained over 600 businesses and created nearly 1 500 jobs in Detroit. By offering classes ranging from BUILD Basics to BUILD Social Impact and BUILD Master Class, the institute helps “main street” entrepreneurs, often women and people of color, launch ideas and strengthen existing businesses.

To measure impact across its multiple programs, BUILD uses the Startup Space platform as a centralized data hub. During our webinar, Program Director Marisa Launstein explained that BUILD’s data system follows a 4C framework, Continuous Feedback, Customized Compliance, Community‑centered metrics and Change over time, and uses Startup Space to track entrepreneur journeys, digitize legacy records and allow partners to collaborate. Centralizing data on Startup Space enables BUILD to report outcomes efficiently, identify gaps in service and refine metrics as the ecosystem evolves. This approach shows how mission‑driven incubators can leverage purpose‑built software to align equity goals with actionable data.

If you’re interested in learning more about how Incubators can use software, access our webinar with the BUILD Institute here. 

Startup Space Adoption Nationwide

Startup Space isn’t just for governments. It powers more than 80 community development entities across the United States, supporting over 100 ecosystems and 30 000+ users. Whether you run a university accelerator or a city‑wide incubator, having a platform proven at scale reduces risk.

What to Compare Across Platforms

When evaluating incubator software, don’t just compare feature lists. Consider:

  1. Integration & Data Ownership – Does the platform integrate with your existing CRM, email marketing or financial systems? Who owns the data, and can you export it easily?
  2. Customization & Scalability – Can you configure applications, demographics and workflows to match your program? Will it scale from a single cohort to dozens without performance issues?
  3. Ease of Use – Is the interface intuitive for founders, mentors and staff? Does the vendor offer training?
  4. Reporting & Analytics – How flexible are the dashboards? Can you track the metrics mentioned above? Are reports easily exportable for funders or board meetings?
  5. Security & Compliance – Look for role‑based permissions and compliance with data privacy regulations.

Frequently Asked Questions

How much does incubator software cost?
Pricing models vary by vendor and may include per‑program, per‑user or enterprise licenses. Because features like cohort management and analytics can be tailored, request a quote based on your program size and complexity.

Can I migrate my existing data (applications, cohorts, contacts) into a new platform?
Yes. Leading providers offer data‑migration services or import tools. Look for vendors that can map your existing fields to their CRM so you don’t start from scratch.

How do I know if a platform supports my specific program type?
Check for case studies in similar sectors (e.g., universities, government agencies, biotech incubators). Startup Space’s adoption across cities like Detroit and state‑wide programs in California demonstrates versatility in supporting business support organizations with varying needs.

Final Thoughts

Incubator leaders need to demonstrate results to funders, stakeholders and the communities they serve. The right software is a strategic choice that shapes how effectively you support founders and measure your impact. By focusing on essential features, tracking meaningful metrics and learning from successful programs like Georgia Southern University’s Business Innovation Group and Detroit’s BUILD Institute, you’ll be better equipped to choose the best tool for your incubator in 2025 and beyond.

👉 Ready to see how a unified platform can streamline your incubator? Startup Space powers more than 80 community development entities. Book a demo or check out our resources for incubators below to explore best practices in incubator management. f you're interested in being an early user, you can get started for free in our new CRM. We'll keep you posted as new features are released!